Depending on your register’s settings, if an employee forgot to clock out from their last shift, they will be unable to clock in until their shift is closed and hours adjusted.
When they try to clock in at their next shift, it forces a manager to intervene and adjust the hours. This is a failsafe to ensure employees are not getting paid for unworked hours.
Reasons why an employee can't clock in and how to fix it:
#1 The employee forgot to clock out. A manager needs to manually clock them out (Manager Menu -> Time Clock ->Edit Times)
#2 This means the Time Window for Time Clock is Turned On
Manager Menu -> Register Setup -> Register Options by Terminal -> Time Clock/Misc. -> Use Time Window for Time Clock
How to handle the closeout when employees are still on the clock:
If employees are still actively working, keep them on the clock. However, at the end of their shift, they must clock out in order to claim cash tips (if applicable) and to verify their worked hours are accurate.
- Depending on your system settings, the closeout may fail if employees forget to clock out. At the start of the day tomorrow, verify the closeout ran by following this guide: “Starting the Day: Verifying a Successful Closeout”
Default system setting:
Allowing the closeout to run with employees on the clock:
This option keeps employees on the clock until their next shift, forcing a manager to adjust hours when they try to clock in next time to prevent paying for unworked hours.
[Setting Used: End of Day Runs with Employee(s) On the Clock = Yes]
Closeout Settings: How to handle employees still on the clock when its time for the nightly closeout
Stopping the closeout with employees on the clock
With this option, the closeout will fail with employees on the clock. At the start of the day tomorrow, verify the closeout ran by following this guide: Starting the Day: Verifying a Successful Closeout
[Setting Used: End of Day Runs with Employee(s) On the Clock = No]
"After closeout, employees are automatically clocked out and immediately clocked back in":
- This option ensures more precise labor hours.
- Keeps employees on the clock until their next shift, forcing manager intervention to adjust hours.
If employees are still on the clock during the closeout, they are automatically clocked out and then clocked back in
Using this option keeps labor hours more precise, plus keeps employees on the clock until their next shift if the time is not adjusted. When they try to clock in at their next shift, it forces a manager to intervene and adjust the hours. This is a failsafe to ensure employees are not getting paid for unworked hours.
[Setting Used: End of Day Runs with Employee(s) On the Clock = Out_In]
Please note that these options provide flexibility but require careful consideration to avoid payroll and labor mistakes.
If employees are still on the clock during the closeout, they are automatically clocked out.
Developer Note: This option is not recommended.
Using this option clocks out all employees during the closeout process. However, you must adjust their time the following day so that they do not get paid for unworked hours.
[Setting Used: End of Day Runs with Employee(s) On the Clock = Out]