The work record screen provides an overview of an employee’s scheduled shift for the selected day, including clocking records, overtime, absences, exceptional items, exceptions, and the assigned shift.
Against the weekly summary for the selected employee, once you double click on a row/day, the work record will appear as per the below which you also have an option to view this in either the New view or Old view:
New View
Work Record Screen Overview
The work record screen provides a complete view of an employee’s scheduled shift and activity for a selected day. It combines planned shifts with actual work data to generate accurate payroll records.
Employee & Date
Employee selected
Date of work record selected
Which Tag the employee is assigned to
Notes Icon - When clicked, notes can be written against the employee's work record
Old view - Switches to Old view
Shift
Shows the assigned shift (e.g., 9–5) and provides options to manage it, including adding or deleting shifts, marking lateness, verifying the day, and locking records.
- Bin icon - Deletes the shift assigned as well as records for that day not including real clockings.
- Add a Shift - When this is selected, you can select a different shift to generate and can choose if you want to auto generate the work record. E.g. if 06:00 - 18:00 is selected, this will automatically generate a work records for those shift times as well as any breaks included if set up within the shift settings.
- Mark as late - Click to mark employee as late
- Verify Day - Click if you have verified that the work record is correct
- Lock Records - Click if you want to lock records and not let any user amend it unless they have access to lock/unlock records.
- Real Clockings - Displays real clocking history
- Exception - Exceptions will display at the bottom if any, e.g. if an employee did not clock in for their shift it would display as "Not Clocked in" which you also manage on this screen whether it should be cleared or raised.
Work Records
Breaks the day into activities (such as working time and breaks) and calculates durations, pay rates, and totals as well shows if a user has edited a work record.
- If you tick any of the tick boxes on the let hand-side of the work record, you can delete this by selecting the bin icon.
- + Orange button - Allows you to create a new work record if required.
Double click on any row of the work record and it will allow the user to edit the work records start start/end times as well the activity or cost centre.
- Add Overtime - When selected a pop up will appear and allows the user to add overtime manually if required.
- Add Absence - When selected it allows the user to add an absence which includes: holiday, sick or absence types.
- Add Exceptional Items - Allows the user to add an exceptional item, e.g. bonuses or deductions etc.
- Access Movement Records - Shows any access movement records if access control is used
Old View
Same principles as the New view, only differences are the orange buttons that appear in the Old view replaces the "Add Overtime", Add Absence options etc.
For managing overtime, please see this guide for more information:
V2 Work Record - Manage Overtime – Chronicle Computing
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