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Time and Attendance

 

1st FREE Time & Attendance tracks employee work hours in real-time, including when they start, go on break, or finish for the day.

It's like timesheets, but with no clumsy forms or reports to fill in. There's nothing to print, no cards to swipe, and no expensive hardware. It even works great for remote teams.

Updated: Sun, 16 May 2021. Keywords: purpose, reason. Headings: `Why would I use your attendance product?`
 

1st FREE Time & Attendance tracks hours worked, tracks holidays, tracks overtime and night work, then sub-totals all hours worked for each pay period.

Updated: Sat, 25 Jul 2020. Keywords: benefits. Headings: `What does your attendance product do?`, `What's the purpose of your attendance product?`
 

To setup attendance:

  1. Invite each employee (with their work email):

    Go to: > People > Invite person

  2. Teach them to start their work-time:

    Click: > Start

That's it, just give it a few days for your reports to start looking interesting.

Updated: Sat, 25 Jul 2020. Keywords: configure. Headings: `What's the minimum setup to try your attendance product?`, `How do I get started with timesheets?`
 

No. Only admins and project leaders can see others' attendance hours.

All sensitive info is restricted by permissions.

  • Only "Org admins" can see details about other people:

    Go to: You > Settings > Permissions > Org admin perm...

  • Only "Payroll admins" how much people are paid:

    Go to: You > Settings > Permissions > Payroll admin ...

All your people can log in to see their own info, including hours worked, paid payslips, etc.

Updated: Tue, 20 Jul 2021. Keywords: private, observe, coworker. Headings: `Who can see my work hours?`, `Who's got access to the times that I do work?`
 

To track time spent on different tasks or projects:

  1. Make a new project (if you haven't already):

    Go to: > Projects > New project

  2. Add yourself as a "Worker":

    Go to: Person > Projects > Add worker pro...

  3. Click: >  Switch project...
  4. Select the project you want to clock-in time for.

Switch projects as often as you like. 1st FREE Time & Attendance keeps track of each switch.

Updated: Mon, 3 Aug 2020. Keywords: individual. Headings: `How do I save the work duration of time on each project?`, `What do I do to report time for a different project?`
 

1st FREE Time & Attendance works with people from any single country. It also works if your org has people working from multiple foreign countries.

If they're in a country (tax jurisdiction) that we've already done the taxes for, you may decide to do their payroll here as well. To see the countries (tax jurisdictions) that we maintain:

  • Go to: Pay batch > Settings > Pay batch sett... > Tax jurisdicti...

If they're working from elsewhere, set them up as a contractor. To set up your people like contractors with no holiday pay, and no other extras, we recommend that you:

  1. Put them in a UK pay batch (this is a workaround ... you're turning off all UK settings):

    Pay batch > Settings > Pay batch sett... > Tax jurisdicti...

  2. Turn off overtime at:

    Pay batch > More > Advanced > Overtime calcu...

  3. Set Pay batch Advanced settings to zero at:

    Pay batch > More > Advanced

  4. Set holidays to "None selected" at:

    Pay batch > Time off > Paid holidays > Paid holidays

Updated: Wed, 12 May 2021. Keywords: international. Headings: `Can my overseas contractors use this?`, `Can my workers from other countries track their time with your attendance product?`
 

To compare the weekly work hours done between two or more people:

  1. For the first of the people:

    Go to: Person > Attendance > Hours ... week...

  2. Click show settings (at the bottom).
  3. See the list of people (left side).
  4. Ctrl+Click each person you'd like to compare.
  5. Each person shows with a different coloured line.
Updated: Wed, 12 May 2021. Keywords: time. Headings: `Can I multiple person's weekly hours?`, `Can I see people's work hours together?`
 

To see the timesheets and payslips of a deleted person, First open the deleted person:

  • Go to: > Menu > Deleted > People

Once open:

  • To see their timesheet:

    Go to: Timesheet

  • To see their payslip:

    Go to: Payslip

Note: Only org admins can set these features. To see if you're an "Org admin":

  • Go to: You > Settings > Permissions > Org admin perm...
Updated: Sat, 25 Jul 2020. Keywords: removed, trash, gone. Headings: `How do I open a payslip after I've deleted a person?`
 

To calculate total hours between specific date started and ended, first go to:

  • Project:

    Go to: Project > Attendance > Hours ... dail...

  • Or, person:

    Go to: Person > Attendance > Hours ... dail...

Next:

  1. Click show settings (at the bottom).
  2. Click grid:
  3. Set the date filters.
  4. Scroll down to see averages and totals (at the bottom).

