Correcting a clocking

Asking for a correction (employee)

Everything is on your Employee Clocking page. Which tab you use depends on the day.

A day that already has clockings

1. Open the Timesheets tab and find the day.
2. Press Request correction at the end of the row.
3. The Request timesheet correction box shows what was Recorded and starts with those times filled in. Change the Check-in time, the Check-out time, or both.
4. Write the Reason. It is required.
5. If you have proof, add it under Supporting Document (Optional): PDF, JPG or PNG, up to 3 files of 5 MB each.
6. Press Submit Request.

The row now shows Correction pending instead of the button, until HR decides.

A day with no clockings at all

Open the Clocking adjustment tab and press Clocking adjustment. Pick the Date, fill in the check-in time, the check-out time or both, give the reason and submit.

What you can and can't ask for

• Requests go back one month at most, and never for a future date.
• The check-out time must be after the check-in time.
• One pending request per day. Wait for the decision, or cancel it, before asking again.
• Not for a day covered by approved leave.

Following your request

The Clocking adjustment tab lists your requests with the original times, the requested times and the status. While a request is pending you can take it back with Cancel request. If it is rejected, HR's reason is shown in red under your own.

Deciding a request (HR)

Open HR → Clocking adjustment. Each request is a card: the employee, the day, the times Recorded (or No clockings) next to the times Requested, the reason and any attachments. The times are shown in your organisation's time zone, which is named on the card.

Above the cards you can search by employee or reason, pick a status (All, Pending, Approved, Rejected) and set a From and To date. Clear filters resets them.

• Approve asks you to confirm, then changes the timesheet for that day: the first clock-in and the last clock-out move to the requested times and the working hours are worked out again. Breaks in the middle of the day stay as they were. For a day with no clockings, the missing clock-in and clock-out are added.
• Reject asks for a Reason for rejection, which the employee sees.

A decided request shows Processed, with who decided it and when, and can't be decided again.

Artisans' weeks already paid

Artisans on the factory floor are paid for the hours they clock, and the accountant pays each week (Monday to Sunday) on the Tuesday after it. So once that Tuesday starts, the week is Locked for payroll: HR can no longer approve a correction for it, nor add, change or delete its clockings on the timesheet. Only the accountant and the Production Manager can, and Aiku asks them for the reason. The change is recorded, listed under Factory → Artisans → Payroll changes, and the difference in pay is paid or deducted in the next pay run. The current week, and last week until Monday 23:59, can be corrected as usual. Clockings of employees who don't work on a factory floor are not affected.

The dashboard

The Dashboard tab on the same page is a month at a glance: one row per employee, one column per day, with a mark on each day that has a request, coloured by its status. Filter by employee or status, step through the months, and click a mark to see the Adjustment Details.

Related: Reading the HR dashboard for the day's attendance, and Setting up a clocking machine for where clockings come from.