How to edit time clock

This document will walk you through how to fix an employee's time clock: in Backoffice, on a terminal, and how to choose who has to leave a note when they change one. You can change a 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.

You need the Manage Time Card permission on your job role to edit the time clock.

In Backoffice

Finding the shift

1. Go to Backoffice --> Staff --> Time Card. Every shift for the pay period is listed.

• New Entry - Add a shift someone forgot to clock in for.
• 1. Dates - Pick the pay period (or any dates). The arrows go back or forward one pay period.
• 2. 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.

Note: You can also 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

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

• 1. Employee and Job Role - Pick a different job role if the employee clocked in as the wrong one.
• 2. Clock In Date and Clock In Time - When the shift started.
• 3. 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).
• 4. Breaks - Pick the break, then its 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.
• 5. Audit Log Note - The reason for the change. It's saved with the change and shows in the shift's history.
• 6. Clear Entry - See Clearing a shift below.

3. 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 Required notes setting below.

Adding a shift someone forgot

4. 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.

• To add breaks to the new shift, save it first, then click its date to open it again.

Clearing a shift

5. To clear a shift that shouldn't be there, open it 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

6. 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 answered about 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.

On a terminal

7. Managers can fix the time clock for any day from a terminal, too. Log in, tap Functions, then tap Edit Time Clock under Management Tools.

8. Go to the day the employee worked and tap their shift. Change the job role, clock in, clock out or breaks, then tap Save and enter the reason for the change. New Shift adds a shift someone forgot, and Clear Shift clears one.

Changes made on a terminal show in Backoffice under Staff --> Time Card, and changes made in Backoffice show on the terminal.

Click here to learn more about editing the time clock on a terminal.

Required notes setting

9. Whenever someone adds or changes a shift by hand, Sail asks for a note: the Audit Log Note in Backoffice, or the Reason for this change on a terminal. The note is required, unless the person's job role has the Allow Manual Time Clock Entries Without Audit Notes permission.

To choose who can skip the note:

1. Go to Backoffice --> Staff --> Job Roles and click the job role.
2. On the Details tab, under Tasks, open Staff --> Employees.
3. Tick Allow Manual Time Clock Entries Without Audit Notes to let this job role save changes without a note. Leave it unticked to make the note required.
4. Click Save.

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