Staff Clock On/Off

Clock On/Off allows staff who log into HirePOS to record their normal working day, including clock-on, lunch and clock-off times.

It is designed for employees using HirePOS as part of their normal workday.

For casual or job-based crew who only need to see assigned jobs and enter time against those jobs, use Crew Job Agenda and Mobile Timesheets instead. Those workers do not require a HirePOS User account.

To use Clock On/Off, the staff member needs:

• A HirePOS User account

• An active Staff record

• The same email address on both the User and Staff records

HirePOS uses the matching email address to identify which Staff record belongs to the logged-in user.

General Users also need the appropriate Timesheets access.

Restricted user types intended only for functions such as Delivery/Pickup or Dispatch are not suitable for the normal Clock On/Off workflow.

Go to:

HR > Clock On/Off

If HirePOS cannot find an active Staff record with the same email address as the logged-in User, the staff member will be prompted to contact an administrator.

At the beginning of the working day:

1. Open HR > Clock On/Off.

2. Click Clock On.

HirePOS records the start time automatically and begins calculating Work Time.

When beginning lunch:

1. Click Start Lunch.

When returning:

1. Click Finish Lunch.

The lunch duration is recorded separately and excluded from the calculated working time.

A lunch break must be finished before the employee can Clock Off.

At the end of the working day:

1. Click Clock Off.

2. Confirm that work has finished.

HirePOS records the finish time and calculates the total work time after deducting the recorded lunch break.

The completed shift is then available for review through Timesheets.

A staff member can have more than one clock record in a day.

After completing one shift, click Clock On Again to begin another.

This creates a separate clock record.

Use Shift Notes to record information that may be useful when the time is reviewed.

Examples include:

• Late start

• Early finish

• Missed break

• Travel

• A forgotten Clock Off

• Another reason the recorded times may need attention

Click Save Notes to save the notes without changing the current Clock On/Off state.

Once the clock record has been approved, it becomes read-only.

Manager Comments may also appear as read-only information for the staff member.

The Current Shift area shows information including:

• Clock On time

• Lunch Start and Finish

• Clock Off time

• Work Time

• Lunch duration

• Current status

The current status may show as:

• Not clocked on

• Clocked on

• On lunch break

• Shift complete

If a clock record has remained open from a previous day, HirePOS displays a warning so the entry can be reviewed.

Recent Shifts shows the staff member's latest clock records and their current status.

Statuses can include:

• Active - the shift is still in progress

• Pending - the shift has been completed and is awaiting review

• Approved - the shift has been approved and is read-only

Use View Timesheets to open the related Timesheets area.

Clock On/Off and mobile job Timesheets are separate workflows.

Use Clock On/Off when the employee is recording their normal attendance for the working day.

Use Job Agenda and Mobile Timesheets when the person is working on specific jobs that have been assigned to them.

A worker using only the Job Agenda does not need a normal HirePOS User account.

Check that:

• The Staff record is active.

• The Staff email matches the HirePOS User email exactly.

If the staff member is currently on lunch, click Finish Lunch first.

Add a Shift Note explaining what occurred so the record can be reviewed.