Technical Support Blog

User "Clock In" is Missing

Occasionally we get a support call from a Virtual TimeClock user who reports that an employee who was on the clock returned to the time clock to punch out to find that they had already been clocked out; their status is showing 'Out' instead of 'In'. This is most often due to the time clock displaying an accidental future entry. The time clock will always display the most recent entry, even if it includes a future date. The user may also receive a message that says Start time cannot be earlier than stop time.
 

What is a Future Entry?
A future entry is a manual timecard entry with a date later than right now. Future entries are usually created accidentally by a time clock administrator.


How do Future Entries Cause Problems?
If a future entry is created while an employee is still on the clock, the time clock will display the future entry, with a Status of 'Out', instead of the current 'In' entry for that employee. When the worker returns to the time clock they will be confused because they already punched in for the day, but they appear to be 'Out'. The future entry does not delete the current entry, rather it hides the current punch and status.


How to Correct Future Entries

Correct future entries by changing the dates on the entry or removing the entry altogether. Follow these steps to find future entries:

  1. Select Turn Administration On from the File menu.
  2. Choose Entry Editor from the administrator toolbar.
  3. Click the Select Entries option, and select the user with the future entry.
  4. Change the date range to the current date through a future date (think Jan 1, 2999).
  5. Select the future entries and correct the dates or choose Delete.
  6. Check the In & Out Board to verify that real-time entry has reappeared.
Note: In recent versions of the software, we’ve added warnings to remind the administrator that they are creating future entries. 
Virtual TimeClock Future Entry