Overview
Definitiv can be configured to automatically clock off employees if a user-determined number of hours has passed since the clock on event without the employee clocking off.
Setup
This feature can be found as follows:
Navigate to Admin, Configuration, Organisation Settings, Timeclock, and select Edit on the desired TimeClock Group.
Once in TimeClock Group Settings, an option appears for Automatically Clock Off Settings.
Once the checkbox has been selected to enable the feature for the TimeClock group, users can enter the number of hours that need to pass before the system automatically clocks the employee off.
How does it work?
Definitiv runs a background job every 30 minutes to check for any employees who have been clocked on for longer than the set number of hours without clocking off. The system then automatically clocks off the employee and creates a timesheet, which is labelled as Automatically Clocked Off and flagged with an issue to prevent it from being processed.
Updating the Timesheet
Once an employee has been automatically clocked off, a timesheet is created with no End Time, and an issue is raised stating that the timesheet is a result of an Automatic Clock Off.
An end time must be entered into this timesheet before it is able to continue through the regular timesheet approval process. Once an end time has been entered and the timesheet saved, the Automatic Clock off issue is removed, and the timesheet can be approved/edited as normal.
Important Considerations
Careful consideration is needed when determining the correct number of hours that must pass before Automatically Clocking Off for your organisation. This is in order to avoid clocking off employees who are still working long shifts, as well as avoiding employees not being automatically clocked off before their next shift will start.
Before enabling this feature, you will need to review whether you currently have any historical staff who are still clocked on, as they will have a timesheet created for them when the feature is enabled. This can be checked in Reporting - TimeClock
Reporting - TimeClock Status. Any employees in this list who meet the criteria will be Automatically Clocked Off and a timesheet created. If the timesheet is not required, as it is the result of historical data, the timesheet can be deleted.