How to set up a simple employee clock-in clock-out system

Aleksandar Olic

Last updated on: December 22, 2021

Need a good attendance tracking system so people coming to work can easily check in and out?

Here are two simple ways you can track attendance and duration with Clockify time clock app.

Option 1: People log their work hours at the end of the day

  1. Create a free Clockify account
  2. Create a project for each person
  3. Take a tablet and log in into it
  4. Put the tablet near the entrance/exit.
  5. People log how much time they’ve worked by selecting their name from the project list
clock-in clock-out station
clock-in clock-out station

Option 2: People use timer on their own device to clock-in and out

This approach requires a bit more set up, but then people don’t have to queue for the tablet and can log their attendance themselves when they have the time.

  1. Create a free Clockify account, and you’ll get a workspace where you are the admin
  2. Go to Teams page and enter emails of people who will track their hours.
  3. People will get an invitation to create a Clockify account and join your workspace.
  4. Once a person accepts your invite, they can log-in into Clockfiy via their browser (don’t have to install anything and can log in from anywhere), or they can install an app on their phone or desktop computer
  5. Once they log in, they can create time cards and log hours in their personal timesheet, or they can use the timer for clocking-in and clocking-out.
track employee attendance from your phone
track employee attendance from your phone

Automatic clock-in/clock-out

Clockify has a time tracking extension for Chrome and Firefox with built-in automatic clock-in and clock-out. With it, the timer can automatically start when someone turns on their computer and the browser opens, and stops when they shut down the computer.

  1. Invite team member
  2. Team members installs browser extension on their computer
  3. Enable automatic start and stop in the extension
  4. Enable and select default project (optional)
  5. When their browser opens/closes, timer will start/stop automatically
  6. See who’s currently working in Team Dashboard

clocked-in activity screenshot in Team Dashboard

How to account for breaks?

You can account for break time in several ways, depending on what’s most convenient for people:

  • Create a project for each person and two tasks: break and work, which they can choose in the timesheet or time tracker
  • You can have a “Breaks” project so people can create a separate time card for their breaks and associate them with the “Breaks” project.
  • Create a “break” tag so people can create a time entry without a project and just attach the “break” tag so you can later group time by tag and deduct them from work time

How to track overtime work?

If you need to see what time entries were created for overtime work, you can create an “overtime” tag. Then once someone’s regular hours are finished, they can attach the “overtime” tag to all of their subsequent time entries.

If people use the timesheet to enter their work, they can switch to the time tracker and there add tags and notes to the appropriate entries.

Later, you can run a report and group time by User/Tag and that way see who has how much overtime. You can also see in Detailed report which entries exactly were created for overtime work.

If people forget to tag their entries as overtime, you can set up automatic reminders. Simply set targets (eg. 8h/day) and when someone logs more time than their target, they’ll get an email.

Getting time and attendance data

As people submit their hours, you can see who worked and how long in reports.

In the Weekly report, you can see attendance broken down by person, day, and duration for each day.

weekly report clockin clockout

In the Detailed report, you can see all individual time cards and filter them by day (and edit if necessary).

detailed report clockin clockout

In the Summary report, you can see time totals broken down by project, person, time period, and more.

summary report clockin clockout

So what’s the best way to set up the clock-in-clock-out system?

The best check-in check-out system depends on your business needs and your employees.

  • If you’re in a fast-moving environment and don’t want to bother people app installation or asking them their emails, setting up a clock-in-clock-out station on your tablet is the best.
  • If people are coming to work every day and work at their computers, you can invite them as users in Clockify and they can personally log their hours at the end of the day by either filling their weekly timesheet or by creating time cards with start/end times.
  • If you need a more granular level of details, you can also create tasks (subprojects which will list types of activity).
Author: AleksandarOlic

Aleksandar Olic is currently VP of Marketing at COING (creators of Clockify and Pumble). Aleksandar specializes in helping software businesses establish online presence, create compelling brands, drive demand, and find product-market fit through customer development. Previously, he did content marketing at SaaS company ActiveCollab, where he built the brand and marketing strategies. Before focusing on marketing, he worked as freelance tech writer and designer. He has a bachelor degree in business management. Appreciates finer things on the web, corgis causing mayhem, and good memes.

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