Clock-In Settings are used by Humanforce when processing the Auto-Authorisation of shifts. There are rules to deal with early/late starts and finishes, shift time rounding up/down and break options to be managed by Humanforce. It is important to remember that even though shifts are rounded, the actual times can always be viewed and reported on.
To access Clock In Settings in Humanforce Web, go to the Admin menu > System Config > Clock In Settings.
Shift Options
Auto-Authorisation Mode:
Exact Times- Compares Start and End of the clocked shift to the rostered shift. If the shift is within the Start Early, Start Late, Finish Early, Finish Late thresholds it will:
- Automatically authorise
- Set Auth Reason on timesheet to OK
- Adjust the timesheet to match the roster times
If either the start or end are outside of the thresholds the timesheet will:
- Need to be authorised as an exception
- Set Auth Reason to description of why it didn't auto-authorise e.g. Late Start
- Use the rounding rules defined
As an example if an employee has been rostered from 8:30am-12:30pm and using the settings in the screenshot above:
| Clock Start | Clock End | Pay Start | Pay End | Notes |
| 8:17am | 12:43pm | 8:30am | 12:30pm | Employee started early and finished late, the times are within Thresholds – Shift adjusted to roster and authorised potentially saving 40 minutes |
| 8:31am | 12:29pm | 8:30am | 12:30pm | Employee started late and finished early but within thresholds – shift adjusted to rostered times |
| 8:38am | 12:52pm | 8:45am | 12:45pm | Employee Started Late and finished Late, both were outside of the Thresholds hence the timesheet would need to be authorised. Rounding rules have applied. |
Shirt Duration- Compares the duration (length in minutes) of the clocked shift to that the roster. Duration Under, Over are then the thresholds in which a shift will authorise. For example, if Duration Under is set to 5, Duration Over is set to 120, and an employee has been rostered for 8 hours:
| Shift Length | Notes |
| 7 hours | Shift will not auto authorise |
| 7 hours 56mins | Shift will auto authorise |
| 10 hours | Shift will auto authorise |
| 12 hours | Shift will not auto authorise |
Rounding Rules:
These are settings to round the pay start/end time for unrostered shifts or shifts that are outside of the first thresholds. Examples:
| Setting | Clock time | Pay Time | Notes |
| To the Nearest 15 | 8:07am | 8:00am | To the nearest is the fairest setting for both sides. If an employee clocks in 7 minutes and 29 seconds late, the clock will go back to the previous quarter hour, if 7 minute and 31 seconds late, it will go forward to the next quarter hour. |
| Up to Next 15 | 8:01am | 8:15am | If up to the next is set on the start time, this provides maximum time saving for the employer. Also employees will quickly learn if they are late they will get docked. |
| Down to Last 15 | 4:14pm | 4:00pm | If Down to the next is set on the end time this provides maximum time saving for the employer. |
Auto-divide Timesheets to multiple rostered shifts
If there is more than one shift for an employee on a day (multiple roles or departments) and the employee only clocks in at the start of their shift and out at the end, Humanforce will automatically split the shift as per the roster.
Ignore shift end for compliance check
Only the employees start time is checked in the authorisation check, any length or end time would be authorised if they started within the thresholds.
Enable Shift Allocation Screen
If turned on, when the employee finishes their shift, Humanforce will ask them to allocate their time to departments they worked.
Restrict to hours worked
Ensure that during the shift allocation the employee can only enter time between when they clocked in/out and not extend the shift.
Give a warning when an employee starts early for a shift
Warns an employee clocking in overly early that they might not get paid.
Break Options
All break clocking control settings are administered here such as turning clocked breaks on and off, setting up rounding or other processing options, and setting whether breaks will automatically be assigned to a timesheet from roster or schedule (break rules in award).
Allow Breaks to be Clocked turns on the Start/End Break options for the employee. This enables Round Break Time/Length which tells the system to round any clocked break to a certain length and set it at a specific time relative to the time the break was clocked, e.g. round to nearest 5 minutes would make sure that a break always appears in Humanforce on the 5-minute mark.
Additional Break Processing is used instead of the rounding rules and allows greater control of the break length, however it removes the option to set the shift start time.
Auto Breaks is turned on if a selection has been made in the accompanying dropdown box. This will tell the system to automatically add a break if one was not clocked according to the break schedule. The break will be added based on the award interpreter, the rostered break time, or a combination of both. If the combination is selected, the rostered break time takes precedence over the break schedule.
Check breaks during Auto Authorisation will flag a timesheet that does not have a clocked break, assuming one was due. The system will still add a break if auto breaks has been selected.
Strict on Frequency tells the system to make sure that the break was taken at the rostered time and flag otherwise.
Auto Allocate Paid Break will use the break schedule to determine if a paid break was due to this employee and assign it if so, and no paid break was clocked.
Other Options
End-of-period reminder allows for a message to be displayed to an employee on the last shift of the period.
The Declaration Form is used to get a confirmation from an employee before they clock out of their shift. The text they must acknowledge is customisable and can be displayed on the Humanforce Kiosk and Mobile App. You can find out more about this form by reading our article How does the declaration form work?
Alerts
Turn on and off particular roster and timesheet alerts that are currently implemented. Also, there is the ability to set up additional alerts to aid in compliance of rosters and timesheets to business and award rules. You can find out more about these alerts by reading our articles:
Overtime Consent
Overtime consent form is a custom development that gets an employee to accept with a vein scan that they will not receive overtime.
This is configurable in BackOffice via the Setup menu > Clock In Settings. You can find out more about this form by reading our article How does the overtime consent form work?
