Clock In
Set up app-based clock-in with GPS and photo checks, watch attendance, and approve out-of-schedule clock-ins
Clock In lets employees record their arrivals and departures from the Hopshift app on their phone. Each clock-in is checked against the outlet's location, optionally backed by a selfie, and linked to the employee's scheduled shift for that day. This gives you a complete picture of attendance without manual entry.
How It Works
- You turn on Clock In for the company and set the GPS coordinates and radius for each location.
- When an employee arrives, they open Hopshift and tap Clock in. The app checks they are within the location's radius and, if required, asks for a selfie.
- Hopshift records the time and links it to their shift for that day.
- During the day they can Start break and End break; when they leave they tap Clock out.
Records appear on Clock-in & Attendance as they happen. Clock-ins made inside the scheduled shift are recorded straight away; clock-ins outside the schedule can be routed to Approvals.
A shared kiosk mode is also available at /kiosk/your-company for outlets that prefer one device at the door.
Setting Up Clock-In
Go to the company's Settings and open the Clock In tab.
| Setting | What it does |
|---|---|
| Enable Clock In | Allows employees of this company to clock in and out |
| Geo-restriction | Blocks clock-ins outside the geofence radius of a location |
| When location can't be verified | Block the clock-in, or Allow, but flag for review (the record is queued for a manager) |
| Require Photo on Clock-in | Employees must take a selfie when clocking in |
| Require Photo on Clock-out | Also require a selfie when clocking out |
| Location Coordinates | GPS coordinates and radius (in metres) for each location |
Set coordinates for every location where staff clock in. The page shows how many of your locations have a geofence configured. If Geo-restriction is on but no geofences exist, the page warns you and clock-ins will be blocked.
GPS location is always recorded when employees clock in, whether or not Geo-restriction is on.
Employees are matched to the locations they are tagged to on their profile. An employee with no location tag can clock in at any of the company's locations.
Watching Attendance
Go to Clock-in & Attendance (Scheduling section of the group sidebar). It shows today by default, grouped by location.
Each location card shows a tile per person:
- Working, On break, Done: people who have clocked in today
- Needs review: a clock-in that is waiting for a manager (out of schedule, or location could not be verified)
- Late, Expected, No-show: people with a shift today who have not clocked in yet
Click a tile to open the day's timeline for that person: every clock event, the photo if one was taken, and a link to review it in Approvals.
Filters at the top: From, To, Company, Location, Department, Status, Photo and Employee ID. Statuses are Pending review, Approved, Rejected, Auto-closed, Edited and Out of schedule. Use Export CSV to download the filtered records.
Payroll timesheets are a separate page: Payroll > Timesheets on the company, where Generate timesheets builds the period from scheduled shifts with the actual clock-in and clock-out times laid over them.
Approving Out-of-Schedule Clock-Ins
Only out-of-schedule clock-ins wait for approval, and only when out-of-schedule approval is enabled for the company. Normal clock-ins are recorded straight away.
When an employee clocks in outside their scheduled shift, the app tells them the entry needs manager approval and lets them add a note. The record then appears on Approvals > Clock-in (group) or on the company's Pending Clock-in Approvals page.
Each card shows the employee, the shift, the actual time, the note and the photo. Click Approve or Reject, or Edit to change the time first. Tick several cards to Approve or Reject them together.
Approving a clock-in does not immediately affect payroll. Records are pulled into the payroll run when the period's timesheets are generated.
Correcting Records
Sometimes a clock time is wrong: an employee forgot to clock in, or clocked in at the wrong time.
The employee fixes it themselves from Attendance in the app by sending a Request Correction (wrong time, missed check-in, missed check-out, late check-in, or accidental). The request lands on Approvals > Clock-in, where the manager sees the original and requested times and a Time to record field: "Employee asked for [time]. Change this to approve a different time." Approving writes the corrected time and the record shows the Edited status.
Managers can also press Edit directly on a card in Approvals. See Forgot to Clock In or Out for the full flow.
Missing Clock-Ins
If an employee has a shift today but no clock-in, they show as Late, Expected or No-show on Clock-in & Attendance. Click the tile and choose:
- Add manual clock-in: enter the actual times on their behalf
- Report sick leave: record same-day sick leave for them
- Mark as no-show: confirm they did not work the shift (optional reason)
A forgotten clock-out means the day counts as not worked until it is corrected. Nobody is paid for an open session, so resolve open sessions and no-shows before payroll.
Clock In and Payroll
Payroll timesheets use scheduled shifts as the baseline and lay the actual clock-in and clock-out times over them. Salaried employees are paid their salary regardless; for hourly and daily staff the timesheet hours drive pay. Overtime is only paid on days with an approved OT request (see Overtime Policy).
See Payroll for more details.
Permissions
| Access level | What they can do |
|---|---|
| Group Admin / Admin | Configure clock-in settings, view all attendance, approve, reject and edit records |
| Manager | View attendance and approve records for the employees they manage |
| Employee | Clock in and out, view their own hours and attendance, request corrections |