If you're looking for specific dates:

  1. Click: "Prev..."
  2. Scroll down and click: "From & to"
Updated: Sun, 16 May 2021. Keywords: all, complete. Headings: `How do I find time worked between two dates?`, `Where can I sum the hours worked for a single week or month?`
 

To create a report of all the hours worked in a week or month:

  1. To add people to a project as a worker:

    Go to: Project > People > Add workers

  2. Teach them to start their work-time:

    Click: > Start

  3. Or, to set the project on previous timesheets:

    Go to: Timesheet

  4. Once the project's been set, open the report:

    Go to: Project > Attendance > Hours ... dail...

  5. Click show settings (at the bottom).
  6. Click grid:
  7. Set the dates.
  8. Click download:
Updated: Wed, 12 May 2021. Keywords: chart, total, summary. Headings: `How do I list all the hours done in a project?`, `How can I download an .xls of the hours worked?`
 

There's no maximum or minimum number of people required for 1st FREE Time & Attendance to work. This works fine with just one person ... and works fine with 10,000+ people.

To invite more people to your org:

  • Go to: > People > Invite person

Invite as many people as you like. It's always FREE!

Updated: Tue, 20 Jul 2021. Keywords: much, many, least, most. Headings: `How many people can I invite?`, `Is there a limit to the free offer?`, `What's the most people I can give log ins?`
 

1st FREE Time & Attendance is 100% FREE, with no strings attached.

You get unlimited people, unlimited clock-ins, and unlimited projects, with nothing to pay, ever. We won't even ask for your credit card.

Also:

  • We won't spam you.
  • We won't sell your private info.
  • We keep building great software that solves real world problems.
Updated: Sat, 25 Jul 2020. Keywords: fees, pricing. Headings: `Do you charge for your attendance product?`, `What's the fee or cost to track people's hours?`
 

In the "People" list (below each person's portrait photo) is a small work-time status icon. The colours mean:

Green: Work-time started.

Yellow: On break.

Grey: Work-time stopped.

To change your work-time status:

  • Click: > Start
  • Or click: > Go on break
  • Or click: > Finish
Updated: Wed, 12 May 2021. Keywords: image, color. Headings: `What does the amber status mean?`, `What does the coloured dot near the top represent?`
 

Report - Daily and weekly hours

 

The grey bars in "Hours ... daily" and "Hours ... weekly" show any shortfall in done time. Or, in other words, any period where the done time wasn't enough to meet the planned time.

This helps you spot when your planned times aren't reached.

Note: If planned times aren't showing:

  • Turn on: Your org > Attendance > Attendance set... > Show planned t...
Updated: Wed, 12 May 2021. Keywords: plan, enough, target, goal. Headings: `How do I know if my planned times have been reached?`, `How do you display planned time vs done time?`
 

Report - There

 

Note: If planned times aren't showing:

  • Turn on: Your org > Attendance > Attendance set... > Show planned t...

The "There" report requires people to have planned time, so it can:

  • Compare "done time" to "planned time".
  • Calculates the percentage the person was "there" based on what you planned.

If you've got people submitting timesheets every day, it's possible for your "There" report to have no data if you've not set any planned time on their timesheets.

To see the "There" report:

  • Go to: Person > Attendance > There
Updated: Wed, 12 May 2021. Keywords: empty, missing, absent, late, tardy. Headings: `What data does the There report show?`, `How do I see the percentage an employee was "there" from what I planned?`
 

Report - Timelines

 

To see a summary of today's work done by all the people who are on a project:

  • Go to: Project > Attendance > Timelines ...

To go back a day, click previous day (left of the page), or click a date (at the bottom).

Updated: Wed, 12 May 2021. Keywords: total, duration, yesterday. Headings: `Is there a daily done time report?`, `Where can I see my whole team's work for today?`
 

Timesheets

 

Yes. Admins can change any timesheet anytime after it's submitted, unless it's been locked by a paid payslip.

By default, only admins can edit start, stop, and done times. All other people can use Start Go on break Finish to set done times.

If you want to turn off: "Limit timesheet edits" (so everyone can edit their times)

  • Go to: Your org > Attendance > Attendance set... > Limit timeshee...

Once turned off, all people can use the calendar to find and edit their timesheets directly.

These "own edits" are limited to just the three days after that working day (72 hours after the end of that day).

Note: Regardless of the above:

  • Only admins can ever enter or edit times planned.
  • Admins can edit any done time, even after the 3 day limit.
 

To edit a timesheet after it's been locked by a paid payslip:

  1. Delete the payslip.
  2. Edit the timesheet.
Updated: Wed, 12 May 2021. Keywords: modify, alter, saved, update. Headings: `When can timesheets be changed?`, `When are timesheets locked?`, `Who can change timesheets?`
 

By default, only admins can edit start, stop, and done times. All other people can use Start Go on break Finish to set done times.

