Configure check-ins
Employee check-in is a feature that allows you to track the attendance and work hours of your employees. You can use employee check-in to monitor their productivity, performance, and compliance. You can also use employee check-in to assign work tasks, pay different hourly rates, and generate payroll reports.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configuration icon.
Search for and select the Check in setting from the Employee section.
Customize various options for employee check-in.
Click Save.
Restrict employee check-in and check out to logged in user
This option allows you to control who can access the employee check-in feature. You can choose to allow any role with access to the Administrator mode or only specific roles.
Use a biometric device for employee attendance
This option enables you to use a fingerprint scanner or a facial recognition system to verify the identity of your employees. You need to enable this option at both the organization and center levels.
Enable use of biometric device for employee attendance at the center level
At the center level, click the Configuration icon.
Search for and select the Use a biometric device for employee attendance setting from the Employee section.
Enable the setting.
Click Save.
Allow employees to request changes to check-ins
Employees can request to add new check-ins or modify existing check-ins. All requests will be reviewed by managers before being processed for payroll.
Required roles: Any role with access to the Administrator mode
At the center level, click the Configuration icon.
Search for and select the Allow employees to request missed checkin setting from the Employee section.
Enable this setting.
Click Save.
To prevent employees from requesting new check-ins or modifications to existing check-ins, turn off the Allow employees to request missed checkin setting.
Impacts and considerations
When this setting is enabled, employees can request to add new check-ins or modify existing check-ins on the Manage check-ins page.
Allow multiple check ins
This option allows your employees to do more than one check-in in a day. For example, they can check in for different work tasks or different shifts.
Enable work tasks
This option allows you to pay different hourly rates for different work tasks that your employees perform. For example, you can have a task that requires more creativity or skill than another task. When you enable this option, your employees must check in and check out separately for each work task for accurate payroll calculations.
Only manager can assign work task to check-ins
This option restricts who can assign work tasks to employees during check-ins. Only managers can do this, while employees cannot select or change their own work tasks.
Waive authorization for employee check in
This option allows you to skip the authorization step when checking in employees manually via the appointment book. The front-desk staff will be able to check in employees with a single click without entering their username and password. This option does not apply if you use a biometric device for employee-check-in.
Block employees from checking in early
Businesses must track employees' time closely for accurate payroll calculations. To track time accurately, business owners can prevent employees from checking in earlier than their scheduled time.
Prevent employees from checking in early for your organization
At the organization level, click the Configurations icon.
Search for and enable the Block employees from checking in early setting in the Employee section.
Specify (in minutes) how much before their scheduled time an employee can check in.
Click Save.
Prevent or allow employees from checking in early for your center
You can view this center-level setting only if the Block employees from checking in early setting is turned on at the organization level.
At the center level, click the Configurations icon.
Search for and enable the Override organization setting to block employee early check in setting in the Employee section.
Specify whether you want to allow or prevent employees from checking in before their scheduled times.
Click Save.
Note
It is recommended that only one of the settings, Employee early check-in and Block employees from checking in early be enabled at a time. If both are enabled, then the system might not alert the front-desk staff to check-in providers/employees before they can change the status of appointments in Appointment and Queue view.
Configure breaks
Break time settings can be configured for both automatic and manual deductions. Automatic break time is deducted for each check-in/check-out and is not cumulative of all check-in/check-outs on a given day. Manual break time requires specifying a duration in minutes and allows employees to check in during break time if enabled.
At the center level, click the Configurations icon.
Search for and select the Break Time setting from the Employee section.
Enable the Break time setting.
Select Manual.
Enter the break time duration in minutes.
Enter the Break label.
Select whether the employee can check in during the break time.
Click Save.
Example: Lucy, an employee, works two shifts in a day. Shift 1 is from 9:00 AM to 12:00 PM and Shift 2 is from 2:00 PM to 6:00 PM. The center has configured a manual break time of 60 minutes tagged as ‘Lunch Break’. Even if Lucy checks in and out multiple times, only 60 minutes is deducted from her total hours worked—not from each individual shift.
At the center level, click the Configurations icon.
Search for and select the Break Time setting from the Employee section.
Enable the setting.
Select Automatic.
In the Deduct break time after working (in minutes) field, enter the time.
In the Specify break time in minutes field, enter the time.
Click Save.
Example 1 (Without Tasks): Sanya, an employee clocks in at 8 am and clocks out at 6 pm. The admin has configured automatic break time so that 30 minutes will be deducted after working 8 hours. In this scenario, Sanya's productive time will be considered as 9 hours 30 minutes and break as 30 minutes.
Example 2 (With Tasks): A technician logs multiple service tasks totaling 8 hours and 20 minutes. The center has configured a 20-minute break deduction after 8 hours. The system automatically deducts the break since the threshold was crossed. Productive time will be considered as 8 hours and break time as 20 minutes.
Example (Without work tasks): Liam clocks in at 8:00 AM and clocks out at 5:00 PM. The center configures automatic breaks to deduct 30 minutes after 8 hours of work. Since Liam works for 9 hours, the system deducts 30 minutes. His productive time is 8 hours 30 minutes; break is 30 minutes.
Example (With work tasks): Olivia performs multiple work tasks during her shift. She spends 4 hours on Inventory Management and 4 hours 15 minutes on Training new hires. The center configures automatic breaks to deduct 20 minutes after 8 hours of work. Since Olivia works 8 hours 15 minutes, the system deducts 20 minutes. Her productive time is 7 hours 55 minutes; break is 20 minutes.
Automatic break time: Impacts and considerations
Employees cannot clock out for breaks when automatic break deduction is enabled.
The system deducts breaks automatically after the set hours worked are reached.
Additional breaks are deducted as work exceeding the specified duration occurs.
Breaks are deducted regardless of hourly rate or task.
The automatic break time can be seen on the payroll report using the following new columns:
Total hours (excluding meal break)
Automatic enabled - Yes/No
Meal break - Enabled/Disabled
These columns will be visible regardless of whether automatic breaks are enabled or disabled. The columns will be displayed in the zone payroll report, even if one center has breaks enabled and another has breaks disabled.
Set up reasons for missed attendance
Specify the reasons employees can use when requesting additions or modifications to their check-ins and checkouts on the Manage check-ins page.
Required roles: Any role with access to the Administrator mode
At organization center level, click the Configuration icon.
Search for select Missed attendance reasons from the Employee section.
To create a new reason, click Add.
Enter a name, code, and description.
Select the Active checkbox.
Click Save.
You can also edit existing reasons from the Missed attendance reasons page.
At the center level, you can view the existing reasons from the Missed attendance reasons page.