Setting up punch entry policies

Punch entries are only supported for use with timesheets based on the Configurable timesheet format.

Employees must be assigned a punch entry policy before they can create time punches. These policies define a number of settings related to time punching, such as which devices the employee can use to create punches, and whether or not a photo of the user must be captured along with each punch.

Adding a punch entry policy

To add a policy:

  1. Go to Administration > Punch Time Entry > Punch Entry Policies.
  2. Click Add Punch Entry Policy.
  3. Complete the fields.
  4. Click Add.

You can now assign the policy to users in their user profiles.

About the key fields

Collect fields

Field name

This field...

Photo Capture Required

Requires that a photo be taken whenever a punch is made.

You can set this option to:

  • Required – Photo must be taken. If no camera is available (for example, if the employee is using the web app), time punches cannot be made.

  • Capture if available – Photo will be taken if a camera is available. Punch is recorded whether or not photo is taken.

  • Disabled – Photo is taken only if user is punching via CloudClock.

GPS Capture Required

Requires that the user’s location be recorded whenever a punch is made.

You can set this option to:

  • Required – Location must be recorded. If no GPS is available (for example, if the employee is using the web app), time punches cannot be made.

  • Capture if available – Location will be recorded if GPS is available. Punch is recorded whether or not GPS is available.

  • Disabled – Location is never recorded.

Activites on Punches

Determines whether employees can punch in and out against activities they’ve been assigned. You can set this option to:

  • None – Activities are not available.

  • Optional – Activites are available, but user isn't required to select an activity when they punch.

  • Required – Activites are available, and user must select an activity when they punch.

Punch into Breaks

Allows users to create a punch when they start and end a break. They must choose the break type, from those defined in your system.

Punch into Projects/Tasks

Determines whether employees can punch in and out against projects and tasks they are assigned to. You can set this option to:

  • Optional – Projects or Tasks are available, but user isn't required to select one when they punch.

  • Required – Projects or Tasks are available, and user must select one when they punch.

This is not yet supported for punches created using CloudClocks.

Extra Fields

Allows you to set up custom fields that display to users when they enter punches. Each field you add can be associated with clock ins, clock outs, transfers, or breaks.

To add an extra field to the punch entry policy:

  1. Click Add Extra Field.

  2. Select an existing field or select the Create Extra Field option to create a new field.

  3. If you're creating a new field, choose the new field's format (text or number) and name the field.

  4. Choose the punch action the custom field is associated with.

  5. Check the Prompt at time of punch option to have the field display along with the punch action you selected. If this option is disabled, the field will only display when supervisors, or users with full edit permissions, add or edit a punch in edit mode.

You can't create a new drop-down field from the Punch Entry Policy page, however you can assign one that was created for a timesheet template. You also cannot access drop-down fields via the CloudClock.

If the extra field options aren’t available, ensure the Object Extension Field permissions are enabled in your Administrator permission set.

Rules fields

Field name

This field...

Allow Punches From

Allows the user to add time punches using either:

  • CloudClock only, or

  • All devices, including the web app and any custom apps you’ve created

Maximum Work Segment Length

Specifies the maximum amount of time that can pass between two punches that are still considered a pair. Can be set to any value from 2 to 48 hours.

This setting can prevent inaccurate punches from being created if an employee forgets to punch out.

If the user punches in, and the maximum work segment length passes before they punch again, the next punch will be designated as belonging to the next punch pair.

Then, you'll have the opportunity to add the missing punch or punches manually, using the correct punch time.

For example:

If this option is set to 10 hours, and a user punches in at 8 p.m., and then next punches out at 8 a.m. the next day, punches will be recorded as follows:

Punch pair #1: [In at 8 p.m. – Out punch missed]

Punch pair #2: [In punch missed – Out at 8 a.m.]

When max work segment length is exceeded

Specifies which punch actions (e.g. Clock In, Clock Out) display to a user who has exceeded the maximum work segment length between punches defined in their policy.

You can choose one of the following options:

  • Show all punch actions (this is the default setting)

Choose this option if the missed punch or punches could be something other than an Out punch (for example, a Break punch or Transfer punch). The employee should choose the option that is correct at the time of their next punch, and should not attempt to create punches for punches missed in the past.

  • Show "clock in" as next available action

Select this option if you want to ensure the next punch is an In punch for a new punch pair. In this case, no incorrect Out time will be recorded, and you'll only need to add one punch manually (the missing Out punch).

This setting only applies to CloudClock.

Allocate Time to Days

Determines which day work hours are allocated to when a users creates a punch that crosses midnight.

There are three options available:

  • Leading Day

All hours worked are allocated to the first (or leading) day.

For example, say a punch user worked from 10pm to 6am on Jan 2 and 3, all hours are allocated to Jan 2.

This is the default option.

  • Split Across Midnight

Hours are allocated to the actual day when they were worked.

For example, if a user works from 10pm to 6am on Jan 2 and 3, 2 hours are allocated to Jan 2, and 6 hours are allocated to Jan 3.

If, for audit reasons, hours need to appear on the day when they were actually worked, you might want to choose this option.

  • Trailing Day

All hours worked are allocated to the last day of the shift.

For example, if a user works from 10pm to 6am on Jan 2 and 3, all 8 hours are allocated to Jan 3.

All hours display on the leading day in the Duration field in reports, regardless of what option you choose.

Employee edits

Controls whether the employee can edit all or part of their time punch data. You can set this option to:

  • Nothing – The employee cannot edit punch times or the fields associated with the punch, such as the activity or break type.

  • Everything but Time – The employee can edit the selections for a punch and can change the punch type (In, Out, or Break). They cannot edit the punch time.

  • Time – The employee can add or delete punches and can edit all data associated with a punch, including the punch time and date.

Apply Rounding Rule

Specifies the rounding rule to apply when the user punches in and out.

If the timesheet is already submitted

Determines whether punches can be added if the corresponding timesheet has already been submitted. You can set this option to:

  • Automatically reopen the timesheet to include new punches – timesheets reopen if a new punch is added, or existing punches are edited or deleted.

  • Prevent punches until the timesheet is reopened – all punch buttons are disabled if the corresponding timesheet has been submitted.

Validations

Specifies the requirements the punch entries must meet.

Click Validation and select an option from the list to add a validation rule. Repeat to add additional validations.

For information on the available rules, refer to Setting up punch validation rules.