If you want to turn off: "Limit timesheet edits" (so everyone can edit their times)

  • Go to: Your org > Attendance > Attendance set... > Limit timeshee...

Once turned off, all people can use the calendar to find and edit their timesheets directly.

These "own edits" are limited to just the three days after that working day (72 hours after the end of that day).

Note: Regardless of the above:

  • Only admins can ever enter or edit times planned.
  • Admins can edit any done time, even after the 3 day limit.
 

The only way to have just selected people to edit their own timesheets (but not all) is to upgrade those people to "Org admin":

  • Go to: Person > Settings > Permissions > Org admin perm...
Updated: Sat, 25 Jul 2020. Keywords: enable. Headings: `How do I control who can change timesheets?`, `Who can edit done time or hours worked records?`, `How do I restrict editing of hours worked?`
 

When a person records any done time on any day, it's included into a daily email that's sent to anyone in the org that's following that person.

If you DO want this email, set yourself as one of their:

  • Manager:

    Person > HR > Roles > Turn on as a m...

  • Supervisor:

    Person > HR > Roles > Turn on as a s...

  • Project leader:

    Person > HR > Roles > Turn on as a p...

If your name's not in the list, turn on your role as:

  • Manager:

    You > HR > Roles > Turn on as a m...

  • Supervisor:

    You > HR > Roles > Turn on as a s...

  • Project leader:

    You > HR > Roles > Turn on as a p...

If you're still not getting this email, ensure you've turned on these emails:

  • Go to: You > Settings > Messaging > Daily timeshee...
Updated: Sun, 16 May 2021. Keywords: end, complete. Headings: `Why do I get an email of what other people did each day?`
 

Note: If planned times aren't showing:

  • Turn on: Your org > Attendance > Attendance set... > Show planned t...

Copy planned times allows you to copy the planned times of one person to as many other people as you like:

  1. Set up a timesheet's planned times for one person, for one day.
  2. Take your time getting the planned times perfect.
  3. Once you've saved that timesheet:

    Go to: Timesheet > More > Copy planned

  4. Select the:
    • Names of the people you'd like to copy to.
    • Dates you'd like to copy to.
  5. Once you click Save a confirmation shows all the timesheets that were successfully updated.

Notes:

  • This doesn't copy "done times", only "planned times".
  • This overwrites all previous "planned times" that may have been set (for those people and dates).
  • Copies to unlimited people.
  • Copies only up to 6 weeks into the future (can also show 6 weeks in the past).
  • Try Ctrl+Click and Shift+Click to speed up selection.

Note: If planned times aren't showing:

  • Turn on: Your org > Attendance > Attendance set... > Show planned t...
Updated: Sun, 16 May 2021. Keywords: multiple, synchronise, coordinate. Headings: `How do I set the shift hours for a group of people?`, `How do I manage shift planning?`
 

To turn off emails from people's timesheets:

  • Turn off: You > Settings > Messaging > Daily timeshee...

You're getting these emails because you're the manager, supervisor, or project leader of these people.

If you get these timesheet emails from some people, but not others, remove yourself from being the manager, supervisor, or project leader of the people you don't want timesheet emails from.

  • Manager:

    Person > HR > Roles > Turn on as a m...

  • Supervisor:

    Person > HR > Roles > Turn on as a s...

  • Project leader:

    Person > HR > Roles > Turn on as a p...

Updated: Wed, 12 May 2021. Keywords: spam. Headings: `How do I disable the daily timesheet emails?`, `How can I stop receiving all timesheet emails?`
 

The advantages of "Planned time" on timesheets are:

  • Employees know their upcoming work hours without having to ask.
  • Manager's get a "Late start" email when their people are late.
  • Managers can see reports on who arrives (and finishes) on time:

    Go to: Person > Attendance > There

  • Managers can compare reliability between people:

    Go to: Person > HR > Assessment

Note: If planned times aren't showing:

  • Turn on: Your org > Attendance > Attendance set... > Show planned t...
Updated: Sat, 25 Jul 2020. Keywords: benefit, saving, productivity. Headings: `Why use planned times?`, `How does planned times help me?`
 

Note: If planned times aren't showing:

  • Turn on: Your org > Attendance > Attendance set... > Show planned t...

The snail means that the person was late starting one of their planned times.

To see a total of an employee's "Late starts":

  1. Go to: Payslip
  2. Click: More > Details
  3. Look for the total of the "Late starts" column (at the bottom).

Note: If planned times aren't showing:

  • Turn on: Your org > Attendance > Attendance set... > Show planned t...
Updated: Sat, 25 Jul 2020. Keywords: start. Headings: `How do I see a total of an employee's Late starts?`, `Where does it show if someone's late starting their shift?`
 

The timesheet timeline shows:

  Done time as a green line.

