Contents of this article is applicable to the following users
Tier: GROWTH, SCALE
Platform: Web
Access Level: Owner
Having staff clock in/out on the dot for every single shift can be challenging. All the extra minutes, regardless of early or late clock in, can add up to substantial costs to your organization.
With Timeclock Sidekick all adjustments of each staff’s hours will be done automatically, saving you time from having to manually adjust every time.
This guide will cover the following:
Set Up Timeclock Sidekick
In Web app, go to Settings > Click on Timeclock Sidekick.
With the aid of Timeclock Sidekick, you will be able to optimize your labour cost by tracking only your staff's actual working hours and reduce all unnecessary overtime costs.
The timeclock sidekick is separated into 3 parts, which are Clock In, Clock Out, and Break Rounding
Display Rounded Timestamp on Timesheet
By enabling the "Display Rounded Timestamp" feature, you can view rounded Time In and Time Out timestamps in the Timesheet, as a result of the clock-in/out allowance and the minutes rounding settings. This option provides a more simplified and generalized view of the timestamps, which can be particularly useful for managing and reviewing employee attendance records to tally with its calculated work hour duration.
Disable it if you want to display the actual Time In/Out records instead.
Note: If you don't want the Time In and Time Out in Timesheet to show rounded time, you can turn off the toggle.
Clock In Timeclock Sidekick
Set the Early Clock In Allowance and Late Clock In Allowance
2. Toggle on/off for the features
a. Early Clock In Allowance & Late Clock In Allowance
Timeclock allowance is a grace period for CICOs before being marked as early/late
b. Round up to Scheduled Shift Start Time
If a staff clocks in between 08:45-08:59, the total hours worked will be only calculated from 09:00 onwards.
c. Early Clock in Prevention
Staff can only clock in within the Early Clock In Allowance. Your staff will only be able to start clocking in from 0845 onwards.
Note: Disabled if Early Clock In allowance is set as No Rounding
d. Round down to Scheduled Shift Start Time
If a staff clocks in between 09:01-09:15, the total hours worked will be only calculated from 09:00 onwards
Note: Disabled if Late Clock In allowance is set as No Rounding
e. Clock In Minute Rounding (New)
Round Clock In record to a customizable interval in minutes.
There are 3 forms of Minute Rounding
Nearest to X-minutes
Example: Rounding to the nearest 15
09:05 > 09:00
09:08 > 09:15
09:23 > 09:30
Rounding Down to X-minutes
Example: Rounding down to 10
09:09 > 09:00
09:18 > 09:10
09:29 > 09:20
Rounding Up to X-minutes
Example: Rounding up to 10
08:51 > 09:00
09:01 > 09:10
09:22 > 09:30
You may use the Clock In Minute Rounding alongside the Early/Late Clock In Allowance. Example:
Setup:
Late Clock In Allowance = 10 minutes
Clock In Minute Rounding = Round Nearest 15 minutes
Scheduled In = 09:00
Result:
Clock in at 09:09 > Rounded to 09:00. Rounded to scheduled start because it's within the allowance.
Clock in at 09:19 > Rounded to 09:15 (Status = Late). Rounded to the nearest 15, because it's beyond the allowance.
Note: This feature is enabled for selected accounts only. Reach us to enable this.
Clock Out Timeclock Sidekick
Set the Early Clock Out and Late Clock Out Allowance
2. Toggle on/off the features
a. Round Up to Scheduled Shift End Time
If a staff clocks out between 17:45-17:59, the total hours worked will still be calculated until the end of the shift at 18:00
Note: Disabled if Early Clock Out allowance is set as No Rounding
b. Capture Early Clock Out Frequency
Managers can record how many times an employee clocked out earlier than the scheduled time. After enabling this feature, managers will be able to view the records when exporting the Timesheet under the “Early Clock Out Frequency” column.
Note: If Employee clocked out within the Early Clock Out Allowance, it will not be captured or recorded in this column
c. Round down to Scheduled Shift Time
If a staff clocks out between 18:01-18:15, the total hours worked will only be calculated until the end of the shift at 18:00
Note: Disabled if Late Clock Out allowance is set as No Rounding
d. Auto Clock Out
Staff will automatically be clocked out after the given time allowance. The system will auto clock out for all your staff at 1830.
Note:
Disabled if Late Clock Out allowance is set as No Rounding
After clocking out, staff can still click 'worked more' to extend their clock out timing. This is usually done if they stayed back to do more work
For sections with Flexi attendance method. The auto clock out feature will be triggered 24 hour after the shift have ended. For example if the shift started at 07:00, the auto clock out will be triggered on 07:00 the next day.
Read here to find out how to change your section's attendance method.
e. Late Clock Out Prevention
Staff can only clock out within the given time frame. Your staff will not be able to clock out anytime after 1830.
This setting only works with Auto Clock Out turned on.
