7.3 Clockings Tab
Clockings
ASSORTMENT
‘First & Last clocking only’ - JT will calculate daily totals based on only the very first and last clockings for the day. Often used for positions like cleaners who clock in and out of access control doors defined as ‘Time & Attendance’, during normal working times.
‘Exclude First and Last clockings’ - will ignore the very first and very last clocking of the day. This is typically used where only one access point is present on site and it leads into a change room/canteen/ablution area. The first arrival entry is ignored as they enter the area, then as they leave the change room their time starts to be earned. Each subsequent visit to the area will lose them time during the shift until the final entry into the area to get changed for home, as the final exit clocking is ignored.
‘Single clocking’ - JT will calculate daily totals according to the shift start and end times, with only one clocking necessary. This is normally used for drivers or sales staff. They only visit the site once a day and are entitled to full pay for that day.
‘Enforce Paired Clockings’ - if selected will prevent the calculation of time for the day if the employees do not clock in correct sequence. This compels the operator to take action for any ‘Non Pair’ of clockings. A ‘Non Pair’ of clockings occurs when two or more successive clockings originate from the same direction, i.e. two Ins or Outs. (The direction of the clockings needs to be available from the hardware in order for this feature to be active.) Any ‘Non Paired’ clockings can also be presented in the Exceptions window, making them easier to manage by the operator. Any manual edits for the day will remove the ‘hold’ on the calculation of times for ‘Non Paired’ clockings.
Only if selected in the System Configuration will the ‘Use Change Room Devices’ option become available here. If it is selected, JT will exclude the clockings in the calculation from all ‘Change Room’ devices (set in the Devices window) which occur before the first or after the last non-change room device. This feature is available for employees who may visit the change room before or after their shift starts.
NB: Clockings from change room devices will be calculated as normal Time and Attendance clockings which occur between the first and last found ‘Non Change room’ device clockings.
The ‘Lockout’ option, if selected, will make the employee inactive (remove from the devices) between the times selected. The employee will be made active again after the lockout times. This is generally used for preventing latecomers from clocking in too late and disrupting work flow (E.g. assembly lines where other employees have been selected to replace the latecomers).
‘Enable specific allocations past midnight’ - allows time allocations to be assigned past the 24th hour of a day frame, making it possible to allocate different time categories effectively into the next day. It is possible to allocate this way up to the 99th hour.
See below for an example of the Allocations tab showing how time categories can be assigned once this option is ticked.
For the system to capture clockings into the correct day frame(s), either the ‘Assign clocking to this day, for next 24 hours, starting at’ time (on the Profile tab) would need to be manipulated or the ‘Extend Day Frame hours by’ option must be applied.
In the above screenshot the first allocation allocates NT as usual, but the second allocation assigns OT1.5 from midnight to 06:00 the next morning (hours 24:00 through 30:00), and the third allocation allocates OT2.0 from 06:00 until 10:00.
Use First & last Job Transactions for T&A - if the Job Costing module is enabled, this features allows for the first and last job clockings to be used to generate T&A results.
Use All Job Transactions for T&A - if the Job Costing module is enabled, this features allows all job clockings to be used to generate T&A results.
Calculate Missed Presence - once the option is enabled, the ‘Maximum minutes between clocking’ option will become available. The Calculate Missed Presence feature is intended for use when people are expected to clock throughout the day, to confirm their presence at work. The Maximum minutes setting dictates how much time is allowed between each clocking before it’s considered a ‘missed presence’ and the exception counter increments. Note calculations for this exception will only apply for system clockings.
E.g. If maximum minutes is set to 60, and a person set on the day program does not clock for more than an hour since their first clocking, the counter will increment. Note the timer runs from each clocking i.e. if there is only a single clocking for the day, the counter will remain at 1.
If the Access Group option is applied then the Missed Presence rule will apply for all clockings to anyone who is on the selected Day Program and included in the selected Access Group. Leaving the Access Group on ‘Not Used’ will apply the rule for anyone on the Day Program.