  Planned time as a yellow line.

When you mouse over these lines, you see a tooltip reminding you what it represents.

Note: If planned times aren't showing:

  • Turn on: Your org > Attendance > Attendance set... > Show planned t...
Updated: Tue, 18 May 2021. Keywords: status, person, camera, icon, circle. Headings: `What are the coloured lines on my timesheet?`
 

The day after you've submitted done time on your timesheet, an email is sent to your manager, supervisors, and project leaders.

A pop-up shows which of these people gets your timesheet email (depending on whose subscribed).

Updated: Sun, 16 May 2021. Keywords: receives, mail, updates, notify. Headings: `Who sees my timesheet?`, `Who gets notified of my working times?`
 

Work-time

 

To add notes to your timesheet (throughout the day):

  • Click: >  Add timesheet ...

Your notes are appended to other notes saved earlier in the day.

Each note also saves the time it was written.

Updated: Tue, 20 Jul 2021. Keywords: append. Headings: `What's add timesheet note for?`, `How do I add notes to my timesheet?`, `Can I save additional notes about my work onto my timesheet?`
 

To see if your work-time is started:

  1. Look for: (top right)
  2. See the colour of the work-time status icon.

Green: Work-time started.

Yellow: On break.

Grey: Work-time stopped.

Updated: Sat, 25 Jul 2020. Keywords: working, running. Headings: `What do the work-time status colours mean?`, `How do I see if my timer has started?`
 

To stop your work-time when you'd like to go on a break (or stop for lunch):

  • Click: > Go on break

This:

  • Stops your work-time clock-in.
  • Puts a reminder on your screen to start your work-time again (when you return).
  • Changes your work-time status to yellow:

When you return, to restart your work-time clock-in, click: I'm back

Updated: Wed, 26 May 2021. Keywords: rest, toilet, siesta, sleep, nap. Headings: `How do I go on break?`, `How do I pause my work-time?`, `What's the yellow work-time status?`
 

By default, only admins can edit start, stop, and done times. All other people can use Start Go on break Finish to set done times.

If you want to turn off: "Limit timesheet edits" (so everyone can edit their times)

  • Go to: Your org > Attendance > Attendance set... > Limit timeshee...

Once turned off, all people can use the calendar to find and edit their timesheets directly.

These "own edits" are limited to just the three days after that working day (72 hours after the end of that day).

Note: Regardless of the above:

  • Only admins can ever enter or edit times planned.
  • Admins can edit any done time, even after the 3 day limit.

Note: Only org admins can set these features. To see if you're an "Org admin":

  • Go to: You > Settings > Permissions > Org admin perm...
Updated: Sat, 25 Jul 2020. Keywords: missed, wrong. Headings: `How can I change my start and stop times?`
 

If you forgot to put yourself on break, wind back your work end time by:

  • Click: >  I forgot

Once corrected, select one of:

  • Return to being clocked in (get back to work):

    > Start

  • Continue being "On break" (the correct break start time is set):

    > Go on break

  • Finish (your "forgot" time is set, and your work-time is stopped):

    > Finish

Updated: Thu, 22 Jul 2021. Keywords: missed, stop, problem, timesheet. Headings: `How do I fix my start break time?`
 

Use: > Go on break

Use "Go on break" throughout the day as you start and stop for breaks or lunch. Use it as many times as you like. It reminds you (on screen) to start again when you're back.

Use: > Finish

Use "Finish" when you're leaving for the day. It asks for your "Feeling at end-of-day" and gives you a chance to edit any notes you've taken during the day.

Updated: Sat, 25 Jul 2020. Keywords: timesheet, time. Headings: `When do I use go on break?`, `When do I click finish?`
 

Your work-time is set by:

  1. We detect your device's time-zone when you log in.
  2. Your time-zone is sent to a synchronised server time.
  3. The server sends back the accurate server accurate time.

To see your current server time:

  1. Click: (top right)
  2. Scroll down and look for: "Time now..."

Note: If you change your device's time-zone (e.g., you fly to a different country), your browser won't get your new time-zone until you:

  1. Restart your browser.
  2. Log in again.
Updated: Tue, 20 Jul 2021. Keywords: offset, delay. Headings: `Does the wrong time on my device cause my start and stop times to be incorrect?`
 

To see the hours you've worked so far today:

  1. Click: (top right)
  2. Your total hours shows (at the top).
Updated: Sat, 25 Jul 2020. Keywords: count, daily, calculate, sum, all. Headings: `How do I know the time worked during today?`, `Can I see how long I've worked?`

© 2020–2021 1st Money Platform (HU) Ventures. All rights reserved.
www.1st.money/help/Time_and_Attendance/