Set up employee clocking
Choose how employees will clock in, set only the rules the first shift needs, and test the complete clock-in and clock-out path before rollout.
Guided tour 2:07
Choose and test a clocking method
Learn how Clockspot records employee time, choose a clocking method, and test a complete shift.
Transcript
- 0:00Set up employee clocking
- Clockspot gives employees a clear way to record when they start and finish work. Their recorded hours are collected in one place, where managers can review and correct them before preparing approved time for payroll. In this video, we’ll choose a clocking method, review the settings that affect each entry, and test a complete shift before the first day. We’ll begin on the Settings page.
- 0:24Match clocking to the way people work
- Every workplace operates differently, so Clockspot gives you three ways for employees to record time. The first is the Time Clock page. Employees who sign in on their own phone or computer can open it from the menu on the left, then select Clock In or Clock Out. A kiosk turns one shared tablet or computer into a time clock for several employees. Phone Clocking lets employees call a number and enter a PIN when the web app is inconvenient. You can use one method or combine them for different groups of employees.
- 0:54Require only what the first shift needs
- From Settings, choose Time Entry Rules. This page controls what Clockspot asks employees to include when they record their time. Require job selection if employees need to say what kind of work they are doing. Require shift notes if employees using the Time Clock page should leave a note when they clock out. Rounding changes the recorded clock time to the interval you choose. Leave a rule off unless your business needs it. Here, we’ll require a job and save the change.
- 1:23Catch setup problems before the first shift
- Now choose Time Clock from the menu on the left. This opens the same page employees will use. Because we required a job, choose one first, then select Clock In. Clockspot confirms the start time was recorded. Select Done, then Clock Out to finish the test. After the confirmation, open Time Entries. This is where managers review recorded shifts. The completed test entry should appear here with its times and selected job.
- 1:50Roll out one proven path
- If this entry looks right, your first clocking method is ready to use. Add a kiosk or Phone Clocking only for employees who need those options. If you want to limit where employees clock in, the next guide shows how to do that safely.
You do not have to choose one clocking method for the whole company. Start with the method employees can use on their first shift, then add another method when a shared workplace or field workflow needs it.
Choose how employees will clock
| Method | Best fit | What to set up |
|---|---|---|
| Employee account | People have their own phone or computer and can sign in | Invite each person as an Employee. After accepting the invitation, they use Time Clock from their own account. |
| Shared kiosk | Several people begin or end work at the same tablet or computer | Create a Kiosk, open its device link, and give each Employee a kiosk PIN. |
| Phone call | People need to record time without opening the web app | Turn on Phone Clocking, set up each Employee's phone clock PIN, and share the dial-in number. |
You can use all three. For example, office employees can use their own accounts while a warehouse uses a kiosk and a field crew calls by phone.
Set the rules the first shift needs
Open Settings, then Time Entry Rules. Review these choices before employees clock in:
- Require job selection when every entry should name the work it belongs to.
- Require shift notes when employees using their own accounts should describe the shift before clocking out. Kiosks and phone clocking do not require typed shift notes.
- Round clock times only when your business intends to change recorded clock times to the selected interval.
- Restrict clock-in to scheduled shifts only when published shifts should control when clock-in is available. Set Allow early clock-in and decide whether Block clock-in without a shift should refuse unscheduled clock-ins.
You can start without any of these rules. Add a rule because the business needs it, not because Clockspot requires it.
Decide whether clock-ins must come from an expected place or device
Clocking methods and clock-in restrictions are separate decisions. An employee account can be allowed from anywhere, warned when it does not match a recognized place or device, or blocked from clocking in. Kiosks identify their own clock events, while phone clocking has a separate approved-caller setting.
Use Clock-in restrictions and location verification to choose among GPS areas, workplace internet connections, registered browsers, and the Allow, Warn and record, or Block clock-in policy.
Run a complete test
- Sign in as an Employee who will record time, or ask one invited Employee to help with the test.
- Open Time Clock. Choose a job or Work Site if the setup requires one, then press Clock In.
- Confirm that Clockspot records the clock-in instead of showing an unexpected restriction.
- Press Clock Out and complete any required shift note or checklist.
- As an Administrator or Owner, open Time entries and confirm that the entry has the expected times, job, Work Site, and verification result.
Clock-out is never blocked by the schedule or unrecognized-clock-in policies. If the test exposes a problem, correct the setup before the first shift instead of asking employees to discover it while work is starting.
What to do next
Once one complete test works, send employees the instructions for their method:
Then review the first real entries on Time entries while the details are still fresh.
Common questions
- Which clocking method should I start with?
Start with employee accounts when people can sign in from their own phone or computer. Add a kiosk for a shared workplace or phone clocking when calling is the simpler field workflow.
- Do I have to create jobs or Work Sites before anyone clocks in?
No. Add Jobs when employees need to identify what they worked on, and Work Sites when a physical place should be attributed or used for GPS verification.
- Can I stop an employee from clocking in from the wrong place?
Yes. First add and test a GPS area, workplace internet connection, or browser, then choose Block clock-in under Clock-in restrictions and location verification. Clock-out remains available.
Clockspot keeps clock-ins, corrections, approvals, and payroll-ready hours connected so owners and managers can review the workweek before payroll.
Want to simplify how your employees track time? See how Clockspot works.