Time Tracking

Learn how to accurately track your work hours using the Shifts platform’s check-in/out system, manage breaks, and ensure proper time recording for your shifts.

Overview

The Time Tracking feature in Shifts allows you to record when you start and end your work shifts, manage breaks, and maintain accurate attendance records. This article explains how to use the time tracking tools, understand verification requirements, and ensure your work hours are correctly recorded.

Accessing Time Tracking

Time tracking functions are available through multiple access points:

1. Dashboard: The “Clock In/Out” button appears prominently on your dashboard
2. Time & Attendance Menu: Navigate to the Time & Attendance section
3. Mobile App: Use the Shifts mobile app for on-the-go time tracking
4. Kiosk Mode: Some locations may have dedicated time clock kiosks

Checking In for a Shift

When you arrive for your shift, follow these steps to check in:

Web Check-In

1. Log in to your Shifts account
2. Click the “Clock In” button on your dashboard
3. Verify your location if prompted
4. Complete any required verification steps (photo, confirmation code)
5. Add notes if needed (especially if checking in from a different location)
6. Submit your check-in

Mobile Check-In

1. Open the Shifts mobile app
2. Tap the “Clock In” button
3. Allow location permissions if prompted
4. Complete identity verification if required (photo, biometric)
5. Add any necessary notes
6. Confirm your check-in

Kiosk Check-In

If your workplace uses a shared time clock kiosk:

1. Enter your employee ID or scan your badge
2. Select “Clock In” on the screen
3. Complete any verification steps
4. Confirm your check-in

Checking Out from a Shift

When your shift ends, follow these steps to check out:

1. Access the time tracking feature through the same method you used to check in
2. Select “Clock Out”
3. Complete any required verification steps
4. Add notes if necessary (especially if any issues occurred during your shift)
5. Confirm your check-out

The system will automatically calculate your total work hours based on your check-in and check-out times.

Managing Breaks

The Shifts platform allows you to track breaks during your shift:

Starting a Break

1. From the time tracking screen, select “Start Break”
2. Choose the break type (meal break, rest break, etc.)
3. Confirm to start your break
4. The system will record the start time of your break

Ending a Break

1. When returning from your break, select “End Break”
2. Confirm to end your break
3. The system will calculate your break duration
4. If your break was shorter than required, you may receive a notification

Break Types

Different types of breaks may be available based on your organization’s policies:

• Meal Breaks: Longer breaks for meals (typically 30-60 minutes)
• Rest Breaks: Shorter breaks (typically 10-15 minutes)
• Paid Breaks: Breaks that don’t reduce your paid hours
• Unpaid Breaks: Breaks that are deducted from your paid time

Verification Requirements

Depending on your organization’s security settings, you may need to complete verification steps when checking in or out:

Location Verification

• The system may verify that you’re at your assigned work location
• Mobile check-ins use GPS to confirm your location
• Location discrepancies may require manager approval

Device Verification

• The system tracks which devices you use for time tracking
• New or unrecognized devices may require additional verification
• You can register trusted devices for faster check-in

Photo Verification

If enabled by your organization:

1. The system will prompt you to take a photo during check-in/out
2. Position your face clearly in the frame
3. The photo will be stored with your time record
4. Managers may compare the photo with your profile picture

Time Window Restrictions

• Your organization may set allowable check-in/out windows
• For example, you might only be able to check in 15 minutes before your shift
• Actions outside these windows may require manager approval

Viewing Your Time Records

To review your time tracking history:

1. Navigate to Time & Attendance > My Attendance History
2. View a list of your time records with status indicators
3. Filter by date range, status, or location
4. Click on any record to view details:
   • Check-in and check-out times
   • Total duration
   • Break records
   • Verification data
   • Any manager adjustments or notes

Handling Special Situations

Missing a Check-out

If you forget to check out:

1. Go to Time & Attendance > My Attendance History
2. Find the incomplete record (marked with a warning icon)
3. Select “Request Missing Check-out”
4. Enter the actual time you ended your shift
5. Provide an explanation
6. Submit for manager review

Incorrect Time Entry

If you make a mistake during check-in or check-out:

1. Locate the record in your attendance history
2. Select “Request Correction”
3. Enter the correct information
4. Provide an explanation for the change
5. Submit for manager approval

Remote Work Check-in

If authorized to work remotely:

1. Use the mobile app or web interface to check in
2. Select “Remote Work” as your location type
3. Provide any required verification
4. Add notes about your remote work activities if required
5. Check out normally when your work is complete

Understanding Time Record Status

Your time records will display different status indicators:

• In Progress: Currently clocked in
• Complete: Successfully checked in and out
• Incomplete: Missing check-out
• Under Review: Flagged for manager review
• Approved: Verified and approved by manager
• Rejected: Not approved (requires attention)
• Adjusted: Modified by manager or administrator

Mobile Time Tracking Features

The mobile app offers additional features:

• Offline Mode: Clock in/out even without internet connection
• GPS Verification: Automatic location confirmation
• Shift Notifications: Reminders to check in/out
• Quick Access: Simplified interface for fast time recording
• Break Timers: Visual countdown of break time remaining

Best Practices

For accurate time tracking:

1. Be Consistent: Always remember to check in and out
2. Verify Location: Ensure you’re in the correct location before checking in
3. Track Breaks: Record all breaks properly
4. Review Records: Check your time records regularly for accuracy
5. Report Issues Promptly: Address any discrepancies immediately
6. Follow Verification Steps: Complete all required verification procedures
7. Use Trusted Devices: Use the same devices regularly for faster verification

Related Resources

• Timesheet Review
• Attendance Records
• Mobile Features
• Attendance Policies

This article should be updated when:

1. New check-in/out methods are added
2. Verification requirements change
3. Break management features are modified
4. Mobile time tracking capabilities are updated
5. Time record status types are changed
6. The time tracking interface is redesigned