Note: After clocking out, staff cannot click 'worked more' to extend their clock out timing.
f. Clock Out Minute Rounding (New)
Round Clock Out record to a customizable interval in minutes.
There are three forms of Minute Rounding
Nearest to X-minutes
Example: Rounding to nearest 15
18:05 > 18:00
18:08 > 18:15
18:23 > 18:30
Rounding Down to X-minutes
Example: Rounding down to 10
18:10 > 18:10
18:18 > 18:10
18:29 > 18:20
Rounding Up to X-minutes
Example: Rounding up to 30
18:29 > 18:30
18:15 > 18:30
18:40 > 19:00
You may use the Clock Out Minute Rounding alongside the Early/Late Clock Out Allowance. Example:
Setup:
Early Clock Out Allowance = 10 minutes
Clock Out Minute Rounding = Round Nearest 10 minutes
Scheduled Out = 18:00
Result:
Clock out at 17:51 > Rounded to 18:00. Rounded to scheduled start because it's within the allowance.
Clock out at 17:41 > Rounded to 17:40 (Status = Early Clock Out). Rounded to the nearest 10 minutes because it's beyond the allowance.
Note: This feature is enabled for selected accounts only. Reach us to enable this.
Break Rounding
Staff will automatically have their break hours rounded to scheduled break hours.
The total break duration will always round to 60 mins, regardless of the actual break time clocked (E.g. 24 mins or 75 mins = rounded to 60 mins).
Situation | Without Rounding | Round to Scheduled | Round to X-minutes |
Take less break Scheduled: 60min Actual: 45min Override: None | Round to scheduled Final Break on Timesheets: 60min | Round to scheduled Final Break on Timesheets: 60min | Round to scheduled Final Break on Timesheets: 60min |
Take more break Scheduled: 60min Actual: 75min Override: None | No rounding Final Break on Timesheets: 75min | Round to scheduled Final Break on Timesheets: 60min | Round to X-minutes* E.g. Round Up to 30 Final Break on Timesheets: 90min |
Did not take break Scheduled: 60min Actual: 0 min Override: None | Round to scheduled Final Break on Timesheets: 60min
| Round to scheduled Final Break on Timesheets: 60min | Round to scheduled Final Break on Timesheets: 60min |
*) Illustration for round to X-minutes:
Round break duration to the nearest X-minutes.
Round break duration up to the X-minutes.
Round break duration down to the X-minutes.
Timesheet Summary
You can now view the number of hours your team has saved under the Timesheet tab.
Hover over the icon to see an overview of the manpower costs saved over the past 7 days and also view a performance comparison
Note: You will only be able to see this when viewing for a period of more than 7 days
Learn more about the full cost saving report here
Timesheet Details
Furthermore, please note that Time In and Time Out entries will now display rounded timestamps instead of the actual times. For instance, if you clock in at 09:55 and clock out at 16:03, the display will show Time In as 10:00 and Time Out as 16:00.
Dive deeper by clicking a timesheet record and selecting the rounding breakdown table. Here, you'll find a comprehensive breakdown of the rounding applied.
For transparency, track changes and rounding adjustments in the timecard history. This provides insights into how your timesheet entries are rounded.
Additionally, you could export the actual timestamp by ticking this checkbox while exporting your Timesheet Individual file.
FAQ
How does updating Timeclock Sidekick impact previous clocked records?
Auto Clock Out Enablement/Disablement
No, old clocked records will not be affected. These changes will only apply to future shifts and current shifts that have not been clocked out yet.
Disabling auto Clock Out while Staff has not clocked out his current shift will cause his shift to not Clock Out automatically.
Timesheet Rounding Modifications
If timesheets were not locked:
All historical timesheet entries will experience be recalculated and affected.If the timesheets were locked:
Recalculation will impact entries from the timesheet locked date onward, while the previous records remain unaffected.
Can Clock In/Out Minute Rounding and Early/Late Allowance be used together?
Absolutely! These features complement each other seamlessly. You can leverage Clock In/Clock Out Minute Rounding alongside the Early/Late Allowance.
What happens if my clock in/out occurs within the Early/Late Allowance period?
When your clock-in or clock-out action falls within the specified allowance period, the resulting time entry will be rounded to the scheduled time.
And if my clock in/clock out takes place outside the allowance period?
Should your clock-in or clock-out activity extend beyond the allowance window, the minute-rounding logic comes into play. In such cases, the calculated result adheres to the minute rounding setup.
Example:
Setup:
Late Clock In Allowance = 10 minutes
Clock In Minute Rounding = Round Nearest 15 minutes
Scheduled In = 09:00
Result:
Clock in at 09:09 > Rounded to 09:00. Rounded to scheduled start because it's within the allowance.
Clock in at 09:19 > Rounded to 09:15 (Status = Late). Rounded to the nearest 15, because it's beyond the allowance.