Overtime Clock-in Records

Home > Management Mode > Clock-in Records > Overtime Clock-in Records

Administrators can click Clock-in Records on the Home page in Management Mode, then select Overtime Clock-in Records to enter the overtime clock-in records page. This function provides browsing and management of all users’ (employees’) personal clock-in records during overtime. Administrators can quickly review and manage all employees’ clock-in information through this function.

Overtime Clock-in Records are clock-in records used to calculate overtime schedules.

Click Clock-in Time to view more complete clock-in details, including:

  1. Clock-in Time: The time of clock-in (year, month, day, hour, minute)
  2. GPS Location: Displays the latitude/longitude or address information of the location at the time of clock-in.
  3. Wi-Fi: Records the Wi-Fi hotspot connected by the employee at that moment.
  4. IP: Displays the IP address of the network used by the clock-in device.
  5. NFC: If NFC clock-in is used, the system will display the corresponding tag information.
  6. Bluetooth: If Bluetooth clock-in is used, the Bluetooth signal and device information will be displayed.
  7. Clock-in Category: Indicates “Regular Shift”, “Overtime”, etc.
  8. Checkpoint: Displays the actual location where the employee clocked in, which may be a branch office, department, or fixed checkpoint.
  9. Clock-in Method: Indicates which method the employee used to clock in.
  10. Photo: Uploaded photo taken during clock-in

View User (Employee) Clock-in Records

Home > Management Mode > Clock-in Records > Overtime Clock-in Records > Any Employee

Administrators can click Clock-in Records on the Home page in Management Mode, then select Overtime Clock-in Records, and then select Any Employee to enter that employee’s overtime clock-in records page. This page displays the employee’s clock-in records from the 1st day of the current month to today, and uses different icons and indicators to describe various clock-in situations:

  • Purple Clock Icon: Indicates an overtime clock-in.
  • Dark Blue M Icon: Indicates a clock-in record manually added by an administrator.
  • Orange A Icon: Indicates a make-up clock-in record that has not yet been approved by the reviewer.
  • Light Blue A Icon: Indicates a make-up clock-in record that has already been approved.

If a clock-in record contains an orange A icon, it indicates that the record is a make-up clock-in record and has not yet been approved, so it will not be included in exported data. After approval, the record will be included in exported data, and the icon will change to a light blue A icon.

Clock-in records only display records after the employee’s hire date and official employment date. If administrators cannot see an employee’s clock-in records, it may be because the employee’s hire date and official employment date are incorrect, such as being set to a future date. Please first go to Personal Information to confirm that the hire date / official employment date is correct. The path is as follows:

Home > Management Mode > HR > Personal Information > Personal Information Edit Page > Hire Date / Official Employment

Administrators can click HR on the Home page in Management Mode, then select Personal Information, and then click Any Employee to enter the personal information edit page to check the hire date or official employment date.

View Different Time Periods

Select different time ranges to view more clock-in records.

Total Hours Calculation (Overtime)

Home > Management Mode > Clock-in Records > Overtime Clock-in Records > Any Employee > Total Hours

Administrators can click Clock-in Records on the Home page in Management Mode, then select Overtime Clock-in Records, and then select Any Employee to enter that employee’s clock-in records page. The Total Hours represents the total sum of End Time minus Start Time for all overtime clock-in records within the specified time range. Since overtime clock-in does not define preset working hours, the system calculates total hours based on pairing each Start Clock-in and End Clock-in record.

Common Exceptions

  1. Incomplete Clock-in Records

    • If an employee only has a Start Clock-in without a corresponding End Clock-in (or vice versa), it will result in incorrect hour calculations.
    • Employees or administrators are advised to complete the missing records as soon as possible to avoid affecting salary calculations.

  2. Redundant Clock-in Records

    • If an employee has multiple duplicate Start Clock-in or End Clock-in records within the same time period, the system may generate incorrect values during calculation.
    • Employees or administrators should delete unnecessary or duplicate clock-in records to ensure correct total hour calculations.

  3. Missing Clock-in Records

    • If an employee forgets to clock in, missing records will occur, preventing proper pairing of Start Clock-in and End Clock-in records.
    • Employees should use the Make-up Clock-in function to supplement records, or administrators can add records in Management Mode.

  • Employee Side

    1. After each clock-in, confirm whether the system displays the successful clock-in time and status.
    2. Regularly check personal clock-in information through All Clock-in Records, and adjust or notify administrators promptly if redundant or missing records are found.

  • Administrator Side

    1. Regularly audit employee clock-in records, especially abnormal or missing cases.
    2. If employees report missing or incorrect records, administrators can assist by adding, deleting, or modifying records in the backend.
    3. Use reports or statistical tools to review total hours across departments to support salary calculation or workforce scheduling.

Through the above steps and handling methods, the accuracy and effectiveness of overtime total hour calculations can be ensured, improving the overall precision and efficiency of attendance management.

Add Clock-in Records

Home > Management Mode > Clock-in Records > Overtime Clock-in Records > Any Employee > Add Clock-in Record

Administrators can click Clock-in Records on the Home page in Management Mode, then select Overtime Clock-in Records, and then select Any Employee to enter that employee’s clock-in records page. When a user (employee) forgets to clock in or selects the wrong schedule during clock-in, administrators can add clock-in records for the user (employee) to ensure the correctness and completeness of clock-in records.