DYNAMIC
‘Reduce Day Frame hours by’ - this will reduce the standard day frame of 24 hours, by the amount set here. This is used when employees clock In on the previous day and work most hours in this day. The hours are then allocated to this day. The start of day must be 00:00.
Example: a shift from 23:00 to 07:00 with most of the time worked in the next day and the hours to be reflected on the next day.
‘Extend Day Frame hours by’ - this will extend the standard day frame regime (allocating clockings from the time of 'Assign clockings to this Day' plus 24 hours) up to the specified number of hours. This extended search will only take place in the event of a missing clocking. If a clocking is found in this extended period it would be used as the start time of day for the next day. This might be used in a situation where double (back-to-back) shifts are possible.
Example: with ‘Extend Day Frame hours by’ not selected and the ‘Assign clockings to this Day’ set at 02:00, and the employee clocks in at 07:00 and then only clocks out at 03:00 the next day. JT will allocate a ‘Missing Clocking’ to the day as he only clocked once in the 02:00 to 02:00 day frame.
However if ‘Extend Day Frame hours by’ was selected, JT would use the 03:00 clocking as the ‘Out’ clocking and allocate time according to the allocation table and the next day would have either no clockings or usual clockings calculating normally from the new 03:00 start of day.
The disadvantage to using ‘Extend Day Frame hours by’ occurs in the event of an employee missing a clocking completely. JT would effectively eliminate the missing clocking as explained above and allocate time incorrectly. A more suitable method of resolving the problem explained above would be to make the start of day 04:00 which would allocate the 03:00 clocking to the same day. Generally employees do not arrive at work more than two hours early, and then a 04:00 start of day will be just right for a shift starting at 06h00. If the employee does clock in at 03:00 with the start of day being 04:00, JT will allocate the clocking to the day before.
‘Extend bounce search into next day by’ - This option should be applied on the controlling day program of a bounce setup. The option will extend the possibility of a bounce by the specified amount of hours, and will bring the clockings from the next day into the current day. An example of when to apply this option would be in the case of a 22:00 to 06:00 shift, where employees often clock in late after midnight. Clockings after midnight would typically ‘belong’ to the day they were clocked (i.e. not the day the actual shift started on), the extended bounce search will pull them back so they form part of the shift.
‘Only if first clocking in next day is Out’ - If this is selected JT will only pull the clocking from the next X amount of days if its original direction is ‘Out’. If the direction is not ‘Out’ a ‘Missing Clocking’ will occur.
‘Use Shift Pattern for next days’ - option is used when the need for extending the day frame into the next day/s is required, with using the rules and allocations etc., separately for each also being a requirement.
Example:
A driver leaving for a long journey extending over the weekend and needing to be paid OT1.5 on Saturday and OT2.0 for Sunday off site. JT will create an end of day ‘phantom’ clocking of 24:00 on the day the employee clocks in, then for each day that he/she is off site JT will create a 00:00 and 24:00 set of ‘phantom’ clockings. Then on the day the employee returns and clocks out JT will create a 00:00 clocking for the days in between the clock in and clock out.
Example of an employee who clocked ‘In’, then ‘Out’ several days later with ’phantom’ (system-generated) clockings in between.
DUPLICATES
‘Ignore Duplicate Clockings’ - if selected, JT will mark any clockings occurring within the time frame specified. These are only ignored for the calculations and NOT deleted. There is an option to use seconds and not only minutes between clockings.
‘Only if same original direction’ - if selected, JT will only ignore duplicate clockings if they are from the same original direction. This is useful for sites with an In and Out reader on a turnstile, merging unsuccessful attempts to pass through the turnstile from the same direction within the time specified.
ROUNDINGS
The Roundings rules apply to all clockings for the day (according to the conditions set under ‘Setup’, ‘Roundings’).
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