The Employee Auto Clocked Off feed provides alerts to timesheet approvers when an employee has been automatically clocked off because they forgot to clock out at the end of their shift. This feed is one of a collection of Definitiv Evo feeds and is designed to provide proactive notifications about timesheets that require review and adjustment.
To ensure you receive the Auto Clock Off feature, check that it is enabled in your organisation settings under Organization Settings, Timeclock Group.
What triggers this feed?
This feed is triggered when an employee clocks in but fails to clock out within the configured time period (typically 16 hours after shift start time). Definitiv automatically creates a timesheet with a start time and a Forgot Event marked as Auto Clocked Off. This timesheet appears in the Timesheet Approval queue.
Who receives this feed?
This feed is designed for Timesheet Approvers who have approval responsibility for the affected employee's timesheets. It is sent to the timesheet approver(s) at the time the auto clock off function was triggered. If there are multiple approvers for the same timesheet, the feed is sent to all of them (as per current timesheet approval logic).
To receive this feed:
You must be designated as a timesheet approver in Definitiv.
You must be the timesheet approver for the specific employee who was auto clocked off.
If you believe you should receive these notifications but are not, contact your Definitiv system administrator to verify your timesheet approval permissions.
What information is in the feed?
An Employee Auto Clocked Off feed notification includes:
Feed header Employee has been Auto Clocked Off.
Employee details including employee first name, last name and employee number
The specific timesheet date for which the auto clock off occurred
The message "forgot to clock off and has been Auto Clocked Off for [timesheet date]. Please review and adjust timesheet"
A clickable link that takes you directly to the individual Timesheet record in the Pending Requests screen.
What to do when you receive this feed?
When you receive an Employee Auto Clocked Off notification, follow these steps:
Immediate review:
Click the provided link to navigate directly to the timesheet in the Pending Requests Screen.
Review the automatically-created timesheet entry for the affected employee
Assess the situation:
Check the employee's clock-in time and identify when they likely finished work.
Review any communication from the employee about their actual working hours.
Consider the employee's scheduled shift pattern and usual working hours.
Adjust the timesheet:
Update the clock-out time to reflect when the employee actually finished work.
Ensure the total hours worked are accurate for the shift.
Verify that any break periods are correctly recorded.
Make any necessary adjustments to align with actual hours worked.
Review for accuracy:
Confirm that the timesheet now reflects the employee's actual working time.
Check that the hours align with any applicable award or enterprise. agreement requirements.
Ensure overtime calculations are correct if applicable.
Approve the timesheet:
Once adjustments are complete and accurate, approve the timesheet.
Process through the normal timesheet approval workflow.
Ensure the corrected timesheet is ready for payroll processing.