Missed Clock Out Errors

Missed Clock Out Errors

Virtual TimeClock 16 added a great new feature to help you easily manage timecards when a worker forgets to clock out at the end of their work day. The Missed Clock Out feature notifies employees the very next time they attempt to clock in, allowing them to easily estimate their stop time and continue with their day. The software flags the entry as needing correction, and marks it in red when viewing  timecard or payroll reports. It's then super easy to see and correct timecards in the Payroll Approval Dashboard window.

By default, a Missed Clock Out error is triggered when a worker remained clocked into an activity for more than 12 hours. The Missed Clock Out is optional and the threshold time can be set longer or shorter to accommodate any shift length. See Turning On & Off at the bottom of this article for instructions.
 
User Perspective
Workers who miss a Clock Out will be displayed in red on the In & Out Board with a red 'X' by their name. You can see at-a-glance who forgot to clock out by looking at the In & Out Board:
The next time a user attempts to use the time clock, they are presented with a Missed Clock Out window (see below). Virtual TimeClock always records the actual stop time, but allows the user to add a note with their estimated stop time. Virtual TimeClock flags the entry as having a missed stop error.
Once a user has acknowledged the Missed Clock Out, they are able to once again use the time clock as normal.

Identifying Missed Clock Outs
A manager or administrator can easily see users with entries that need to be corrected in the Payroll Approval window (see below). Any timecard entries with a Missed Clock Out error must be corrected before exporting to payroll or closing the payroll period.
Correcting Missed Clock Outs
The following steps allow you to quickly view and correct missed clock outs for users:
 
Pro and Network Edition
  1. Select Turn Administration On from the File menu.
  2. Select the Payroll Approval icon in the administrative toolbar on the In & Out Board.
  3. Click on a user who is marked in red and select View Timecard from the popup menu.
  4. Select the Entry Editor icon in the toolbar of the report.
  5. Double click on the entry in red to modify the entry. 
  6. In the Modify Entry window adjust the stop error and uncheck the Stop Error checkbox.
  7. Select Save.
 
Basic Edition
  1. Select Turn Administration On from the File menu.
  2. Select the Timecard icon in the administrative toolbar on the In & Out Board. 
  3. Review all of your employee timecards and look for errors marked in red stating 'Missed Stop. User estimated stop:       Actual Stop:      ' . If there is an error marked in red you will also see Error listed in the Regular and Total Paid column. 
  4. Select the Entry Editor icon in the toolbar of the report.
  5. Double click on the entry in red to modify the entry.
  6. In the Modify Entry window adjust the stop error and uncheck the Stop Error checkbox.
  7. Select Save
 
Turning On or Off
To enable, modify, or disable the Missed Clock Out feature:
 
Basic Edition
The Missed Clock setting out applies to all workers in the Basic Edition. 
  1. Select Turn Administration On from the File menu
  2. Select Security from the Configure menu.
  3. Modify the feature using the Enforce Missed Stop checkbox and threshold hours.
  4. Select Apply in the bottom right corner to save the changes.

Pro and Network Edition
The Missed Clock Out setting is set on a group by group basis. 
  1. Select Turn Administration On from the File menu
  2. Select Display Groups from the Configure menu.
  3. Select a Display Group in the left column.
  4. Modify by using the Enforce Missed Stop checkbox and threshold hours in the Settings tab.
  5. Select Apply to save your changes.
  6. Repeat steps 3-5 for other Display Groups.‚Äč
Note: Changing or disabling the Missed Clock Out feature does not remove errors that have already occurred. Any existing errors must be corrected (see above).