Clock in and out and send your time

In Employee AZ you record the time you work and send it to your manager for approval. You can clock in and out as you work, or add a stretch of time afterwards. Your time stays a draft until you send it. Your manager then approves it or sends it back with a comment, and you can correct it and send it again. Clocking in does not ask for your location.

Open your time

In the menu, under Work, select Time. The page shows, from the top:

• the Today card, where you clock in and out, with the time you have worked today;
• your totals, and how much time is Awaiting approval with your manager;
• two tabs: Recent entries, your time day by day, and Period summaries, the monthly totals your manager prepares.

All times are your organisation's local time.

Clock in and out

1. On the Today card, if your organisation records time against activities, choose one under What are you working on?. You cannot clock in without one.

2. Select Clock in. The card shows Clocked in at … with the time, and the time worked today counts up while the page is open.

3. When you take a break, select Start break. The card shows On a break since …. When you are back, select End break; the page says Break ended. It lasted …. Breaks are not counted as time worked.

4. When you finish, select Clock out and confirm Clock out now? If you are on a break, clocking out ends the break first. The page says Clocked out at …, with … worked. The time is saved as a draft: send it for approval when you are ready.

5. To work again later the same day, select Clock in again. Each time you clock in and out becomes its own entry under Recent entries.

Each press is recorded at the moment you make it. You cannot clock in, take a break or clock out for an earlier time. If you forgot to clock in, add the time afterwards instead, as described below.

The card may also refuse a press and say why. You are already clocked in since …. Nothing was changed. means a clock is already running, for example from another tab. You already have time recorded from … to … today, which covers now. Nothing was changed. means time you already recorded today includes the present moment. When today is a public holiday, a day your workplace is closed or a day of your leave, the card says so under the time. You can still clock in.

Add time afterwards

1. At the top of the page, select Add time.

2. Fill in Date. If your organisation records time against activities, you must choose one in Activity. If it does not, the list reads No activities are set up.

3. Enter the start and end of the stretch you worked in From and To. In Break (minutes), enter the unpaid time inside that stretch, such as lunch, up to 480 minutes.

4. Tick This was overtime if it was. The entry is then marked Overtime, and once approved it counts towards the overtime in your totals. Add a Note (optional) of up to 500 characters if it helps your manager.

5. Select Save as draft to keep the entry to yourself for now, or Send for approval to send it to your manager straight away. The page says Time saved as a draft. or Time sent to your manager for approval. To leave without saving, select Cancel.

The time worked is the time from start to end less the break. The form refuses an entry and keeps what you typed when:

• the day is in the future: Time cannot be recorded for a day that has not happened yet.
• the end is not after the start: The end time must be after the start time. Record a shift that runs past midnight as two entries, one for each day.
• the break is as long as the stretch, or longer: The break cannot be as long as the time recorded.
• it overlaps time you already recorded that day, unless that time was removed or sent back: You already have time recorded from … to … on this day. Change that entry, or choose a time that does not overlap it.

Send your time for approval

Clocked time, and time you save as a draft, stays a Draft until you send it. Your manager decides only on time you send.

1. Open the Recent entries tab. When you have drafts, a line at the top says how many have not been sent to your manager, with a button that sends them all.

2. Select that button to send every draft, or Send for approval on one row to send only that entry. After sending them all, the page says Your drafts were sent to your manager for approval.

A clock that is still Running has no send button, and sending all your drafts leaves it out. Clock out first, then send it.

Sent time shows Submitted and is added to Awaiting approval at the top of the page. Your manager decides on all of your waiting time together: it is either all Approved, or all sent back as Rejected with the same comment. Approved time is settled and can no longer be changed.

Change or remove time

What you can do with an entry depends on how it was recorded:

• Time you entered with Add time can be changed or removed while it is a draft, waiting for your manager or sent back. Select Change on its row to open it in Change time entry. Saving it as a draft takes it back from your manager until you send it again. Select Remove and confirm Remove this time entry? to remove it; the page says Time entry removed. and the row stays in the list as Cancelled.
• Time you clocked can only be sent. You cannot change or remove it. If it is wrong, tell your manager. They cannot change it either, but they can send it back. Time sent back does not count, and you can then add the right time with Add time.

If your manager approves an entry while you are changing it, nothing is saved and the page says This time has already been approved, so it can no longer be changed. Nothing was changed.

Answer time sent back

Time your manager sent back shows Rejected, with Manager's comment under it. When nothing else recorded that day counts, the day's heading says how much time was sent back. Time sent back is always listed, however old it is.

1. Read the comment. If there is none, the row says Sent back without a reason. Ask your manager what to correct.

2. For time you entered with Add time, select Correct. The form opens with your manager's comment above it. Make the correction and select Send for approval. If you save it as a draft instead, the comment stays on the row until you send it. You can also Remove the entry.

3. For time you clocked, select Send again to send it as it is. If it was wrong, do not send it again: add the right time with Add time instead. Time sent back does not count.

Months closed for payroll

After a month ends, your manager prepares its totals. They appear on the Period summaries tab with Dates, Total, Overtime and Days worked, and Leave, Sick leave or Public holidays when a period has any. Until then the tab says No period summaries available. The tiles at the top of the page, Total worked, Overtime and Days worked, show the latest of these periods.

Under Status, a period is In progress while its totals can still change, and Finalized once your manager has closed it for payroll. Time dated in a closed period can no longer be added, changed, sent or removed:

• A draft, waiting or sent-back entry in that period offers no buttons. Its row says Closed for payroll. Ask your manager to reopen the month if this needs changing.
• If you try to add time on one of its days, the form says that the month is closed for payroll.
• If today is in a closed period, the Today card shows the same reason instead of its buttons.

Only your manager can reopen a closed month. When you send all your drafts, those dated in a closed month stay where they are and the others are sent.

Leave, closures and public holidays

Under Recent entries, each day also lists your leave, with Waiting for a decision while it is not approved yet, your workplace's closures (Closed: …) and public holidays (Public holiday: …).

Time recorded on a day of leave is not refused. The page warns you when you save it, and the day says You recorded time on a day of leave. If you worked, ask your manager to change the leave; if not, remove the time. To request or cancel leave, see Request leave.

Older time

Recent entries lists the last eight weeks. To see further back, select Show the last 6 months, then Show the last 12 months, under the list. The note there says where the list starts: Showing time from …. Older drafts and time sent back are always listed.

If something cannot be loaded

• Your time records could not be loaded right now. Your time cannot be recorded until it loads: Add time and the clock buttons are disabled and say Unavailable until your time records load. Reload the page in a moment.
• Your time today could not be loaded right now. The card shows no figure rather than a wrong one.
• The activities could not be loaded, so you cannot clock in yet. The list of activities did not load; try again later.
• Time recording is temporarily unavailable. Please try again. or We could not check whether this time is in a month closed for payroll, so nothing was changed. Please try again. Nothing was saved. If you were filling in the form, it opens again with what you typed, so you can try again.