Time cards allows you and your team to easily track clock in and clock out times and create monthly employee reports that show not only when employees come to the office and leave, but also the breaks they take during the day and the extra hours they work.
How to enable Time Cards
Install the add-on in your Manage > Apps section. Please note that you need to be set up as an account administrator to activate this feature. You can enable and disable Time cards at any time as required.
Time Cards Settings
Time cards have the ability to auto-detect breaks. To enable the ability make sure to select the number of minutes that you'll consider a break: if the gap between a time entry and the next one is bigger than the selected minutes time cards will automatically detect a break.
You can choose a threshold of 5, 10, 15, 30 or 60 minutes.
💡 Tip: To make the most of your Time cards report make sure you have completed the work schedules first.
Once enabled you'll find Time cards report in the Reports section.
Automatically created Time cards
First, we try to generate an employee's time card automatically by analysing their time entries for a given month and their work schedule's in-and-out hours.
Daily Clock in and Clock out times
Daily clock in and clock out times show you when an employee came to work and at what time they leave.
Clock in: The start date of the first time entry of the day.
Clock out: The end date of the last time entry of the day.
We also analyze all user's time entries during the day to automatically detect breaks. If the gap between a time entry and the next one is bigger than n minutes we create a new time card entry of type "Break hours".
n is 15 minutes by default, but you can change this parameter in your Time cards settings and choose a threshold of 5, 10, 15, 30 or 60 minutes.
So, for instance, if you worked from 09:00am to 10:00am on a particular task and then you worked from 10:30am to 12:00pm on something else, we'll automatically create a 30-minute break from 10:00am to 10:30am.
Similarly to how we automatically detect breaks, we can also identify extra hours. An extra hour represents a time entry that's outside the regular work hours of the user as specified in their work schedule.
For example, if the user's working hours are from 09:00am to 05:00pm and they log time from 07:00pm to 08:00pm we automatically create a time card entry of type "Extra hours". But only in case the user has worked at least the number of hours specified in their work schedule. So, if the user is supposed to work 8 hours per day, but they only tracked 6 hours during their regular working hours and then tracks one hour after 05:00pm, then this hour is not considered an extra hour.
Edit time cards manually
If the autogenerated time card doesn't reflect the hours really worked by the user, you can always change the data manually.
Set clock in and clock out times
Sometimes, employees might start working on a task a while after they actually came to the office. In this case, you can easily set the real click in and clock out times manually.
Add Breaks, Extra Hours and Time Off
Also, you can manually add or update time card entries for breaks, extra hours and paid time off hours anytime as required. When you edit time card entries, the regular hours, extra hours, break hours and time off hours are re-calculated automatically.
Submit a Time card
Time cards are intended to be automatically populated and if a manual entry is needed the data must be saved by clicking on the "Submit" button. The "Updated by" column will change from the TrackingTime bot to the User´s name who made the last edition.
Export you team's Time cards
With the new Time cards you can download the monthly records in PDF, CSV and Excel. Just click on "Export" and choose the format that you prefer.