One of the ways you can record time and attendance in Tanda is through the time clock.
When recording time and attendance on the time clock or mobile app, employees are presented with four actions:
- Clock in - start of a shift
- Clock out - end of a shift
- Break start - start of a break
- Break end - end of a break.
Clocked times are recorded on the employees profile and timesheet.
Clock In History
The employee profile will show the raw data as actioned by the employee, under Clock In History.
To view an employee’s time clock in history:
- Navigate to the employee’s profile under Workforce > Staff.
- From the profile menu, select Clock Ins.
The Clock In History displays the date, time stamp, and location of each action on a time clock. These details cannot be edited or deleted for compliance reasons.
The Clock In History is particularly useful for seeing exactly what was clocked and using this information to diagnose timesheet errors or amendments.
A timesheet will also show the data as actioned by the employee, similar to Clock In History, but has the additional functionality to specify what time is to be used for payroll.
When viewing a timesheet, there are four time fields. The action selected on the device determines which field on the timesheet the time is attributed to, as illustrated below.
Understanding Clocked Times
What call to action has been selected on the device will determine how timesheets are displayed. For example, if an employee presses ‘Clock in’ at the beginning of their shift and then accidently again at the end of their shift (instead of ‘Clock out’), the timesheet will look like the following:
Tanda will intuitively prompt employees to select an action based on data entered into Tanda. For example, if an employee is rostered to start at 9am and it’s 8:55am, they will be prompted to select ‘Clock In’. However, realising the changing nature of shiftwork, employees are not restricted from selecting another action.
Where the incorrect action has been selected, times can be manually corrected on the timesheet by a Manager. All changes made to the timesheet will be recorded in the timesheet history, for compliance purposes.
Timesheet history for an employee who selected ‘Clock in’ (start) at 8:15AM and ‘Clock out’ (end) at 5:04PM. No break was clocked and an automatic break was applied.
The timesheet history is also a good tool for deciphering what actions were taken by the employee as well as the Manager, providing the information required to correct going forward.
Time clock status
If employees are using the time clock but times are not appearing on the employee profile or timesheet, check the time clock status to ensure the device is ‘online’.
When a time clock is online it means the device is connected to the internet and able to send data across to My Tanda. When a timeclock is not online it means the device cannot send information to My Tanda.
To check the status of a timeclock:
- Navigate to Time Clock Management, under the user menu.
Under Time Clock Management there is a ‘Last Heard from Field’ which has the time stamp for the last communication from the time clock to My Tanda. The timeclock attempts to send information to My Tanda after every action made on the device. If a timestamp does not reflect the time of the last action made on the timeclock, this would indicate a connection issue between devices. When a connection is absent, the time clock will store data until a connection can be established.
Pending Clock Ins
When data cannot be sent from a time clock to My Tanda, this data is considered as pending. Pending clock ins can be viewed on the time clock under the device menu.
Pending Clock Ins list each action that has been made on time clock but not able to be sent to Tanda. Each entry lists the employee, the action, and time stamp. If unable to establish a connection, this information can be used to manually create timesheets. However, establishing a connection should be attempted first to avoid duplicates when the data is sent.
When there is a strong, stable connection between the time clock and My Tanda, there will be no pending clock ins.
Re-authenticate Time Clock
If a connection cannot be made between a time clock and My Tanda with a tested internet connection, the device may need to be re-authenticated. Re-authentication allows a time clock to be re-connected to user or account.
To re-authenticate a time clock:
- Navigate to Settings, under the user menu.
- Select Configure Time Clock.
- Choose Assign a New Manager to this device and confirm.
Re-authentication will prompt you to setup the time clock again. There were two options to setup a device; setup code or account details.
Generally, a timeclock should be connected to an account rather than a specific user. When connected to an account (using a setup code), all employees in that account can use the time clock. When connected to a user (using account details), only employees managed by the assigned user can use the timeclock.
The account setup code can be found on My Tanda under the user menu > Time Clocks. If using account details, these details are the same credentials used to login to My Tanda.
Update Time Clock
In the unlikely event an issue persists after re-authentication, the time clock app may need to be updated. Typically an update button will appear automatically when an update is available. The app can also be manually updated.
To manually update the time clock app:
- Navigate to Settings, under the main menu.
- Click Update & Sync.
- Select Software update.
Check Time Clock Details
If you require additional support to this troubleshooting guide, please contact the Tanda team with the time clock details.
To view the time clock’s details:
- Navigate to Settings, under the main menu.
- Select About Time Clock.
Providing the time clock details will enable the team to best assist you.