By customising Rounding settings for Punch Clock, you can set up rules for how Planday will suggest hours to include with payroll. Rounding rules can be based on both scheduled hours and the hours employees clock in using the Punch Clock. For example, if an employee has a shift from 9 AM - 5 PM, and they punch in at 8:56 AM, using the rounding rules, the Punch Clock will suggest the shift to be approved from 9 AM and flag it for review.

Creating Rounding settings will help you to save time when approving timesheets, keep the reporting simple and can potentially save money. You can set it up according to the practice you have for approving time sheets in your business.

💡 Please Note: Rounding settings only work with Planday's Punch Clock. For more information, please see the article on setting up Punch Clock.


The basics of Rounding settings

Rounding settings make approval of time sheets faster and more accurate. It is especially useful for cases where the scheduled hours aren't necessarily what will be approved for payroll.

For example, if employees are required to clock in or out within 10 minutes of their shift, the Rounding settings can be set up to reflect that. You can also combine multiple Rounding settings to create a more robust set of suggestions. You can access rounding settings via Settings > Punch Clock > Advanced > Rounding settings.

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There are two different rounding rules that you can set:

  • Common rules - Set common rules for how Punch Clock entries change when employees punch in or out earlier or later than their Shift times.

  • Custom rules - Custom rules replace common rules and allow you to set advance rule settings, allowing you to limit them by Departments, Employee groups, or Employee types.


Set up Common rules

Common rounding rules define how punch times are rounded if employees punch in or out earlier or later than their scheduled time.

Below are some settings you can set as Common rounding rules:

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For both the Start and End times, you can choose from the following rounding methods.

  • No rounding, show punch time - By default, Planday will show the employees' punched times both for the start and end time and pay them by the minute.

  • No rounding, show shift time - If your employees usually get paid based on their scheduled hours, you can change the settings to No rounding, show shift time.

  • Round down - This option would round down to the nearest 5, 10, 15, 20, 30 or 60 minutes of the punch time. This option is useful if you are always trimming down the punch time to the nearest round value.

  • Round up - This option would round up to the nearest 5, 10, 15, 20, 30 or 60 minutes of the punch time. This option is useful if you are always trimming up the punch time to the nearest round value.

The basic settings are for Start and End times, but to build a more robust set of rules you can create Custom rules giving you more control over the rounding behaviour and limiting the application to specific employees.

⚠️ Please note that if you have set Custom rounding rules, they will take priority over the Common rules.


Set up Custom rules

If you create Custom rounding rules, these rules will override your Common rounding rules. The Custom rules can be combined with filtering on other variables, such as Departments and Employee groups, as well as being set to apply for a set number of minutes starting from scheduled times.

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Press Create, and after you give the rule a name.

Type - You can then choose between the following rule types:

  • Punched in: Clock-ins, with no regard to scheduled times

  • Punched out: Clock-outs, with no regard to scheduled times

  • Punched in early: Clock-ins, registered before scheduled start time

  • Punched in late: Clock-ins, registered after the scheduled start time

  • Punched out early: Clock-outs, registered before the scheduled end time

  • Punched out late: Clock-outs, registered after the scheduled end time

Rounding method - Choose what you want to happen to the times affected by the rule.

  • No rounding: Shows the time the employee clocked in or out

  • Round down: Rounds down to the nearest 5, 10, 15, 30, or 60 minutes

  • Round up: Rounds up to the nearest 5, 10, 15, 30, or 60 minutes

  • Round to nearest: Rounds up or down to the nearest 5, 10, 15, 30, or 60 minutes

  • No rounding, show shift time: Shows the originally scheduled time

  • No rounding, show punch time: Shows the actual time the employee clocked out

If you have chosen one of the options such as rounding up, down, or to the nearest, you can set the number of minutes before moving on to Targets and types.

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Targets and types - Depending on the setup of your Planday account, you can choose between the following to limit the application of the custom rounding rule:

  • Departments - Apply the rule to specific Departments only.

  • Employee groups - Apply the rule only to specific Employee groups

  • Employee types - Apply the rule only to specific Employee types

Press Save when done.

⚠️ Employee types will only show as an option if you have created them under Settings > People > General.

