How do I set up the time clock for my staff?

Staff can clock in on their own phone, or on a front desk tablet with a PIN. Set it up once, and then your weekly routine is just reviewing and approving.

Before you begin

• You must be an owner. Do the location steps while standing inside the gym with your phone.
• Add each person on Staff with the Staff role. See How do I add a staff member or give someone back office access?.
• Leave Email them how to sign in ticked. The email explains how to sign in, put the back office on the Home Screen and use the time clock.

Steps

1. Open Timesheets. The card Set up the time clock is open at the top until everything is done.
2. Set the gym's location. Standing in the gym, tap use my phone's location as the gym's.
3. Mark the gym's Wi-Fi (recommended). On the gym's Wi-Fi, tap mark this internet connection as the gym's. Then a weak GPS signal inside the building still counts, and the front desk tablet is checked too.
4. Each person clocks in once. They open their email, sign in, tap Time clock and I understand, then Clock in. A table shows who got the setup email, signed in, allowed their location and has a tablet PIN. Press Send setup email or Send again for anyone.
5. Front desk tablet (optional). Open Time clock settings and find the list of people. Type a New PIN (4 to 6 digits) beside a name and press Set. Then on the tablet, open the time clock kiosk and lock the tablet to that page: Guided Access on an iPad, or App pinning on Android. Staff type their PIN and tap Clock in.
6. QuickBooks (optional). See How do I approve staff timesheets each week and send hours to QuickBooks?.

To change the rules

1. Open Time clock settings on the Timesheets page.
2. Adjust Counts as at the Gym Within (Meters), Refuse Clock-In When Farther Than (Meters), Reminder to Clock Out After (Hours) and Clock Out Automatically After (Hours).
3. Staff can clock in and out switches it on or off. Smart reminders sends a notification when someone is due to clock in or forgot to clock out.
4. Press Save settings.

What you'll see

• The card changes to a check mark and "Time clock is set up" when your location is set and everyone has signed in or has a PIN.
• Each clock-in shows a check ("at the gym") or a warning on Timesheets.
• A PIN shows "PIN set" or "No PIN" next to each name. Remove deletes one.
• Easy PINs are refused, and a PIN has to be unique.

Troubleshooting

Someone cannot clock in at the gym. Mark the gym's Wi-Fi (step 3) and ask them to allow location when asked. Clocking in on the gym's internet always counts.

A PIN is refused. Choose 4 to 6 digits that are not easy to guess, like 1234, and not used by someone else.

Time clock does nothing for league sites. The time clock is switched off for league websites.