Delete Clock-in Records

Home > Management Mode > Clock-in Records > Overtime Clock-in Records > Any Employee > Select the Clock-in Record to Delete > Delete

Administrators can click Clock-in Records on the Home page in Management Mode, then select Overtime Clock-in Records, and then select Any Employee to enter that employee’s clock-in records page. Administrators can delete a specific clock-in record of a user (employee).

Modify Clock-in Records

SwipePoint does not provide a function to modify clock-in records. If there is an error, please delete the incorrect record first and then add a new correct clock-in record.

View User (Employee) Clock-in Notes

Home > Management Mode > Clock-in Records > Overtime Clock-in Records > Any Employee > Click Clock-in Time

Administrators can click Clock-in Records on the Home page in Management Mode, then select Overtime Clock-in Records, and then select Any Employee to enter that employee’s clock-in records page. Administrators can view notes entered by users (employees) during clock-in here.

Download Clock-in Record (Overtime) Photos

If users (employees) uploaded photos during clock-in, administrators can download the images through the following steps:

  1. Administrators click Clock-in Records in Management Mode.
  2. Click Overtime Clock-in Records and select an employee.
  3. Select and view the clock-in record.
  4. Click the photo and select the share button in the upper-right corner.
  5. On the share page, choose to download to the phone or share to other applications for download.

Frequently Asked Questions and Answers

Q1: What are Overtime Clock-in Records?

A: The Overtime Clock-in Records function is designed for managing users (employees) who do not have fixed schedules configured. It is mainly used to calculate their clock-in records and provides administrators with a centralized interface to browse, manage, and export all employees’ overtime clock-in information.

Q2: How do I enter the Overtime Clock-in Records management page?

A: You can enter the Overtime Clock-in Records management page through the following path: Home > Management Mode > Clock-in Records > Overtime Clock-in Records.

Q3: What detailed information is included in Overtime Clock-in Records?

A: Click the time of a single clock-in record to view more complete details, including: clock-in time, GPS location, Wi-Fi hotspot, IP address, NFC tag information (if applicable), Bluetooth signal and device information (if applicable), clock-in category (for example: Regular Shift, Overtime), actual clock-in location, and clock-in method (for example: APP, Web). In addition, if employees uploaded photos, they can also be viewed here.

Q4: How do I view overtime clock-in records for a specific employee?

A: After entering the Overtime Clock-in Records page, select a specific employee to enter that employee’s clock-in records page. This page displays records from the 1st day of the current month to today by default. You can select different time ranges to view more historical records.

Q5: What do the different icons represent on the employee clock-in records page?

A: On the employee clock-in records page, different icons and indicators represent different clock-in situations:

Purple overtime: Indicates this record is an overtime clock-in record. Dark blue M icon: Indicates this record was manually added by an administrator. Orange A icon: Indicates this record is a make-up clock-in record that has not yet been approved. Unapproved make-up clock-in records are not included in exported data. Light blue A icon: Indicates this record is a make-up clock-in record that has already been approved. After approval, the record will be included in exported data.

Q6: Why can’t employee clock-in records be seen?

A: If administrators cannot see a specific employee’s clock-in records, a common reason is that the employee’s hire date or official employment date is incorrect, such as being set to a future date. Please make sure to go to the Personal Information edit page (path: Home > Management Mode > HR > Personal Information > Personal Information Edit Page) to confirm whether the hire date / official employment date is correct.

Q7: How are total overtime hours calculated in Overtime Clock-in Records?

A: Under the overtime clock-in mechanism, total hours are calculated by summing the durations formed by pairing all End Clock-in and Start Clock-in records within the specified time range. Since there are no preset working hours, the system calculates hours based on each pair of Start Clock-in and End Clock-in records.

Q8: How do I add, delete, or modify overtime clock-in records?

A: Administrators can find the functions to add and delete clock-in records through the following path: Home > Management Mode > Clock-in Records > Overtime Clock-in Records > Any Employee.

After entering a specific employee’s clock-in records page, you can find the Add Clock-in Record option, or select the record to delete and click Delete. Please note that the system currently does not support directly modifying clock-in records. If modification is required, please delete the incorrect record first and then add a new correct record. Administrators can also view notes entered by employees during clock-in here.

Q9: Why is the compensatory leave balance seen by employees different from the actual records?

A: If the compensatory leave balance seen by employees differs from actual records, it may be because the employee previously submitted a compensatory leave request that has not yet been approved by the reviewer. When submitting the request, compensatory leave hours are temporarily deducted, causing the displayed balance to differ from actual records. Except for the requesting employee and the corresponding reviewer, administrators cannot view compensatory leave requests that have not yet been approved. Please directly contact the responsible reviewer to complete approval, or ask the employee to delete the compensatory leave request.

This manual strives for accuracy and completeness, but we do not assume any liability for errors, omissions, or updates. The content may be modified at any time without prior notice. We are not responsible for any damages arising from the use of this manual or downloading its contents, including but not limited to system failures, data loss, or infringement of rights. Users assume full responsibility and risk.