Clocking in and out

Clocking in on AccessTime is a single click from the dashboard. This guide explains how the clock-in button works, what information is stored with each entry and how to see the status of your day. If you don't have an account yet, start with Getting started.

Clocking in and out

1. Go to Home (the main dashboard). At the top you'll see the greeting with your last clock-in of the day — or "You haven't clocked in today" if there isn't one yet.
2. Press the big button: Clock in (green) when you start and Clock out (red) when you finish.
3. The button toggles automatically: after a clock-in, the next entry is a clock-out, and vice versa, so you can't accidentally clock in twice in a row. Only if your last clock-in is from an earlier day and is already older than your company's "Maximum shift length" (14 hours unless it has been changed) is the clock-out taken as forgotten (on the same day the button stays Clock out): the button goes back to Clock in and you request that clock-out as an incident. If you have requested an incident for a forgotten clock-in or clock-out and it is still pending, the button already counts it: after requesting this morning's forgotten clock-in, the button is Clock out. A proposal from the company to add a clock-in or clock-out does not count until you accept it. If the page was opened before you clocked in or out at the kiosk or in the app, or since the day you forgot to clock out, the button may be out of date (it updates when you return to the tab or the window, if your session is still open): pressing it records what is due according to what is already on record, and the message below the button says whether it was a clock-in or a clock-out. But if what you press was just recorded at the kiosk or in the app (less than 5 minutes ago; for example, the kiosk showed «Connection error» but saved it), it counts as the same clock-in or clock-out and no other one is recorded. And the other way round: if the app or this page saved it offline (also if it was sent and the confirmation did not come back) and you repeat it at the kiosk or in the dashboard, it counts as the same clock-in or clock-out, whether it is sent before or after you repeat it, if the other one was less than 5 minutes before or after the time you pressed it, unless another earlier one was also still unsent (see the end of this point). If, when it was sent, it was left pending review (for example, because your company requires the location and it arrived without it), the repeat is not recorded separately either: it is still that clock-in or clock-out, pending review, and the kiosk or the dashboard tells you so. If that incident is rejected or withdrawn, what you repeated is recorded with its own time, unless that clock event is already on record or falls after your last working day, if your leaving date is set earlier (or, if it would also need review on its own —saved offline without the required location, or arrived late—, it becomes an incident of its own). If what was left pending review is the repeat (also saved offline) and the one you pressed first is sent afterwards: if that first one needs no review, it is recorded with its own time, as if it had arrived first, and the pending repeat can no longer be approved because that clock event is already on record (you can withdraw it); if it also needs review, it is not recorded separately and, if that incident is rejected or withdrawn, it becomes an incident of its own, with the same exceptions. If the app or this page saved offline an entry that you also requested as a forgotten one, and the incident was approved (or you accepted the company's proposal to add it) before it arrived, with a different time less than 5 minutes apart, what was saved counts, with its own time: the added one is voided (still visible in My time record) and the incident or the proposal says that entry was voided later. If you repeated it more than once, only the first repeat counts: the others were that same event and are not recorded separately. At the kiosk, a scan in the 5 minutes after a clock-in or clock-out made in the app or on this page counts as that one even if the confirmation reached you: to clock the opposite in that time, do it here or in the app (kiosk). With clock events still unsent. The kiosk, or the dashboard open on another device, only knows what has already arrived. If, besides the one you repeat, the app or this page still has an earlier one unsent (for example, this morning's clock-in and the clock-out you repeat at the kiosk), they toggle without it and may record the opposite. The same happens without repeating anything if you clock the next event at the kiosk before what was saved is sent (you clock out in the app with no signal and clock back in at the kiosk: another clock-out is recorded). When the pending ones arrive, there is one clock event too many or two of the same type in a row, and it is not corrected on its own. So, while the app or this page has clock events waiting to be sent, keep clocking there; if it has already happened, request an incident on that kiosk or dashboard clock event: «Duplicate clock-in (annul it)» if it is extra, or «Clock event with an incorrect time» with the right type.

Breaks during the day

There's no separate break button: a break is simply a clock-out followed by a later clock-in. For example, for lunch you clock out at 14:00 and clock back in at 15:00. The nightly consolidation calculates time worked from all the in/out pairs of the day.

If you ever forget to clock in or out, don't edit anything by hand: request the correction from Clock-in issues (side menu, "My requests" section) and the right person will approve it.

Geolocation (if your company enables it)

Your company decides in its settings whether the location is recorded when clocking in, and it must inform you beforehand:

• Disabled (the default): the location is not requested and, if it arrives, it is discarded.
• Optional: your browser asks for permission. If you grant it, the latitude, longitude and accuracy in metres are stored with the entry; if you decline or it takes too long, the entry is recorded anyway, without coordinates.
• Required: without a location you cannot clock in at that moment (the panel tells you: you can grant permission or request an issue). An entry made offline that arrives without a location is not lost: it becomes an issue pending review.

It is never requested or stored when working remotely or at the kiosk, and coordinates are deleted after 30 days: the entry is kept without them.

Marking a day as remote work

Remote work isn't marked at the moment of clocking in; you register the day in advance:

1. Go to Remote work (side menu, "My requests" section).
2. Register the date on which you'll work remotely (a future day, or today before your first clocking of the working day: what you have already clocked does not change mode, so once you have clocked today it is no longer accepted).
3. The clock-ins and clock-outs of that working day are automatically tagged as remote work. A shift that runs past midnight counts as the working day of the day it starts: its early-morning clock-out follows that day's mode, location included.

The company can set a weekly remote-work day limit in Company settings; if you reach it, the platform won't let you register more days that week. You also can't register the same date twice.

What is stored with each entry

This data feeds the working-time record report, which is what the Inspección de Trabajo (the Spanish labour inspectorate) may request.

How the day's status looks on the dashboard

On Home, each person sees their last entry (type and time) next to the clock-in button, and below it the company summary cards:

• Present now: how many people have a clock-in without a clock-out right now, out of the total number of active employees.
• Entries today: the day's clock-ins and clock-outs, with the trend versus yesterday and a chart of the last 7 days.
• Active absences and plan notices.

For the real-time detail of who's in, profiles with a team in their charge (managers, HR and administrators) have Presence (side menu, "Team" section).

Free trial: if your company's 3-month trial ends without a subscription, the whole account switches to read-only mode. Everything can still be viewed and exported, but nobody can clock in until the company subscribes. Nothing is deleted because of read-only mode.

Other ways to clock in

• Mobile app, connected to the AccessTime API.
• QR kiosk on a shared tablet, ideal for warehouses or shops: how to set it up.

Whatever the method, all entries end up in the same record and are consolidated every night. Assign schedules to your team so that deviations and the hours balance are calculated correctly.