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Clock In/Out

The Clock In/Out feature provides real-time time tracking for field crews and employees who want to track their work as it happens. The system captures exact start and end times, automatically calculates hours, and can record GPS location.

Clocking In​

Starting Your Shift​

  1. Navigate to Time Tracking > Clock In
  2. Select the Project you'll be working on
  3. Select the Work Category (type of work)
  4. Optionally add a Note describing planned work
  5. Click Clock In

Your clock-in time is recorded immediately, and you'll see a confirmation with the active timer.

What Gets Captured​

When you clock in, the system records:

  • Start Time - Exact time you clocked in
  • Project - Where you're working
  • Category - Type of work
  • Location - GPS coordinates (if enabled and permitted)
  • Notes - Any details you added

While Clocked In​

Active Timer​

While clocked in, you'll see:

  • Current elapsed time
  • Project and category information
  • Clock Out button

Switching Projects​

If you need to work on a different project:

  1. Clock Out of your current project
  2. Clock In to the new project

Each project switch creates a separate time entry for accurate job costing.

Taking Breaks​

For unpaid breaks:

  1. Clock Out when starting your break
  2. Clock In when returning

For paid breaks, stay clocked in.

Clocking Out​

Ending Your Shift​

  1. Click Clock Out
  2. Review the time entry details
  3. Add or update notes if needed
  4. Optionally enter mileage information
  5. Confirm to save the entry

What Gets Captured​

When you clock out:

  • End Time - Exact time you clocked out
  • End Location - GPS coordinates (if enabled)
  • Total Hours - Automatically calculated
  • Mileage - If you entered odometer readings

Location Tracking​

How It Works​

If location tracking is enabled:

  1. Your browser requests permission to access your location
  2. GPS coordinates are captured at clock-in and clock-out
  3. Location data is stored with the time entry
  4. Managers can view locations on reports

Privacy Considerations​

  • Location is only captured at clock-in and clock-out moments
  • You are not tracked continuously while working
  • You can deny location permission (time will still be tracked)
  • Location data is visible only to authorized managers

Enabling Location​

When prompted by your browser:

  1. Click Allow to share your location
  2. This permission can be changed in browser settings later

If you previously denied location access and want to enable it:

  1. Click the lock/info icon in your browser's address bar
  2. Find Location permissions
  3. Change to Allow
  4. Refresh the page

Offline Support​

Working Without Internet​

The Clock In/Out feature includes offline support:

  1. Clock In works offline - your entry is stored locally
  2. When you reconnect, the system syncs automatically
  3. A sync indicator shows when data is pending upload

Limitations When Offline​

  • Cannot clock out while offline (must wait for connection)
  • Cannot switch projects while offline
  • GPS location may not be captured

Sync Status​

Look for these indicators:

  • Green checkmark - Synced with server
  • Orange clock - Pending sync
  • Red warning - Sync error (will retry automatically)

Handling Errors​

Forgot to Clock Out​

If you forgot to clock out yesterday:

  1. Navigate to your Timesheet
  2. Find the incomplete entry (shown with warning indicator)
  3. Click to edit and add the end time
  4. Save the corrected entry

Forgot to Clock In​

If you started work without clocking in:

  1. Use the Timesheet to add a manual entry
  2. Enter your actual start and end times
  3. Add notes explaining the late entry if needed

Clock Out Errors​

If clock out fails:

  1. Check your internet connection
  2. Try again once connected
  3. If problems persist, add time manually via Timesheet
  4. Contact support if issues continue

Best Practices​

For Accurate Tracking​

  • Clock in when you start working - not when you arrive on site
  • Clock out when you stop working - not when you leave
  • Use the right category - improves job costing accuracy
  • Add meaningful notes - helps with project documentation

For Field Crews​

  • Enable location services for job site verification
  • Clock out before driving to a new job site
  • Use mobile device for convenience
  • Check sync status before leaving areas with poor connectivity

For Office Staff​

Consider using the Timesheet for entering time if:

  • You work consistent hours daily
  • You don't need real-time tracking
  • You prefer entering time at end of day/week

Multi-Device Usage​

Syncing Across Devices​

Your clock-in status syncs across devices:

  • Clock in on your phone at the job site
  • View status on your computer at the office
  • Clock out from either device

Important Notes​

  • Only one active clock-in is allowed at a time
  • If you clock in on a new device, it updates everywhere
  • Browser tabs sync every 30 seconds

Manager Features​

Managers can view clock-in status for their team:

  1. Navigate to Time Tracking > Team Status
  2. See who is currently clocked in
  3. View which projects team members are working on
  4. Check locations (if enabled)

See Approval Workflow for managing and approving team time entries.