🎯 This article is for beginner admins. Here's a quick guide on setting up Punch Clock if you haven’t configured it already.

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. Punch clock focuses on-time registration and is directly tied to payroll, allowing you to make sure that the right employee is at the right location, at the right time.

💡 With Punch Clock, you can approve timesheets for payroll directly in Planday.
Punch Clock is available on the web platform, the stand-alone Kiosk app, and through the mobile app. Here's a quick guide on setting up Punch Clock if you have not done it already.

You can approve Punch Clock entries on the web and also from the app using the guide below.

Approve Punch Clock entries from the Planday web portal

You can supervise Punch Clock entries by 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 per day, see approved shifts, and get a daily or weekly overview of approved vs not approved 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 are using 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 then manually enter a time in the End box and then 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 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 shift. A single shift cannot be longer than 24 hours; if this happens, you would need to use Split shift before approving.

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

  6. Comment - Here you can see any remarks about 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 are using 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.

Approve Punch Clock entries using the Planday app

As a Schedule Manager or Admin, you can supervise some of the Punch Clock features through the Planday mobile 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 portals, except those using Deviation rules.

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

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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.

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The list will contain Punch clock entries for both 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 7 days. You can find all the previous entries on your portal, through the web client, as well.

Here's a quick video on approving Punch Clock entries using the Planday app:

Still have questions? Reach our support team via chat if you need help with this feature.

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