Time Tracking Guide

Audience: All Staff Difficulty: Basic Estimated Time: 15 minutes

Overview

The TrafficPOS time tracking system provides a complete solution for employee time management, including clock in/out functionality, break tracking, overtime calculation, and payroll reporting.

Compliance Ready: Built-in compliance features ensure accurate record-keeping and adherence to labor regulations.

System Features

🕐 Time Clock

  • Simple clock in/out interface
  • Break tracking and management
  • Automatic overtime calculation
  • Real-time hour tracking
  • Integrated pay calculation

Comprehensive Reporting

  • Individual employee time cards
  • Flexible date range reports
  • Payroll export functionality
  • Overtime summaries and analysis
  • Department-based tracking

Security & Compliance

  • PIN-based secure clock in
  • Manager override capabilities
  • Edit restrictions and permissions
  • Complete audit trail
  • Labor law compliance features

Advanced Management

  • Scheduling integration
  • Department cost allocation
  • Break compliance monitoring
  • Overtime alerts and controls
  • Multi-location support

Employee Setup

Creating Employee Accounts

1

Add New Employee

Navigate to Employee Management → Add Employee

  • Enter complete employee details
  • Assign unique 4-digit PIN
  • Set hourly wage rate
  • Select department/location
  • Configure access permissions
2

Configure Time Rules

  • Regular Hours: Standard 40-hour threshold
  • Overtime Multiplier: 1.5x for hours over 40
  • Break Requirements: Mandatory break schedules
  • Rounding Rules: 15-minute increments (typical)
  • Grace Period: 5-minute early/late allowance

Daily Operations

Employee Clock In Process

Method 1: PIN Login (Recommended)

  • From the main login screen, select "Employee PIN"
  • Enter your 4-digit PIN on the numeric keypad
  • System automatically clocks you in
  • Confirm clock-in time displayed

Method 2: Full Login

  • Login with email and password
  • Navigate to Time Tracking page
  • Click the large "Clock In" button
  • Verify start time and begin work

Break Management

☕

Taking Breaks

Start Break:

  • Click "Start Break" in time tracking
  • Select break type: Paid or Unpaid
  • Work timer automatically pauses
  • Break timer begins counting

End Break:

  • Click "End Break" when returning
  • Work timer resumes automatically
  • Break time recorded in timecard
  • Continue normal work activities

Clock Out Process

🏁

End of Shift

  • Navigate to Time Tracking page
  • Click "Clock Out" button
  • Confirm end time is correct
  • Review daily hour summary
  • Note any overtime hours earned

Manager Functions

Viewing All Timecards

1

Access Time Reports Dashboard

Navigate to Admin → Time Tracking → All Employees

2

Apply Filters

  • Date Range: Select specific period
  • Employee: Individual or group view
  • Department: Filter by work area
  • Status: Active shifts or completed timecards

Editing Time Entries

✏️

Making Time Corrections

  • Locate the employee's timecard entry
  • Click the edit icon next to time entry
  • Adjust clock in/out times as needed
  • Add missed punches or breaks
  • Document reason for change
  • Save changes (creates audit trail)

Timecard Approval Process

Weekly Approval Workflow

  1. Review Period: Check all employee entries for accuracy
  2. Verify Hours: Look for overtime, missed breaks, anomalies
  3. Make Corrections: Edit any incorrect entries
  4. Approve Timecards: Mark as ready for payroll
  5. Add Notes: Document any special circumstances

Payroll Processing

Generating Payroll Reports

1

Setup Payroll Export

Navigate to Time Tracking → Reports → Payroll Export

  • Select pay period date range
  • Choose specific employees or all
  • Include overtime calculations
  • Select export format
2

Export Options

Format Use Case Features
CSV Spreadsheet integration Excel compatible, custom calculations
PDF Record keeping Professional format, printable
QuickBooks Direct import Automated payroll processing
ADP/Paychex Payroll service Compatible with major providers

Automatic Pay Calculations

Regular Hours

  • Standard Rate: Up to 40 hours per week
  • Department Rates: Different rates by position
  • Shift Differentials: Evening/weekend premiums
  • Break Deductions: Unpaid break time removed

Overtime Calculations

  • Time and Half: 1.5x rate over 40 hours
  • Double Time: 2x rate for holidays/extremes
  • Daily Overtime: Configurable daily limits
  • California Rules: Special overtime calculations

Advanced Features

Department Tracking

🏢

Multi-Department Operations

  • Department Clock-In: Select department when clocking in
  • Time Allocation: Track hours by department/cost center
  • Transfer Between Departments: Switch during shift
  • Department Reports: Analyze labor costs by area

Compliance Monitoring

Break Compliance Features

  • Required Breaks: System alerts when breaks are due
  • Missed Break Alerts: Notifications for missed mandatory breaks
  • Overtime Warnings: Alerts when approaching overtime thresholds
  • Manager Approval: Required approval for excessive overtime
  • Compliance Reports: Documentation for labor audits

Best Practices

For Employees

Daily Routine

  • Clock In Immediately: Upon arrival at work
  • Take Required Breaks: Follow company policy
  • Clock Out Properly: After completing all work
  • Report Issues: Missed punches or errors

Accuracy Tips

  • Verify Times: Check clock-in/out times
  • Document Issues: Note any system problems
  • Review Timecards: Check weekly totals
  • Ask Questions: Contact manager with concerns

For Managers

Daily Management Tasks

  • Monitor Active Clock-Ins: See who's currently working
  • Check Overtime Accumulation: Track weekly totals
  • Verify Break Compliance: Ensure breaks are taken
  • Address Attendance Issues: Late arrivals, early departures

Weekly Management Tasks

  • Review All Timecards: Check for accuracy
  • Make Necessary Corrections: Fix errors and missed punches
  • Approve for Payroll: Authorize time entries
  • Export Data: Send to payroll processing

Troubleshooting Common Issues

Clock-In Problems

Can't Clock In

  1. Verify PIN is entered correctly
  2. Check if already clocked in from earlier
  3. Ensure within allowed time window
  4. Contact manager for manual entry

Missing Time Entry

  1. Check the correct date range
  2. Verify entry wasn't accidentally deleted
  3. Look for early morning or late night entries
  4. Request manager to add manually

Calculation Issues

Wrong Hours Calculated

  • Verify all clock in/out times are correct
  • Check that break times are accurate
  • Review overtime calculation rules
  • Contact payroll for manual recalculation

Export Problems

  • Ensure date range is not too large
  • Verify sufficient permissions for export
  • Try smaller date ranges
  • Use different export format

Quick Reference

Employee Daily Workflow

1

Arrival

Clock in immediately with PIN or login

2

Breaks

Start/end breaks using time tracking

3

Departure

Clock out after completing all work

Manager Weekly Workflow

Review → Correct → Approve → Export

Weekly cycle for processing employee timecards

Related Guides

Employee Management

Set up employee accounts and configure permissions

Delivery System

Track driver hours and delivery performance

Security Guide

Security considerations for employee data