Clock On and Off with Jobman: Logging Time and Attendance
Clocking on and off is a function you can use with the Jobman Kiosk.
In addition to logging time against specific tasks, you can clock in at the start of the day, and clock off at the end, keeping a record of your overall attendance.
In this article:
How to Manually Record Unpaid Breaks
(Administrators Only) How to Set Up Your Staff Hours and Break Times
How to Clock On and Clock Off
In order to record time in attendance, you will need to ensure your manager has added the "Clock on/Clock off" permission to your staff role
- Log into the Kiosk.
Press Clock On:
You should now see that the Clock On button has changed to Clock Off:
- When you are finished recording time for the day, press Clock Off (above).
Select Clock Off (below):
You should now see the Clock Off button has changed back to Clock On.
You can clock on and off multiple times in one day. However, this is not recommended.
How to Manually Record Unpaid Breaks
IMPORTANT:
If your organisation has standard unpaid break times, e.g. lunch from 12:30-1pm, this will already be set in your Jobman software by your manager. You do not need to clock off during this time.
However, if you need to take an unpaid break outside your scheduled time (e.g. you want to have lunch at 1:15-1:45pm), follow the steps below.
Paid breaks (e.g. morning tea and afternoon tea) do not need to be recorded.
Press Clock Off:
Select Start Break:
Select your break from the drop-down, then press Start Break again:
IMPORTANT:
You cannot manually record the same unpaid break more than once per day, even if you clock off and on again.
Example: The normal lunchtime set by your manager is 12:30, and you manually record a lunch break at 1:15. Jobman will automatically record you as clocked on during the normal lunchtime. However, if you have the option to record a lunch break and an evening meal (if you are working late), you can record both of these in one day.
- You cannot record a break retroactively. If you press Start Break, your break time will start immediately. You cannot get to the end of the day and then record that you took a break at a specific time some hours earlier.
(Administrators Only) How to Set Up Your Staff Hours and Break Times
To define the hours that your staff can clock on and off, follow these steps:
Go to Settings > Staff > Pay Rates:
Click Awards:
Either create a new award or update an existing award:
Under Schedule, you can click into any row (e.g. Monday, Tuesday, etc.) to set the Start Shift and End Shift times for that day.
You can also click Add Break to create an additional column for all your rows, where you can enter the unpaid break start time and duration for that day.
Note: DO NOT add paid breaks, e.g. morning tea / afternoon tea.
To create a break column, click Add Break, enter a name, then click Add Break again:
To enter times for a given day, click into the row you want, then enter your Start Shift time, End Shift time, break start and break duration, then Save Changes:
Leave days blank if your staff are not required to work any hours on those days, e.g. weekends and public holidays.
Note: Once you have created a break using the Add Break button in Awards, you can then find it listed in Settings > Staff > Pay Rates > Breaks, where you can click into it at any time to rename or delete it:
Once you create a break, it will automatically be added as a column to all of your awards. However, you can enable or disable the column for any award, and you can customise your start and duration times for each day in each award.
If you delete a break, it will be removed from all awards, and cannot be scheduled or manually recorded. However, any historic attendances will still reflect the recorded breaks.
Key Information
Setting your Start Shift and End Shift times does not prevent your staff from clocking on and off outside those times; however, the extra time will not be recorded in their attendance or timesheets for that day.
Example: Your company's start time is 8am and your end time is 4pm. If an employee clocks on at 7:50am and clocks off at 4:15pm, the extra 25 minutes will not be recorded in their timesheet or in any attendance reporting.
Staff are able to log time against tasks outside of your normal Start Shift and End Shift times.
Example: Your company's start time is 8am. Fred clocks on at 7:45am, and starts the task "Assemble" at 7:50am. Jobman will record in Fred's timesheet and attendance for that day that he started at 7:50am.
- When you clock off or start a break, Jobman will automatically stop any tasks you are logging time against.
- When you are clocked on but not recording time against any tasks, this is called non-productive time.
- When you are logging time against a task, this is called productive time.
- The amount of non-productive time you can log is restricted by your Start Shift, End Shift and Break times.
- Your attendance is measured by your total productive + non-productive time.
- Non-productive time will not be visible instantly in your timesheet or attendance. These will refresh every 5-10 minutes.
If you forget to clock off, Jobman will automatically clock you off approximately 3 hours after your End Shift time - however, it will record that you clocked off at the correct End Shift time.
Example: Joe's company finishes work at 4pm. Joe forgets to clock off, and goes home. Joe has until 7pm to realise he forgot to clock off, and do so manually. If he doesn't, then at 7pm, Jobman will clock him off and record that he did so at 4pm.
- If you do not have a scheduled Start Shift / End Shift time on specific days (e.g. weekends and public holidays), you will not be able to clock on during those days.
Jobman will finalise your timesheet entries at the end of each day after you have clocked off. This includes removing any timesheet entries that overlap with scheduled or manually recorded breaks.
Example: Sally's scheduled lunch break is 12:30pm. At 12:30, Sally goes to lunch, but forgets to log off the task she is working on, meaning that she is still recording time until 1pm when she returns and starts a new task. At the end of the day, Jobman will remove the half-hour of time from Sally's timesheet between 12:30-1pm and replace it with an unpaid break.
You can enable columns in a staff member's attendance tab to show the breakdown of productive, non-productive, and leave time for that staff member:
- Staff members who are clocked on will show as active on activity screens.
You can enable columns in your activity screens to show what time staff have clocked on and off:
If you add leave to a staff member's timesheet, scheduled breaks will not be subtracted from this time.
Example: Your staff are paid for 7.6 hours per day, but they work from 8am-4pm with a scheduled lunch break from 12:30-1:00pm. Max needs to take a day of leave, so you would enter 7.6 hours of leave into Max's timesheet, and Jobman will not subtract a lunch break from this.
