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ModulesTime Recording

Time Recording

Lite+

Sign employees in and out, and claim their time against the jobs and tasks they actually worked on.

When to use

Use Time Recording to:

  • Clock in and out — a shared shop-floor kiosk where each employee signs in with a PIN.
  • Claim time to jobs — either in real time (start/stop) or by allocating hours after the fact.
  • Confirm breaks — the employee ticks the breaks they actually took at sign-out.
  • Approve timesheets — supervisors review and lock the day.

Lite tier covers the shop-floor recording workflow. Payroll export and pay-run processing are higher-tier features.

Overview

Three records to understand:

  • StaffWorkDay — one record per employee per calendar date. The master timesheet for the day, with sign-in / sign-out times, break minutes, approval status, and a notes field.
  • StaffWorkDayBreak — break periods within the day (e.g. Morning Tea, Lunch). Each has a window and a Paid/Unpaid flag.
  • StaffWorkDayClaim — time claimed against a specific job task, additional task, or break.

A signed-in employee accrues minutes. Those minutes get assigned to a job task (or “additional task” like training/cleaning) via claims. Whatever isn’t claimed remains as unclaimed minutes until the employee allocates them at sign-out.

Screenshot pendingSign-in kiosk popup showing employee list with sign-in status

Key features

The sign-in kiosk

A shared screen (typically a touchscreen at the factory entrance) running the Sign In/Out action on the main window. The kiosk shows everyone on shift today with their status:

  • Green — signed in and on time.
  • Red — past expected sign-out time and not signed out.
  • Purple — currently marked Away.

Double-click your name (or use the buttons), enter your PIN, and you’re signed in. The same flow signs you out and prompts you to confirm breaks.

Sign-in / sign-out flow

Signing in

  1. Tap your name on the kiosk.
  2. Enter your PIN.
  3. Your StaffWorkDay is created (or updated) with SignInTime stamped.

Signing out

  1. Tap your name and enter your PIN.
  2. SignOutTime is stamped.
  3. Confirm breaks — a popup lists every break configured for today. Tick the ones you took. Unchecked breaks remain unpaid; checked breaks deduct from your paid minutes only if they’re flagged as paid breaks.
  4. Allocate unclaimed minutes (if any) — if you didn’t run real-time claims during the day, allocate your remaining minutes across the jobs/tasks you worked on.

Real-time vs proportion claiming

Two ways to attribute time to a job task:

Real-time mode — click Start Task on a JobPartTask. The clock runs. Click Stop Task when you’re done. Duration becomes Minutes.

Proportion mode — at sign-out, allocate the day’s unclaimed minutes across whichever jobs/tasks you worked on. Each claim has Minutes set directly; no start/end times.

You can mix both. Use real-time when you’re focused on one job; use proportion when you’ve been bouncing between several.

Inserted claims

You’re working on Job A and a foreman asks you to load a truck for 10 minutes for Job B. A supervisor can insert a historical claim for Job B without stopping your Job A claim — the 10 minutes is then subtracted from Job A’s total when you stop it. The inserted claim is flagged with IsInserted = true so it’s traceable.

Additional task types

Not all time is on a job. Additional Task Types capture non-job activity — training, cleaning, vehicle maintenance, etc. Some additional tasks RequireApproval so a supervisor signs off when they exceed a minute threshold.

Mark Away

When a signed-in employee leaves the site without signing out (sick mid-shift, off to a supplier), a supervisor can Mark Away. The employee stays in the system but their row goes purple. Requires the AllowedApproveLeave permission.

Supervisor edits

Sign-in times don’t always match reality. Supervisors with AllowedEditSignIn can:

  • Edit Sign In Time for a single employee.
  • Edit Sign In Time (multi) for a group of selected employees.

Any time the StartTime or EndTime is changed away from the raw sign-in/sign-out times, TimesManuallyEdited is set and a TimeEditReason must be supplied.

Approval

Each day’s StaffWorkDay can be approved by a supervisor. Once IsApproved = true, the day is locked from further edits (Lite). This is your day-level sign-off before any onward payroll processing.

Breaks

Each break has:

  • Name — Morning Tea, Lunch, Afternoon Tea, etc.
  • Start / End time — the window in which the break is offered.
  • Is Paid — does this break count as paid time?
  • Pay If Not Taken — pay it even if the employee skipped it (used for legally-mandated short breaks).
  • Taken — confirmed by the employee at sign-out.

The total Unpaid Break Minutes on the StaffWorkDay deducts from the day’s work minutes.

How to: sign in at the start of your shift

  1. At the kiosk, find your name (filter by department if the list is long).
  2. Tap your row and choose Sign In/Out.
  3. Enter your PIN. If it’s your first day, you’ll be prompted to set one.
  4. You’re signed in. Your name turns green.

How to: start a job task in real time

  1. Open the JobPart you’re working on (or scan its QR code if your shop is set up for it).
  2. Find the task you’re about to do.
  3. Click Start Task. The clock starts running.
  4. Work.
  5. Come back and click Stop Task when done. The minutes are saved as a Claim against that JobPartTask.

If you forget to stop and a supervisor needs to fix it later, they can stop it for you and edit the time.

How to: allocate time at sign-out (proportion mode)

  1. Tap your name at the kiosk and enter your PIN to start signing out.
  2. The break-confirmation popup appears — tick the breaks you took, untick the ones you didn’t.
  3. The allocation popup shows your Unclaimed Minutes for the day.
  4. Add a claim for each job/task you worked on — pick the JobPartTask (or AdditionalTaskType), enter the minutes.
  5. The remaining unclaimed minutes shrink as you allocate. Aim for zero.
  6. Save. Your day is now claimed and you’re signed out.

How to: log non-job time

Some activities don’t belong to a job — training, vehicle washing, monthly meetings. These are captured as Additional Tasks.

  1. From your StaffWorkDay or at sign-out, add a claim with Claim Type = AdditionalTask.
  2. Pick the Additional Task Type (set up under Settings).
  3. Enter the minutes.
  4. If the task RequiresApproval and you’ve claimed more than its threshold, the claim sits as IsApproved = false until a supervisor signs off.

How to: review a day as a supervisor

  1. Open the Staff Work Day list view.
  2. Filter to today and the people you supervise.
  3. Open each day to see breaks, claims, and total paid hours.
  4. If sign-in/out times need adjustment, edit StartTime / EndTime and supply a Time Edit Reason.
  5. When the day looks right, tick Is Approved. The day locks.

Tips & gotchas

  • A PIN belongs to the employee, not the kiosk. Anyone can sign in at any kiosk with their own PIN — they share the same employee record.
  • Unallocated minutes at sign-out are a problem. Encourage everyone to zero out their unclaimed minutes. Unallocated hours don’t appear on any job’s actuals.
  • Inserted claims are tracked. When a foreman inserts a 10-minute Job B claim into your Job A window, the system handles the maths — you don’t need to deduct anything manually.
  • Edit times responsibly. Manually editing StartTime / EndTime requires a reason. Reasons are searchable later, so be specific (“forgot to sign in, was on site by 7:30”).
  • Mark Away keeps the employee signed in — they’re still on the clock until they actually sign out (or are signed out by a supervisor). Use it for short absences, not full-day leave.
  • Once approved, the day locks. If you need to fix something after approval, untick Is Approved first (subject to permissions).
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