Time Templates

A time template is what defines a user’s work hour duration and the break duration. A user may be assigned to multiple time templates but there can only be one time template that is active. 

Note:
Time templates are site specific and you can have as many time templates as you wish under each site.
You must have time templates if you wish to schedule users for different days. 

You can use time templates to unlock some powerful features within ClockIt. By telling ClockIt the expected IN time and OUT time for each day, you can enable the following reports. 

  1. Late/Early reports. 
  2. Advanced time performance metrics like TPI (Time Performance Index) and PE (Process Error)
  3. Work hours required calculations for employees. 
  4. Employee schedules and shifts. 
  5. Enable night shift for your employees. 
  6. Advanced notifications.

To manage time templates, go to Company > Time Templates. 

If you are unable to see this feature please check your permissions. 

Select a site to view the time templates under the site. 

Create Time Template

To create a new time template, click on New Time Template.

Weekly Summary

The weekly summary will show you the stats for the week like the total work hours, break hours and total work duration.

You can also see the employees that are assigned to this time template by clicking on the employee count.

Template Name
Name your template for future reference. 

Week Start
The week start helps ClockIt determine important filters like last week, this week etc. The week start will also set all calendars with this start day that you specify. 

Hide Work Duration Required
If you need to hide the work duration required from the employee profile, enable this option. The work duration required will be seen by your employees in the Profile page. 

Show Overtime Hours
ClockIt can show the user his/her overtime hours on the profile page. the overtime is calculated as Total Work Hours - Total Hours Required. If the work hours is more than the required hours then the over time will be displayed. 


Night Shift
If you happen to have employees that work past 12:00AM midnight then you can turn ON night shift and set your shift parameters. 

Shift Parameters

The shift parameters defines a day. 

For example a regular day starts at 12:00AM and ends at 11:59PM. For this day ClockIt will look for punches and group them together. This window must be a 24 hour window. For most customers this default should work best.

If you have a night shift where users need to start at 10:00PM and end at 6:00AM then you will need to tell ClockIt to look for punches in a 24 hour window. So setting the shift start to 7:00 PM and shift end to 6:59 PM (next day) is ideal. This would also mean that your IN time would be set to 10:00PM and OUT time should be set to 6:00AM. ClockIt can now also identify the early minutes and late minutes. This in turn can help in calculation of overtime within the shift window. 

It is also important to note that for night shifts that have a 00:00 crossing, the work duration will be added to the day that the shift started on.

Daily Timing Setting

Each day of the week has similar settings. You can apply to all once you have completed your settings for Monday. 

Holiday
Check this box if this day of the week is your weekly off.

Consider only first and last punch for the day
ClockIt is designed to calculate work duration and break duration with multiple punches a day. 

If this checkbox is ticked then ClockIt will only consider the first and last punch for the day. ClockIt will automatically deduct the break duration from the total hours between the IN and the OUT.
For Example: If I punch at 9:00 AM, 1:00 PM, 1:15 PM and 9:00 PM. ClockIt will account for 11 Hours of work if my break is set to 60 minutes and my total work duration will be 12 hours. My break will be automatically calculated as 60 minutes.

If this checkbox is not ticked. The ClockIt will take all punches in between and treat it as break hours.
For Example: If I punch at 9:00 AM, 1:00 PM, 1:15 PM and 9:00 PM. ClockIt will account for 11:45 Hours of work even if my break is set to 60 minutes and my total work duration will be 12 hours. My break will be automatically calculated as 15 minutes.

IN Rounding
ClockIt supports rounding of punch time. This setting can take both positive and negative values. Setting this value to 0 will disable rounding. 

For Example:
If this setting is set to 15 minutes and my IN time is set to 9:00 AM. All punches after 8:45 AM will be rounded to 9:00 AM. Having a punch at 7:00 AM will result in 2 hours overtime if they punch out on time.
If this setting is set to -15 minutes and my IN time is set to 9:00 AM. All punches before 9:15 AM will be rounded to 9:00 AM. Having a punch at 11:00 AM will result in 2 hours late calculation that the employee must make up for with a late punch out to make up the work duration required for the day. 

IN Time
This is the expected IN time as per the company policy.

Note:
If you do not have a strict time policy then you can set these values such that you get the exact work duration and the break duration in the summary. The IN time and OUT time will be used for reference only. Reports will be generated as per the actual punches.

Break
This is the break duration that the employee is allowed to take. If only first and last punch is considered for the day, this duration is automatically deducted from the total work duration for the employee. 

OUT Time
This is the expected OUT time as per the company policy.

Note:
If you do not have a strict time policy then you can set these values such that you get the exact work duration and the break duration in the summary. The IN time and OUT time will be used for reference only. Reports will be generated as per the actual punches.


OUT Rounding
ClockIt supports OUT rounding of punch time. This setting can take both positive and negative values. Setting this value to 0 will disable rounding. 

For Example: If this setting is set to 15 minutes and my OUT time is set to 6:00 PM. All punches before 6:15 PM will be rounded to 6:00 PM. Having a punch at 7:00 PM will result in 1 hour overtime. If this setting is set to -15 minutes and my OUT time is set to 6:00 PM. All punches after 5:45 PM will be rounded to 6:00 PM. Having a punch at 5:00 PM will result in 1 hour early going calculation that the employee must make up for.

Edit Time Template

At any time you can edit the time template by clicking on the edit icon against the template. Any changes made to the time template will affect all employees data that are assigned the time template. If you wish to retain the previous calculations, you can create a new time template and assign the newly created time template for the date range that you wish. 

Delete Time Template

To delete a time template, ensure that all users are unassociated from the template and delete the template. To view all employees that belong to the time template click on the employee count.

Permissions

Company Management > Manage Templates

This permission will enable this view for users. 

Company Management > Allow this user to delete time templates

This permission will allow this user to delete a time template.

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