Time Clock

The Time Clock / timeclock feature allows users to clock in and clock out for accurate work time recording. It allows for editing of user's time entries (Administration - User - Timeclock Edits) and the printing of time sheets.

Manager and Clerk level users may be optionally limited from where they may access the system. This is easily set in Administration -> Clock in/Out Authorization. The purpose of this IP address setting is to prevent users from clocking in or out from outside the store, which is important to combat time fraud. In addition the store may implement facial recognition for clocking in / out of the store to eliminate a fraudulent buddy system for clocking in / out (also explained in the Authorization topic) whereas a work buddy logs in as another User for the purpose of logging them in/out when in fact they are not in the store.

All Users are assigned a store login Account ID when each is added to the system, found on their Manage User Profile and is used to gain access the system.

The Clock In / Out option appears in two locations:

1) Login screen form

The User may Clock In/Out of the system from the primary Login screen form. This allows the User to Clock In / Out without actually logging into the system. This is helpful when the store wishes to use a specific terminal for users to clock in/out, especially if facial recognition is utilized by the store and a camera is installed only on the specific clock in/out station.

2) The main system menu

When a user logs into the system they are provided a menu shortcut that appears in the top left portion of the menu. It will state "Clock In" when the user is not currently Clocked In, meaning no work time is be accumulated. The menu will state "Clock Out" when the user is clocked in and accumulating work time.

However this login credential method allows for easy fraud if a User shares their login information with another User for the purpose of clocking the other User In / Out in an effort to pad hours worked.

It is the user's responsibility to insure they are properly recording their work time by Clocking In/Out appropriately. When a User Clocks In their assigned department is tagged to the hours worked for that clocked in/out session.

The user can see their work time for a range of days by selecting the Time Clock menu item and entering a date range. This on screen list will show Clock In/Out times and total hours worked for the selected date range.

Occasionally mistakes are made when a user forgets to clock in/out appropriately. A User with Operations or regular Manager security privileges may edit a user's clock in/out times or department within the Administration-> Manage Users Time menu option. Edited time entries will appear in yellow within the grid.

Time sheets are ran and given to the payroll clerk. Time sheets show all clock in/out times for each user for the selected time period. The Time Sheet settings within the Administration-> System Settings menu option control how time is calculated and printed.

Facial Recognition

To combat fraud, the system provides the opportunity for the store to utilized facial recognition for the purpose of clocking in / out, thus significantly reducing the ability to commit a fraudulent clock in / out. Facial Recognition is accomplished with a low cost easy to acquire webcam.

Attach a webcam to a single station or to all stations and turn the "Use Facial Recognition for Clock in" feature on in System Setup. Then go to the User Management form to capture the facial picture for all active store Users from the station with an installed webcam / camera.

Tip: Phones and Tablets may be used for facial recognition as well since they have a integrated camera. No special software or hardware is needed for phones or tablets. A webcam or integrated camera is the only need to utilize facial recognition.

Users can clock in / out once logged into system, as before, but the clock in/out will require them to have system to recognized their face. In addition, they can Clock In / Out without logging into the system from the Login form. Just click the Clock In/Out button.

Facial Clock In/Out also obeys the IP number authorization rule.