Who is in right now

Who's in shows what your team is doing right now: who is working, who should be and is not, who is on a break or on leave. There you can also clock someone in or out when they cannot.

The card on the Dashboard#

The Who's In card on the Dashboard is the summary.

• The big number is how many people are on the clock now. The smaller number after the slash is how many should be: the people clocked in, plus every shift that is already due, not yet over, and has nobody clocked in.
• working and on break are counts. Select one to open that part of the board.
• A row for people not clocked in names them; hover or tap it for the time each was due. A row for people who arrived late works the same way and shows how late.

Someone counts as late once the location's Lateness Grace Period has passed. It is 10 minutes unless an admin changes it on the location's Scheduling tab, which is listed while the Scheduling module is on.

In a Fixed Hours company, or with Scheduling off, the location's opening hours stand in for the shift: everyone assigned to a location is expected there on a day it is open, until they clock in once. A night counts for the day its opening belongs to: clocking in at 23:50 for an opening at midnight counts for the next day, and an opening that runs past midnight stays expected until it ends. Which opening a clock-in is measured against is in Fixed Hours or Custom Shifts?.

The board#

Open Timesheets in the sidebar and select Who's in under it.

People are grouped into sections. An empty section is hidden.

• Not clocked in: their shift is due and they have not clocked in. The row shows when they were due and how long ago.
• On the clock: working, with the time since they clocked in. A late arrival shows how late. A clock-in that a manager still has to approve says waiting for approval: see Clock-ins that wait for a manager's approval.
• On break: on a break, with its length so far.
• Later today: a shift later today, not due yet.
• Done for today: clocked out, with nothing more owed today.
• On leave: approved leave or time off in lieu. These people are never shown as missing. Someone who clocks in anyway shows as working.
• Not scheduled today: no shift today.

Select a row to open its details: the scheduled hours, the time on the clock, the break so far and how the person clocked in. Use Search employees to find someone. If you came from the Dashboard and see one section only, Show everyone brings back the rest.

Clock someone in or out for them#

1. 1

   Find the person

   On their row, select Clock in or Clock out.

2. 2

   Set the time and the location

   Time starts at now. Change it to when the shift really started or ended. A start cannot be in the future or more than 24 hours back; for an older shift use Add Entry on Timesheets. A clock-out must be after the clock-in. If the person works at several of your locations, pick the right Location.

   

3. 3

   Confirm

   Select Clock in or Clock out in the dialog. An employee is told that a manager clocked them in or out.

A start is refused when the person already has an open shift, has a clock-in waiting for approval, or has an entry that covers that time or starts within the next 36 hours.

Who may do it#

• Admins, always.
• Managers at a location they are assigned to, and never for themselves. Clocking someone in needs Allow managers to manually add timesheet entries. Clocking someone out is an edit and needs Allow managers to edit timesheet entries. Both are on unless an admin turned them off, under Locations, the location, Timesheets.

What it means for review#

A shift you start here has no tag or GPS check behind it. The shift records that you started it.

• Started by an admin: it is not held for review for that reason.
• Started by a manager: it is held for review when it ends, but only where the location has Manager adds/edits require admin approval on. That switch is off unless an admin turned it on. Only an admin can then approve the shift in the review queue.
• Clocking out a shift the employee started themselves: done by an admin, it is approved at once. Done by a manager, it is approved at once too, unless that same switch is on: then it is pending for an admin.

A break that is still running is ended at the clock-out time and kept on the timesheet. Any shift can still go to review for another reason, such as running over the maximum shift length.

On the phone#

Open More and tap Who's In. The screen is titled On the clock and has the same sections, the search, and Clock In and Clock Out on each row. The Who's In card on Home counts the same way as the web card.