Encourage employees to leave comments when clocking in and out

When employees clock in and out they have the option to leave a comment. This comment is visible to the Schedule managers on the shift and during Punch Clock approval. We recommend managers encourage their employees to leave comments when arriving early or late, as well as when clocking out before or after the shift ends.


The combination of Rounding settings and comments makes it faster to approve hours for payroll. In addition, managers can save themselves from following up on employees when they deviate from their scheduled hours by stating the reason.

What do the different flags mean?

After adding some rounding rules, when you go to approve the clocked-in hours under Schedule > Punch Clock you can see two different flags:

🟨 A yellow flag indicates that there is a difference between the time of the shift schedule and the stamp time. Note that the stamp time here reflects your set custom rules.

🟥 A red flag indicates that the employee has not stamped out.

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In the screenshot above there are four Punch Clock entries:

  • Planday User One: The start time is affected by a general rounding rule, which states that when an employee punches in before the start of the shift, the shift's scheduled time must be used. Thus no flag. They punch out later than the scheduled time hence a yellow flag on the End time.

  • Planday User Two: Punches in before the time of the shift schedule and here the same rule applies as for User One, and therefore there is no flag. At the End time, there is a red flag indicating that a punch out is missing.

  • Planday User Three: Punched in and out too late, and as there are no rounding rules that apply here, the punch times are suggested as the Start and End times. Both the start and end times are marked with a yellow flag, as the times deviate from the scheduled hours in the shift.

  • Planday User Four: The employee's shift schedule time and punch time are identical, so here there are no flags for either start or end time.

The times in the Start and End fields can be edited here before approving hours for payroll.


🧩 Example of a common rounding setup

Here, we'll show you an example of a setup that is popular with many Planday customers. The basic idea is that when employees clock in or out within a few minutes of their scheduled time, Planday will suggest the scheduled shift time for approval. When the difference between the scheduled time and clocked time exceeds a set number of minutes, Planday will suggest the punched-in time for approval instead. The manager can always edit what times to include for payroll depending on comments or company policy.

Scenario

  • When employees clock in or out within 5 minutes before or after the scheduled time, Planday will suggest the scheduled shift’s time instead of their clocked time.

  • When employees clock in or out outside of 5 minutes before or after their scheduled shift, Planday will suggest the clocked time instead. Start and End times will be flagged for review.

Setup

Go to Settings > Punch Clock > Advanced. Check that under Common rules the dropdowns for Start and End are set to No rounding, show punch time.

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These are the fallback settings for cases outside the rules you are going to set up under Custom rules.

Next, press the Create button under Custom rules.

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The first rule is for when the employees clock in before their shift starts:

  • Give the rule a name

  • Select Punched in early

  • Set the Rounding method to No rounding, show shift time

  • Max deviation duration decides for how many minutes before a shift’s start the Punch Clock entry will be rounded up to the scheduled start time. In this case, 5 minutes.

  • Scroll down to make changes to Targets and types if needed.

  • Press Save

The next rule is for when the employees clock in late after their shift starts:

  • Press Create and give the rule a name

  • Select Punched in late

  • Set the Rounding method to No rounding, show shift time

  • Max deviation duration decides for how many minutes after a shift's start time the Punch Clock entry will be rounded down to the scheduled start time. In this case, 5 minutes.

  • Scroll down to make changes to Targets and types if needed

  • Click Save

The third rule is for when employees clock out early before their shift ends:

  • Click Create and give the rule a name

  • Select Punched out early

  • Set the Rounding method to No rounding, show shift time

  • Max deviation duration decides for how many minutes before a shift ends the Punch Clock entry will be rounded up to the scheduled end time. In this case, 5 minutes.

  • Scroll down to make changes to Targets and types if needed

  • Click Save

Lastly, a rule for when employees clock out after their shift ends:

  • Click Create and give the rule a name

  • Select Punched out late

  • Set the Rounding method to No rounding, show shift time

  • Max deviation duration decides for how many minutes after a shift ends the Punch Clock entry will be rounded down to the scheduled end time. In this case, 5 minutes.

  • Scroll down to make changes to Targets and types if needed

  • Click Save


💡 Changing the number of minutes a rule is applied is an effective way to make further adjustments. If employees are usually paid from the start time of their shift, then it makes sense to increase the number of minutes under Max deviation duration for when employees clock in early.


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

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