Review and correct clock-in records
Your whole team’s clock-in and clock-out records are on the web, in the institution’s time tracking. From there you check them, see how many hours each person has done against their contract, correct them, add forgotten ones, tag them and export them. Each person can see their own records but not correct them: the institution does that. How each person clocks in and out is explained in Clock in and out.
Check the records
Section titled “Check the records”- Go to People › Administration › Time tracking.
- Filter by person, by dates (This week, This month or a date range) or by tags, or use Global search.
- To see the hours, click Hours summary.
See the hours summary
Section titled “See the hours summary”Hours summary adds up the hours for the whole period, not just the page on screen, and compares them with each contract’s weekly hours. It opens with the period and the people you’ve filtered.
- Change the period with This week, This month, the previous and next period arrows, or a date range.
- At the top you see the total hours and the number of records. If the period is a week or shorter, By day shows a bar per day; if there are tags, Totals by tag adds up the hours for each one.
- At the end, in By person, each person appears with their hours against their contract.
How to read each person’s bar:
- On the right, their hours and, after the slash, the ones that correspond to them in that period according to Per contract: … h a week.
- The vertical line marks Expected by today: …: if the bar goes past it, they’re ahead; if it doesn’t reach it, they’re behind.
- … to go is what they still need to complete the period. If they go over, the extra part shows in orange with Over by ….
- The striped part is a record from today without a clock-out: it counts up to now and will change when they clock out.
Weekly hours are spread over the contract’s working days in the period (Monday to Friday if the contract doesn’t set them), within each contract’s dates. The institution’s holidays don’t count, unless the contract has Works on holidays checked, and the number of holidays deducted appears next to the weekly hours. Each person’s approved leaves are also deducted, of any type and including collective ones: a whole day for full-day leaves and only their hours for hourly ones. What was deducted appears next to the weekly hours. Records without a clock-out from earlier days aren’t added and the summary tells you how many there are: correct them by adding the clock-out. Weekly hours are set in each person’s contract, next to the working day.
Correct a record
Section titled “Correct a record”- On the record’s row, click the pencil or the row itself.
- Change the clock-in or clock-out time, the comment or the tag. The person can’t be changed.
- Click Save, in the action bar at the top right.
In that same bar, the Copy link icon copies the record’s address and More actions (⋮) › Delete deletes it. The Close cross takes you back to the list.
Workers can’t change their own records, either on the web or in the apps: if they make a mistake or forget, the institution corrects it.
Add a forgotten record
Section titled “Add a forgotten record”- In time tracking, click Create.
- In User, choose whose record it is. Your own contract comes selected: change it if the record belongs to someone else.
- Enter the clock-in time and, if you know it, the clock-out time. If you like, add a comment and a tag.
- Click Save, or the Save and create new icon to add another one straight after. If you decide not to create it, click the red bin Discard.
The person isn’t notified when you correct or add their records.
Delete a record
Section titled “Delete a record”In the row’s ⋮ menu, choose Delete and confirm, or open the record and click More actions (⋮) › Delete. It can’t be undone.
Tag records
Section titled “Tag records”Tags let you add up hours by activity, for example rehearsals, set-up or travel.
- One at a time: in the row’s ⋮ menu, choose Label. You can also change it when correcting the record.
- Several at once: select the rows and click Assign tag.
- When clocking in yourself on the web: click the arrow next to Clock in and choose the tag.
To create a new tag, type its name in the tag search and choose the option to create it; the colour is set automatically. Tags can’t be renamed or deleted afterwards, so choose the name carefully.
Export the records
Section titled “Export the records”In the table’s toolbar, click the Excel button. The records on the page you have on screen are downloaded or, if you’ve selected some, only those, with the name, clock-in, clock-out, total time and tag. To export a whole period, filter by those dates and show 50 records per page; if there are more, download each page.
If it doesn’t work
Section titled “If it doesn’t work”- A person shows no comparison. If you see The contract doesn't state weekly hours, so there's nothing to compare with., set their weekly hours in their contract. If the contract already has them, your access role doesn’t let you see contracts: talk to the person who manages your institution.
- Someone says they can’t correct their record. That’s how it works: only the institution corrects, adds or deletes records. Ask them for the real day and times and correct it here.
- The record was created under your name. When creating a record, the person comes selected with your own contract, and it can’t be changed afterwards. Delete it and create it again with the right person.
- You don’t see time tracking in the menu, or can’t create, correct or delete. Your access role doesn’t allow it. Talk to the person who manages your institution.
- Nobody in your institution sees time tracking, not even whoever manages it. Your institution doesn’t use time tracking in Weikos. Weikos turns it on: write to us at help@weikos.io. Any records you had are kept and reappear when it’s turned on.
- Active contract needed appears when creating. At the top, in Contract, choose one of your current contracts at that institution.
If changes to a record aren’t kept when you save or an error appears again and again, write to us at help@weikos.io with a screenshot.
We will never ask you for your password or bank details by email. If you receive a message asking for them on behalf of Weikos, don’t reply and write to us at help@weikos.io.