How to edit time clock

This document will detailwalk you through how to editfix an employee's time card in Backoffice. You can change a timeclock clock.in, clock out or job role, add a shift someone forgot to clock in for, fix breaks and clear a shift, for any day.

Permissions you need

Both are permissions on a job role.

1. Go to Backoffice --> Staff --> Job Roles and click the job role.

2. On the Details tab, open Staff in the Tasks list, then open Employees.

• 1. Manage Time Card - Required. Lets this job role see and edit the time card, in Backoffice and on a terminal.
• 2. Employees --> Allow Manual Time Clock Entries Without Audit Notes - Optional. Whenever someone adds or changes a shift by hand, Sail asks for a note saying why. The note is required, unless their job role has this permission. Tick it to let this job role skip the note; leave it unticked to make the note required.

3. Click Save.

Note: The Tasks list only shows the permissions your own job role has. If you don't see Allow Manual Time Clock Entries Without Audit Notes under Employees, ask someone whose job role has it.

 

InEditing time cards

 

Finding the shift

There are two ways you can find the shift to edit it.

1. Go to Backoffice

--> Staff --> Time Card. Every shift for the pay period is listed.



• New

  OpenEntry - Add a shift someone forgot to clock in for.

• 1. Dates - Pick the pay period (or any dates). The arrows go back officeor forward one pay period.
• 2. Filters - Employee and Job Role show only one employee's or one job role's shifts. Needs attention shows only the shifts with a problem, such as Never clocked out.
• 3. Date - Click the date to open the shift and change it.
• 4. Arrow - Shows the shift's breaks and everything that was changed on it.

The Open and Auto Clocked Out buttons above the list show only the shifts still clocked in, or the ones Sail clocked out by itself.

2. Go to Backoffice --> Staff --> Employees, pick the employee and open the Time Clock tab. It's the same list, with only that employee's shifts.



 

Changing a clock in, clock out, job role or break

1. Click the date of the shift. The Edit Time Clock Entry window opens.



• 1. Employee - Who the shift belongs to.
• 2. Job Role - Pick a different job role if the employee clocked in as the wrong one.
• 3. Clock In Date and Clock In Time - When the shift started.
• 4. Clock Out Time - When the shift ended. Leave it blank if the employee is still clocked in. If the clock out time is earlier than the clock in time, Sail puts it on the next day (for a shift that ran past midnight).
• 5. Break - Pick the break, then navigateits Start and End. Picking a break fills in its length and whether it's paid. Add Break adds another one; the red trash can removes one.
• 6. Audit Log Note - The reason for the change. It's saved with the change and shows in the shift's history.
• 7. Clear Entry - See Clearing a shift below.

2. Click Update to save the change.

Note: If the note is required and you leave it blank, you'll see "A reason for this manual entry is required." See Permissions you need above.

 

Adding a shift someone forgot

Click New Entry. Pick the Employee, the Clock In Date and the Job Role, fill in the Clock In Time and Clock Out Time, enter the reason in Audit Log Note, then click Insert.



Note: To add breaks to the Staffnew tabshift, save it first, then goclick its date to employees.open Onceit thereagain.

select

 

Clearing a shift

Open the shift and click Clear Entry, then click Clear Entry again to confirm. To clear several at once, tick them in the list and click Clear Entries.



Shifts can't be deleted, for audit reasons. Clearing a shift takes away its clock in and clock out, so it no longer counts any hours. It stays in the list marked Cleared.

 

Seeing what was changed

All changes are recorded. Click the arrow next to a shift to see them.



• 1. Arrow - Opens and closes the shift's details.
• 2. Breaks - The breaks on the shift, who added them and where.
• 3. Answered at Clock Out - What the employee youanswered wouldabout their breaks when they clocked out. "Missed" means nobody was asked, for example because the shift was auto clocked out or changed in Backoffice.
• 4. Break Changes - Every change to a break: who made it, when, and what it was before and after.
• 5. Punch History - Every change to the clock in and clock out: who made it, when, on which device, and the note they left.

 

If you'd like to learn how to edit the time clock of.






 

1. Navigate to the time clock tab.

   

   
   

    

2. Once on the time clock tab make sure your on the date you would like to edit.

   

   
   

    

3. Once the date has been selected you there are several editing options to pick from.

   1. To add a newterminal, clock in or clock out. Press the plus sign.

      

      
      

       

      1. This will prompt to add a new record.

         

          

      2. You can edit any of the settings above by pressing the pencil next to any existing time clock entry.

         
         
         

      3. To zero out the time from an existing time clock entry click the red x and press ok when prompted.here.

         

         

         
         

   2. All edits are recorded. You can view the records by pressing the arrow next to the entry.

      

On a terminal

1. Log in and navigate to the tools screen from the launch page.

   

    

2. Select the edit time clock button

   

    

3. You will be prompted to select the staff member you would like to edit an entry for.

   

    

4. Select the way in which you would like to edit the staff members time clock entries.

   

   1. Whenever you make an adjustment from this screen a you will be prompted to enter a note. Depending on your system settings you will either be able to skip the note by pressing cancel or have to enter a note before moving on. For the rest of this document I will not go into detail on this step as it will always be the same.

      

       

   2. When editing a time entry a prompt will appear

      

      1. Once entered it will prompt you to confirm the entry

         

      2. Then it will ask you to add a note.

      3. Clock in and clock out time adjustment will follow the same process.

          

          

Required notes setting

1. Whenever you manually enter or adjust a time clock you will be prompted to enter a note. By default you will be able to press cancel and skip adding the note. If you would like the note to be mandatory you can set the system to not let it be bypassed with the cancel button.