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Time & Attendance

Track employee work hours, breaks, and time-off requests with ezyWFM's time and attendance features.

Overview

Time & Attendance in ezyWFM includes:

  • Web-based clock in/out
  • Break tracking
  • Time-off request management
  • Approval workflows
  • PTO balance management
  • Hours reporting

Clock In/Out

For Employees

Employees clock in through the Self-Service portal:

  1. Log in to ezyWFM
  2. Click Clock In on the dashboard
  3. Select clock method if multiple options exist
  4. Confirm the clock action

To clock out:

  1. Click Clock Out on the dashboard
  2. Review hours worked
  3. Confirm the clock action

Clock status is visible on the main dashboard with current session duration.

Clock Methods

ezyWFM supports multiple clock methods:

| Method | Description | |--------|-------------| | Web | Standard browser-based clock | | Mobile | Responsive mobile interface | | Kiosk | Shared device mode | | API | Integration with external systems |

Clock Restrictions

Admins can configure:

  • Early clock in: How early before shift start
  • Late clock out: Grace period after shift end
  • Location: IP or geolocation restrictions

Break Management

Starting a Break

  1. While clocked in, click Start Break
  2. Select break type:
    • Break (15-minute)
    • Lunch (30-60 minutes)
    • Meeting
    • Training
  3. Break timer starts automatically

Ending a Break

  1. Click End Break
  2. Break duration is recorded
  3. Return to available status

Break Rules

Admins can configure break policies:

  • Maximum break duration
  • Required break intervals
  • Paid vs. unpaid breaks

Time-Off Requests

Submitting a Request

Employees request time off through Self-Service:

  1. Go to My Schedule → Request Time Off
  2. Select the type:
    • Vacation
    • Sick
    • Personal
    • Other
  3. Choose dates
  4. Enter hours and notes
  5. Submit for approval

Request Types

| Type | Description | Approval | |------|-------------|----------| | Vacation | Planned time off | Required | | Sick | Illness or medical | Optional | | Personal | Other personal time | Required | | Bereavement | Family loss | Optional |

Approval Workflow

  1. Employee submits request
  2. Supervisor receives in-app notification
  3. Supervisor reviews:
    • Check coverage
    • Review balance
    • Consider history
  4. Approve or deny with notes
  5. Employee receives in-app notification with the decision

Set up automatic approval for same-day sick requests to streamline workflow.

Time-Off Balances

Viewing Balances

Employees can view their PTO balances in the Self-Service portal. Balances are tracked per type (vacation, sick, personal) per year.

Balance Fields

| Field | Description | |-------|-------------| | Accrued | Total hours earned for the year | | Used | Hours already taken | | Pending | Hours in pending requests | | Carryover | Hours carried from previous year | | Available | Accrued + Carryover - Used - Pending |

Admin Balance Management

Admins can manage time-off balances from Settings > Time-Off Balances:

  1. Set organization-level default balances per type
  2. Override balances for individual employees
  3. View all employee balances at a glance

Supervisors can view time-off balances for their assigned team members. Balances are currently managed manually — automated accrual policies are planned for a future release.

For Supervisors

Viewing Team Time

Supervisors only see time entries for employees on their assigned teams.

  1. Go to Time & Attendance in sidebar
  2. Select date range
  3. View all team entries
  4. Filter by employee or status

Managing Requests

  1. Review pending requests
  2. Check schedule impact
  3. Approve or deny each request
  4. Add reviewer notes

Editing Entries

Supervisors can adjust time entries:

  1. Find the entry to edit
  2. Click Edit
  3. Modify clock times
  4. Add adjustment reason
  5. Save changes (creates audit trail)

Time Reports

Employee Hours

View hours worked by employee:

  • Daily, weekly, or monthly
  • Regular vs. overtime
  • Break time summary

Attendance Report

Track attendance patterns:

  • Tardiness frequency
  • Early departures
  • Absence rates

Export Options

Export time data for:

  • Payroll integration
  • Compliance reporting
  • Performance reviews

Configuring Time Settings

Organization Settings

Navigate to Settings → Time & Attendance:

| Setting | Description | |---------|-------------| | Overtime threshold | Weekly hours before overtime | | Rounding rules | Clock time rounding (nearest 5, 15 min) | | Auto clock out | Automatic clock out after hours | | Break requirements | Minimum break after X hours |

Holiday Calendar

  1. Go to Settings → Holidays
  2. Add company holidays
  3. Configure holiday pay rules

Best Practices

  1. Train employees: Ensure everyone knows how to clock in/out
  2. Set clear policies: Document attendance expectations
  3. Review regularly: Check time entries weekly
  4. Address issues promptly: Handle attendance problems early
  5. Use automation: Enable automatic reminders and alerts

Troubleshooting

"Already clocked in"

Employee has an open time entry:

  • Check if they forgot to clock out
  • Supervisor can end open entries

Missed Clock

If an employee forgot to clock in:

  1. Supervisor edits the time entry
  2. Adds actual start time
  3. Includes reason for adjustment

System Time Discrepancy

If clock shows wrong time:

  • Check browser timezone settings
  • Verify organization timezone in settings
  • Contact support if issue persists

Next Steps