Schedule

A schedule is a tool organizations use to plan and manage employees' working hours. Its primary function is to specify employees' start and end times for work and their assigned locations. 

Management Mode > Schedule

Currently, scheduling in Clockify is managed primarily by supervisors. Future updates will introduce pre-scheduling options for employees.

If no schedule is set, employees can still clock in, but the system cannot determine anomalies, such as tardiness or early departures.

Add Shift

Management Mode > Schedule > Add Shift

First, name the shift, such as "Day Shift" or "Night Shift," and assign a color for easy identification in the calendar. Next, specify the shift's start and end times, set the break duration (including start time and break length), and finally, select the clock-in location.

Restrict Clock-in Time

This feature allows you to set time limits for clock-ins to ensure compliance with organizational policies and prevent issues arising from clocking in too early or too late. The available time restriction options are as follows:

  • No Restrictions: Employees can clock in at any time. This is suitable when no specific restrictions on clock-in times are required.
  • 15 Minutes Before and After: Clock-in is allowed 15 minutes before and after the scheduled shift time.
  • 30 Minutes Before and After: Clock-in is allowed 30 minutes before and after the scheduled shift time.
  • 1 Hour Before and After: Clock-in is allowed 1 hour before and after the scheduled shift time.
  • 2 Hours Before and After: Clock-in is allowed 2 hours before and after the scheduled shift time.

Use Cases and Limitations

  • Impact of Specific Restrictions:
    • When specific restrictions (e.g., 15 minutes, 1 hour) are applied, employees cannot clock in outside the allowed window.
    • Example: If a shift starts at 9:00 AM and is set to "15 Minutes Before and After," employees can only clock in between 8:45 AM and 9:15 AM for "Start Work." For shifts ending at 5:00 PM, employees can only clock out before 5:15 PM.

This feature provides flexibility for managers to adjust clock-in policies based on company needs, improving the accuracy and fairness of scheduling and attendance.

Flexible Clock-in Rules and Mechanism

Flexible clock-in rules offer adaptable management of clock-in and clock-out times, suitable for workplaces that require some degree of time flexibility. The available options are:

  • Not Allowed: Flexible clock-in is prohibited. Employees must clock in and out at the exact scheduled times, or they will be marked as tardy or leaving early.
  • 15 Minutes Before and After: Clock-in is allowed within 15 minutes of the scheduled time.
  • 30 Minutes Before and After: Clock-in is allowed within 30 minutes of the scheduled time.
  • 1 Hour Before and After: Clock-in is allowed within 1 hour of the scheduled time.
  • 2 Hours Before and After: Clock-in is allowed within 2 hours of the scheduled time.

Mechanism and Examples

  1. Flexible Start Times
    Flexible clock-in rules primarily adjust the "Start Work" time:

    • Example: If a shift starts at 9:00 AM:
      • Selecting "15 Minutes Before and After" allows clock-ins between 8:45 AM and 9:15 AM without marking the employee as tardy.
      • Clocking in earlier than 8:45 AM or later than 9:15 AM is considered non-compliant.

  2. Adjustable End Times and Hour Calculation
    Flexible clock-in rules also affect the "End Work" time. The system ensures employees complete their required working hours:

    • Example: If a shift runs from 9:00 AM to 6:00 PM (with a 1-hour break) and the flexible clock-in rule is set to "1 Hour Before and After":
      • An employee clocking in at 8:30 AM and clocking out at 5:50 PM will not be marked as leaving early, as their total work hours meet the required 8 hours.

Benefits of Flexible Clock-in

  • Reduces Unnecessary Tardiness and Early Departure Records: Employees clocking in within the flexible range will not be marked as tardy or leaving early, enhancing inclusivity in work processes.
  • Ensures Compliance with Work Hours: The system automatically validates that employees meet their required work hours, preventing underwork due to flexible clock-ins.

Clock-in Locations

Clock-in locations can be edited as follows: 

Management Mode > Clock-in Records & Management > Clock-in Location Settings

Currently, a single shift can only be assigned to one clock-in location.

Requiring Clock-ins for Breaks

If clock-ins are required for breaks, two shifts must be created. For example, if work hours are 9:00 AM to 6:00 PM with a 1-hour break from 12:00 PM to 1:00 PM, the schedule should include:

  1. First shift: 9:00 AM to 12:00 PM
  2. Second shift: 1:00 PM to 6:00 PM

Employees will clock in and out as follows:

  • 9:00 AM: Clock in to start work.
  • 12:00 PM: Clock out to start the break.
  • 1:00 PM: Clock in to resume work.
  • 6:00 PM: Clock out to end work.

Shifts / Templates

Management Mode > Schedule > Shifts / Templates

This section lists all created shifts. You can view, edit, or delete any shift by selecting it.

Personal Schedule / Assign Shifts

Management Mode > Schedule > Personal Schedule / Assign Shifts

After selecting a staff member, you can assign shifts by applying preconfigured shifts to specific dates. Multiple shifts can be assigned per day, and their times can overlap. To delete a shift from a particular day, click on it again to remove it.

Adjusting for Typhoon or Emergency Leave

If government-announced natural disasters (e.g., typhoons) result in a sudden holiday, navigate to each employee's personal schedule and delete shifts for the affected date to reflect the adjustment.

Overlapping Shifts

When two or more shifts overlap, employees can choose the appropriate one. For example, if one shift is in the Taipei headquarters and another in the Taoyuan branch, employees frequently moving between locations can select the appropriate shift. This also applies to shifts with different clock-in methods, such as Wi-Fi at one location and NFC at another, offering employees convenient options.

Quick Scheduling

Management Mode > Schedule > Quick Scheduling

Quick Scheduling is ideal for organizations with fixed weekly work schedules. Before using this feature, ensure shifts are configured. Simply select a shift, set the start and end dates, choose the workdays, decide whether national holidays and make-up days apply, and assign it to selected employees to complete the scheduling process quickly.

Workforce Overview

Management Mode > Schedule > Workforce Overview

Displays the workforce overview, showing assigned personnel for each day in a calendar view.

Allow Clock-in Without Schedule

Management Mode > Organization > My Organization > Allow Clock-in Without Schedule

The "Allow Clock-in Without Schedule" feature can be configured in Management Mode. When enabled, employees can bypass selecting a schedule when clocking in. When disabled, employees must select a schedule to complete their clock-in.

  • Enabled: Employees can click "Skip" and clock in directly without selecting a schedule.
  • Disabled: Employees must choose a schedule before they can clock in.
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