Overview of Employee Profiles and Settings

Overview

First and last name, as well as an email (or username) and password, are required to create an employee profile. You can also create an employee ID number on this page. After you enter the employee’s contact information, you can invite them to OnTheClock via email or text message.

Setup

To add and invite employees, you must create their basic profile. This can be done while logged in as an administrator via browser.

1. Step 1: Log in as an administrator, then navigate to “Employees.”
2. Step 2: Click “View Employee List,” then “Add Employees.”
3. Step 3: Click “Add One.”
4. Step 4: Fill out the employee’s profile.

What to Expect

Additional Options 

• Time Zone: A time zone is required for all employees. By default, the employee’s time zone will match your time clock’s.
• Manual Time Entry & Adjustment: Toggle this on if you’d like this employee to make edits to their own time card.
• Allow Changing Password: Toggle this on if you’d like this employee to change their password from the one you’ve created.
• Auto Adjust For Daylight Savings: By default, this setting is on, meaning that this employee’s time cards will automatically adjust for daylight savings. Toggle this off if they don’t use daylight savings (as is the case for residents of Hawaii and Arizona).
• Allow Check In: Toggle this on if you’d like this employee to be able to send a “check in” notification when they begin their shifts.
• Allow Clock In/Out: This slider enables or disables the clock in/out buttons. By default, clocking in/out will be enabled.
• Department: You can assign a department for the employee, if applicable.
• Manager(s): You can assign up to 5 managers to a single employee, if applicable.
• Notes: Enter notes here for reference.

Salaried Options

• Is Salaried: Toggle this on if the employee is salaried.
• Hours Per Day: Enter the number of hours per day the employee is expected to work.
• Days Worked: Click the days of the week that the employee is expected to work.
• Start Date: Your employee’s start date.
• End Date: Your employee’s end date (if applicable).

Overtime and Breaks 

• Overtime After: Set the rule for when this employee will start accumulating overtime (i.e., 40 hours per week).
• Auto Deduct Break: Toggle this on if you’d like to automatically deduct a break from an employee’s shift.
• Break Duration: Set the duration of the break to be automatically deducted.

Job and Project Costing 

These settings can be toggled on if you’d like your employee to enter more detailed information about the tasks they’re completing throughout their shift. Learn more about how to set up and use this feature.

Additional Features 

• Group Punching: Enable if you’re planning on using the Group Punch/Kiosk feature.
• Do not allow punching in before: If you’d like to prevent this employee from punching in early, set this time to the start of their shift.
• Require Punch Confirm: Toggle this on to ask the employee to confirm their punch when they clock in or out.
• Allow Entering Tips: Toggle this on if you’d like the employee to enter tips earned during their shift.
• Allow Entering BON: Toggle this on if you offer bonuses to your employees. This allows bonuses to be entered on time cards.
• Allow Entering COM: Toggle this on if you offer commissions to your employees. This allows commissions to be entered on time cards.
• Allow Entering Mileage: Toggle this on if you’d like your employee to enter mileage during their shift.