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How to manage and approve Punch Clock entries
How to manage and approve Punch Clock entries

Supervise shift attendance by approving, declining or making corrections to clocked entries. Act on employee comments from the Punch Clock.

Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🎯 For Admins and Schedule Managers.
Before you can approve Punch Clock entries, you must first set up Punch Clock via app or web.

The Punch Clock feature helps you stay in control of work attendance. You can use it to compare scheduled shifts to worked shifts and map out what to improve in your schedule.

With Punch Clock enabled you can approve timesheets for payroll directly in Planday.
Punch Clock is available on the web platform, the stand-alone Kiosk app, and the Planday app.

How to approve Punch Clock entries in Planday

You can approve Punch Clock entries using the Pending actions widget on the front page or by going to Schedule > Punch Clock.

The Punch Clock page allows you to review and approve entries (shifts) per week or day, see approved shifts, and get a daily or weekly overview of approved vs unapproved stats.

On the Approve per week (or per day) page, you will find all the clocked entries or shifts needing approval by a Schedule manager or Admin.

  1. Shift time - This is the originally scheduled shift time.

  2. Punch time - This is the actual punch-in and punch-out time.

  3. Start & End: These are times to be approved for payroll. This will differ from the punch-in/out times if you use rounding rules.

    • If there is no punch-out time, in case an employee forgets to punch out, this will be indicated by a red flag. You can manually enter a time in the End box and approve the Punch Clock entry. Adding an End time for a Punch Clock entry will also end the shift the employee forgot to punch out of. This is particularly useful if the Punch Clock is set up to use geofencing and the employee is no longer at the right location (which prevents them from using Punch Clock).

      If there is no punch in or out time, there will be no Punch Clock entry. In this case it is not possible to manually create an entry, but instead, you should adjust and approve the shift from the Schedule.

    • Lastly, If these fields cannot be edited, it is because deviation rules are in place and you must decide if you want to use them to account for overtime or undertime.

  4. Length - This indicates the total length of the shift. A single shift cannot be longer than 24 hours; if this happens, you must split the shift before approving.

  5. Break - This box is selected by default if you use automatic breaks. You should untick this box if an employee did not take a break.

  6. Comment - You can see any remarks about the shift from the employee, upon punching in or out. Encourage your employees to leave a comment if they deviate from the scheduled shift.

  7. Selection box - With the selection boxes you can pick which entries should be approved. Press the box on the top to bulk-select all entries for approval.

  8. Alternatively, you can select individual entries for approval by checking the box in front of individual punch times.

  9. Once you have made the necessary corrections, press Approve selected to finalise the selected entries. Similarly, when an entry needs to be removed, select it from the list and press Delete selected.

Once these shifts are approved, they are ready for payroll. Approved shifts and Punch Clock entries can be found under the Approved tab, Overview per day or Overview per week.

Please note that if you use an ePOS integration, such as Tevalis, the Punch Clock data will only appear in Planday once the user has clocked both in and out for their shift.

How to approve Punch Clock entries using the Planday app

As a Schedule Manager or Admin, you can supervise the clocked shifts from the Planday app. Besides being able to punch in or out yourself from a scheduled shift, you can supervise and approve your employees' Punch Clock entries.

Please note that approving Punch Clock entries on the Planday app is available for all Planday organisations except those using Deviation rules.

As you open the Planday app, whenever a new entry needs your attention, it will immediately appear in your Requests widget, under Punch Clock entries and also under More > Requests > Punch Clock entries.

Planday EN Screenshots for HC.001.png

Tap on the Punch Clock entries to view the entries pending your approval. You will have a quick rundown of each entry and the option to Approve on the spot. You'll get a confirmation and the entry will disappear from the list.

Planday EN Screenshots for HC.002.png

The list will contain Punch Clock entries for completed and ongoing Shifts, so you can add an end time and approve an employee's shift if they didn't punch out themselves.

Unlike on the web, the mobile app does not support adding payroll supplements manually or splitting shifts longer than 24 hours for Punch Clock entries. For either of those, please use the web component of Punch Clock.

Also, please note that the list of pending entries will only show entries from the last seven days. Log in to Planday on the web to see all the previous entries.

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