At midnight, Timebutler automatically checks whether there are time clocks that an employee forgot to stop. These time clocks are automatically stopped, and the end time is set so that it matches the employee’s target working time for that weekday, taking into account the employee’s break policy.
Read all the details about automatically stopped time entries here.
The time entry is therefore saved with the employee’s target working time. However, in nearly every case this does not match the actual working time performed. The employee is therefore prompted to correct the end time (also by email).
An admin can configure whether this automatically stopped time entry should be credited to the working time account immediately or only after the employee has corrected the end time. The latter option has the advantage that the employee is not immediately credited with the target working time before they have edited the end time — after all, they most likely did not work exactly the target working time.
Setting for crediting in the working time account
To configure this setting, sign in to Timebutler as an admin, click “Settings” at the bottom left, then click “More..” below. Click the “Time tracking” heading on the right. Here you will find the setting “Status for automatically stopped time clock entries”. You can choose one of two options:
Option 1: Set the status of automatically stopped time entries to “In progress”. The working time is only credited once the end time has been corrected.
When the time clock is stopped and the time entry is saved, the status is set to “In progress”. The time entry is not yet counted in the working time account.
The employee can edit the time entry and correct the end time. Only then will the time entry be counted in the working time account.
Example: An employee starts the time clock at 9:00 AM and forgets to stop it. At midnight, the time clock is automatically stopped. The employee’s target working time is 8 hours, and the minimum break for that working time is 30 minutes. The time entry is then saved with an end time of 5:30 PM and 30 minutes of breaks, resulting in 8 hours of working time. Since the status is set to “In progress”, the 8 hours of working time are not yet reflected in the working time account.
When the employee later corrects the end time, the status changes to “Editing completed” (if the change requires approval, the status first changes to “Requested”), and then the new working time is credited.
Option 2: Apply the working time immediately for automatically stopped time entries, even before the employee corrects the end time.
When the time clock is stopped and the time entry is saved, the status is set to “Editing completed”. The time entry is immediately counted in the working time account.
Example: An employee starts the time clock at 9:00 AM and forgets to stop it. At midnight, the time clock is automatically stopped. The employee’s target working time is 8 hours, and the minimum break for that working time is 30 minutes. The time entry is then saved with an end time of 5:30 PM and 30 minutes of breaks, resulting in 8 hours of working time. These 8 hours of working time are immediately reflected in the working time account.
When the employee later corrects the end time, the new working time is credited (if the change requires approval, the status first changes to “Requested”).
Note: You can configure that changes to existing time entries must be approved by the supervisor. You will find this option in the time tracking settings.
This setting should not be enabled for automatic recording If you want time entries to be recorded automatically, you should deactivate the above option: automatically stopped time entries should then be credited to the working time account immediately, since the employee is not expected to edit the end time.
Read all the details about automatically creating time entries here.