PHP POS provides an easy way to keep track of your employee time and wages, including paid time off. When the time clock has been enabled, you will see a new option in the right menu for the Time Clock.

 

In this article you will find how to:

• Enable the Employee Time Clock
• Clocking In for Employees
• Clocking Out for Employees
• Viewing Time Clock Records for Employees
• Viewing Employee Time Clocks for Admins
• Requesting and Viewing Time off Requests for Employees
• Approving and Viewing Employee Time off Requests for Admins

 

Enable the Employee Time Clock

Navigate to the Store Config feature in the left menu.

 

In the search type Clock.

 

You’ll see the Employee options come up in the list with options. To start tracking employee time, click to Enable Time Clock.

 

There are two other options to consider when tracking employee time:

 

Enable Time Clock Paid Time Off
If you want employees to be able to request time off and record time off for employees, enable this feature.

Log Out Automatically When Clocking Out
Enabling this option means that any time an employee clocks out in the software they will automatically be logged out from the software.

 

When  done click Save in the bottom right to keep your settings.

 

Clocking In for Employees

Once the time clock has been enabled in PHP POS, an employee will be brought to the time clock feature as soon as they sign into the program.

 

Employees have the option of adding a comment, for example an explanation for being late or a reason for coming in early before they Clock in.

 

If an employee clicks out of the clock in screen, they can easily return to it by clicking their name in the top right and selecting Time Clock.

Employees can also navigate to the Time clock feature in the left menu.

 

A popup will let an employee know they successfully clocked in to work.

 

Clocking Out for Employees

When an employee goes to logout of the software, they will automatically be brought to the time clock feature and prompted to clock out.

 

 

An employee won’t be able to log out of the system without selecting one of the clock out options.

 

Clock out
This will end the time clock for an employee. Depending on admin settings, a user may automatically be logged out of the system as soon as they clock out.

 

Logout WITHOUT clocking out
This is for when an employee might be doing work away from the system and so needs to be logged out of the program without stopping their work hours.

Employees can also navigate to the Time clock feature in the left menu to clock out at any time.

 

A popup will let an employee know they successfully clocked out of work.

 

 

Viewing Time Clock Records for Employees

An employee can view their time clocks at any time when they’re logged into the software.

Navigate to the Time clock feature in the left menu.

 

Click My punches to view your previous clock in and outs.

 

Employees can then view the weeks time clock, and print the record by clicking Print in the bottom right.

 

Viewing Employee Time Clocks for Admins

To view the clock in times for your employees, navigate to the Reports main feature.

 

Scroll to the bottom of the reports list and click Time Clock.

 

A list of time clock reports will populate. There are two reports that deal with employee time clocks. For both reports, you need to enter report parameters:

 

Date Range
Select the range of time you want to see the time clock for.

Employee
By default all employee time clocks will show, if you only want to see the time clock for a specific employee, select their name in the drop down.

Locations
If you have multiple locations you can select the specific ones you want to view information for.

Export to Excel
You can select to automatically download an excel of the report if you select Yes.

 

If you just need a quick overview of the hours employees have worked and their total pay for a selected period, then choose Summary Reports.

If you need to correct time cards or add missed punch ins and outs, then choose Detailed Reports. Detailed reports will show you the specific clock in and out times in a given time as well as employee comments, the IP address used by employees and give you the option to edit or delete incorrect clock ins.

 

Edit or Delete - erroneous clock in and out entries

 

Add missed time clock punch in/out - for employees who forgot to clock in or out you can manually add the information on the Time clock info page.

Employee
Select the employee the punch in information is for.

Clock In
Select the date and time the employee started working. See here for more information on the calendar and clock drop down.

Clock Out
Select the date and time the employee stopped working. See here for more information on the calendar and clock drop down.

Clock In Comment
Add any additional information.

Clock Out Comment
Add any additional information.

Hourly Pay Rate
Enter the hourly pay rate for the employee^.

 

Click Save in the bottom right to save the new time clock record.

 

Requesting and Viewing Time off Requests for Employees

An employee can request and view their time off requests in the system if the admin has enabled the time off feature.

 

Navigate to the Time clock feature in the left menu.

 

Click Request time off to start a request.

 

The following information should be filled out, but is not required:

Start Date
The date the requested time off would begin.

End Date
The date the requested time off would stop.

Hours Requested Off
Enter the total number of work hours being asked off.

Is Paid?
Click if the time being requested should be paid time off and involve payroll.

Reason
Optional space to explain the reason for the time off request, or the type of time off it is such as sick or vacation.

 

When finished with the request, click Submit. A banner will inform you if your request was submitted successfully.

 

To view your time off requests and see their status, navigate to the Time clock feature in the left menu.

 

Click My Time Off Requests.

You will be able to see the dates you have requested off, the total hours requested, and the status of the request.

Time off requests will show as Pending until an admin either approves, or denies a request. If a time off request has been denied, it will show as Not Approved. Approved requests will simply show Approved.

 

Approving and Viewing Employee Time off Requests for Admins

To view the time off requests for your employees, navigate to the Reports main feature.

 

Scroll to the bottom of the reports list and click Time Clock. In the new menu, select Time Off Reports.

 

On the Report Options page select which time off requests you want to view by filling in the parameters:

 

Date Range
Select the range of time you want to see time off requests for. This is the time that the actual time off is to take place, not when the request was put in.

Employee
By default all employee time off requests will show, if you only want to see the requests for a specific employee, select their name in the drop down.

Show Approved
By default, time off requests that have already been approved will not display in the report. If you want to see already approved requests in your results, enable this option.

Export to Excel
You can select to automatically download an excel of the report if you select Yes.

 

When finished, select Submit to see your report. The Report Options page will open.

As an admin you have three options when working with employee time off requests.

Edit
You can change or update an employee time off request. An employee may have selected the wrong dates or incorrect number of hours in their request, or the request should have been for unpaid time off.

Deny
If an employee time off request is denied, the option can be selected here. Use caution when denying a request as this cannot be undone.

Approve
If an employee request is approved, the option can be selected here.