Clock In

The Clock In module lets employees record their arrivals and departures by scanning a QR code at their outlet. Each scan is linked to the employee's scheduled shift for that day, giving you a complete picture of attendance without manual entry.

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How It Works

1. You generate a QR code for each outlet location from the Clock In page.
2. The QR code is printed and displayed at the entrance or a fixed point at that location.
3. When an employee arrives, they open Hopshift on their phone and scan the QR code.
4. Hopshift records the timestamp and links it to their shift for that day.
5. When they leave, they scan again to record the clock-out time.

Clock-in records appear in Clock In → Timesheets and require approval before they feed into payroll.

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Setting Up QR Codes

Generating a QR Code

1. Go to Clock In in the sidebar.
2. Click QR Codes.
3. Click Generate QR Code.
4. Select the outlet location this QR code belongs to.
5. Click Generate.

A unique QR code is created for that location. Each location should have its own QR code so records are correctly tagged to the right outlet.

Printing and Displaying

Click Download next to a QR code to save it as a PNG. Print it at A4 or A5 size and display it somewhere visible at the clock-in station. A laminated printout near the entrance or on a wall-mounted screen both work well.

Regenerating a QR Code

If a QR code is lost, damaged, or needs to be rotated for security reasons:

1. Go to Clock In → QR Codes.
2. Click the three-dot menu next to the location.
3. Select Regenerate.

The old code immediately becomes invalid. Download and replace all printed copies.

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Reviewing Clock-In Records

Timesheets

Go to Clock In → Timesheets to see all clock-in and clock-out records for the current period. Use the date range picker to view previous periods.

Each row shows:

• Employee name
• Shift date
• Scheduled start and end times
• Actual clock-in and clock-out times
• Variance (how early or late the employee was)
• Status: Pending, Approved, or Adjusted

Filtering and Searching

• Filter by employee name, department, or outlet
• Filter by status to see only records awaiting approval
• Use the date range selector to view a specific week or period

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Approving Timesheets

Clock-in records must be approved before payroll can use them.

Approving Individual Records

1. Click a record row to open it.
2. Review the clock-in and clock-out times.
3. Click Approve to accept the record as-is.

Bulk Approving

To approve all pending records for a period:

1. Select the checkboxes next to the records you want to approve.
2. Click Approve Selected.

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Adjusting Records

Sometimes a clock-in time needs to be corrected: for example, if an employee forgot to scan on arrival or scanned at the wrong time.

1. Open the clock-in record.
2. Click Adjust.
3. Enter the correct clock-in or clock-out time.
4. Add a note explaining the adjustment (required).
5. Click Save Adjustment.

Adjusted records show an Adjusted badge so the change is always visible in the audit trail.

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Missing Clock-Ins

If an employee has a shift on the schedule but no clock-in record, it appears in Clock In → Approvals as a Missing entry.

You can:

• Create a manual record: click Add Record, enter the employee's actual times, and approve it.
• Mark as absent: click Mark Absent if the employee did not work that shift.
• Ignore: leave it unresolved if the shift was cancelled informally and no record is needed.

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Clock In and Payroll

When setting up a payroll run, you choose whether to base pay on:

• Scheduled hours: uses the employee's assigned shift hours regardless of when they actually clocked in.
• Clocked hours: uses the approved clock-in/clock-out records.

Most operations use scheduled hours for salaried employees and clocked hours for hourly or part-time staff. The setting is configured per payroll run in Payroll → New Run → Pay Basis.

See Payroll for more details.

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Permissions