Fixed Schedule Setup & Troubleshooting

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Overview

The fixed schedule feature is a great option for employees who work the same shifts each week. You can also use the fixed schedule to automatically deduct breaks from employees’ shifts. Currently, fixed schedules can only be set up when accessing OnTheClock as an administrator via browser.

Setup

Step 1: After logging in, navigate to “Schedule,” then “Fixed Schedule.”
Step 2: Click “Add Schedule.”

add schedule
Step 3: Name your schedule (i.e., “Day Shift”).
Step 4: Specify number of breaks.

naming breaks
Step 5: Specify start and end times for each day.

specify start and end
Step 6: Select the employees for this schedule.
Step 7: Optionally, toggle “Punch Reminder” on for an employee to send them clock in/out reminders.

apply punch reminder

What to Expect

After you have added your fixed schedule, manual breaks, auto breaks, in and out times will show in the employee profile for when it is queued to take place. You can also check if reminders have been sent as an administrator by checking out the raw log for the account.

 

Automatic breaks will display in your time card entry with an “OA” to indicate this was an automatic clock in from the system. 

 

Employees will see they are scheduled for an automatic clock in or out. They will also receive a message with their scheduled break time on their clock-in screen.

 

As an administrator you can review your account activity log to see that reminders were sent.

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Troubleshooting

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Yes — you can create multiple fixed schedules. However, an employee can only be assigned to one fixed schedule at a time.
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You can create a fixed schedule specific to each employee and assign them to it.
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The fixed schedule and employee schedule do not integrate. The employee schedule is a tentative schedule for employees with shifts that may vary each week. The fixed schedule is for employees who follow the same schedule each week.
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If you enabled punch reminders, your employee will get a reminder to clock in or out 10 minutes before the designated time.
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Out time is how you specify an exact time of day for the schedule to end. For example you can enter “5:00 PM”. Out hours is how you specify a number of hours you would like worked before clock out. For example you can enter “8.00” to specify 8 hours should be worked before receiving notice and being auto clocked out.
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No — we do not automatically clock employees in for attendance purposes. Automation can only take place when an employee initiates a clock-in for the day.
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Selecting “manual” means the employee will need to clock in or out at the specified time. Selecting “auto” means that the clock in and out will be handled automatically by the system.
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Selecting “no” means this break when taken is not paid and will be logged under “UBR” (unpaid break). Selecting “some” means you can enter in a specified amount that is to be paid and anything over will not be. Selecting “yes” means that the entire duration entered will be paid.
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The “fixed schedule” is intended for employees that consistently work the same schedule each workweek. “View schedule” is a dynamic schedule builder that will allow you to create schedules with various shifts. You can add locations and details on this schedule.
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You will want to adjust your time clock settings to include the “UBR” column on the timecards. This column will tally the time duration for unpaid breaks.

What's Next

Shift Schedules

Learn how to set up shift schedules for your employees.

Employee Profiles and Settings

Learn how to customize the way your employees use OnTheClock.

Archiving

Learn how to archive your time cards to prevent retroactive changes.