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kit097
Level 1

My employees manually clock time in and I can't tell

They clock in via mobile. However, how do I prevent a manual clock in? I can't tell if they are late to work and I am not sure they clocked in and manually placed a time in or they automatically clocked in. So I want to make sure they have a true clock in via their mobile phone and GPS location.

6 Comments
MonicaM3
QuickBooks Team

My employees manually clock time in and I can't tell

Hello @kit097,

 

I hope you had a great weekend. Thanks for checking in with the Community. Accurate timekeeping is definitely a priority and I’m happy to help you with that.

 

While labor laws prohibit blocking employees from clocking in and out, we can adjust your company settings to require location tracking to be turned on. This way, you’ll know the location of your team when they clock in and out. Here’s how:

  1. From Company Settings, choose Location.
  2. Select Required, then Save.

Screen Shot 2021-04-05 at 8.55.30 AM.png

 

For additional details about using the GPS feature, check out this great article: Use QuickBooks Time GPS Tracking as Admin or Manager

 

Feel free to reply with any additional questions about GPS tracking, or anything else. I’m here to help anytime.

 

Enjoy your day!

Fiat Lux - ASIA
Level 15

My employees manually clock time in and I can't tell

@kit097 

If you constantly having to worry about employees punching time for one another, then you should consider to utilize the facial recognition feature. When an employee goes to punch time or login to their account, their face is compared to that of the image the app has on file. If the app doesn’t recognize the employee, they will receive an error message and won’t be able to punch in/out or login to their account. You may find the feature on another time tracker app. Afaik, QB Time only offers this feature on kiosks.

kit097
Level 1

My employees manually clock time in and I can't tell

it is more about allowing them to check in on their phone. They can somehow manipulate the data to show they clock in on time. before they got aquired by quicktime - that was not allowed.

Jessica_young
QuickBooks Team

My employees manually clock time in and I can't tell

I can help you with this, @kit097.

 

As designed the app should be syncing on its own.  If it's not there are a number of things your employees can try:

  1. Have your employees log out of the app, then back in.  Oftentimes, this will force a sync and bring over and update new information such as new jobs or job updates. Tap your profile, then tap Sign Out.
  2. If that doesn't work, uninstall and reinstall the QuickBooks Time mobile app.
  • Note: Before uninstalling and reinstalling the app, make sure any timesheet data store in your mobile device has been able to sync with the web app, otherwise that timesheet data will be lost. Your employee can take screenshots of timesheets to replicate the time later if needed

 

As far as the ability to clock in on their phones, and manipulate the time entered, we will want to remove the universal setting. Here's how to remove the option to manage their timesheets so they can not edit their time in:

  1. From the Admin account, go to Company Settings. 
  2. From the left menu, select Time Options, and tab to Time Entry.
  3. Uncheck the option Allow team members to manage their own timesheets.
  4. Click Save to ensure these changes are saved.

To remove the permission that allows for mobile time entry, you'll head to the individual employee's permissions. Here's how:

  1. From the Admin Account, click My Team.
  2. Select the employee you would like to remove this permission for. 
  3. From here, click permissions of the left menu.
  4. First, uncheck manage my timesheets.  This will remove their individual ability to change their in times. 
  5. You'll notice mobile time entry is no longer greyed out.  You can then uncheck this to remove their ability to use the app to clock in. 
  6. Select Save.

 

I'd love to hear how this goes. I'm here for any other questions you may have on this or anything else within the product. Have a fantastic Wednesday.

kit097
Level 1

My employees manually clock time in and I can't tell

this is exactly what I needed. Thanks!

K_Siman
QuickBooks Team

My employees manually clock time in and I can't tell

Hello @kit097! Thank you for coming back and letting us know that @Jessica_young's solution worked for you! 

 

Please feel free to come back to the Community with any other questions you have. We're all happy to help. :)

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