User Management
Time Clocks
Review, change and approve when team members start and end their shifts.
Can't find what you need? Contact Cinchio:
About
Time clocks record when team members start and end their shifts. Team members clock in and out in the Operations Hub, and managers review, change and approve their records here.
Time clocks can also be created here, or come from your POS automatically. As well as start and end times, a time clock can record:
- Breaks
- The job role worked
- Cash tips
How a time clock moves on
Open Shift
Clocked in, but not out. Can be changed.
Closed Shift
Clocked in and out. Can be changed.
Approved
Checked and approved. Can't be changed.
Completed
Locked for good, usually once sent to a third-party system.
Reporting
Ready to start?
Go to the Create tab.
Create
There are three ways a time clock is created.
How is the time clock being created?
Operations Hub
Team members clock in and out front of house, without logging in to Cinchio Back Office.
Cinchio Back Office
1
Start a new time clock
Go to User Management > Time Clocks and select CREATE TIME CLOCK.
2
Fill in the shift
On the Create Time Clock Record page, fill in:
Who the time clock is for.
The job role they worked, if you use them.
Where they worked, if the site has several locations.
When they clocked in.
When they clocked out, if the shift has ended.
Any cash tips they received.
3
Save it
Choose what to do next:
CREATE & EXIT
Save it and go back to the list.
CREATE & ADD DETAILS
Save it and add more, such as breaks.
APPROVE
If there's a clock out time and nothing else to add, approve it straight away.
The time clock is saved as Open Shift if it only has a clock in time, or Closed Shift if it has both.
Automatically, from the POS
With some POS integrations, time clocks are created for you when team members clock in and out at the POS. To find out more, contact the European Helpdesk or the North American Helpdesk.
Shift still open at the POS
The time clock is created as Open Shift.
Shift closed at the POS
The time clock is created as, or updated to, Closed Shift.
Changes at the POS
Changes made to a shift at the POS within 7 days are copied to the time clock, as long as it hasn't been approved.
Edit
Change a time clock while it's Open Shift or Closed Shift.
What do you want to change?
Clock in or out times, in the list
In User Management > Time Clocks, Open Shift and Closed Shift time clocks from the past 30 days are listed. You can change these straight in the list:
When the team member clocked in.
When they clocked out. You can add, change or remove it.
Adding or removing a clock out time
Adding one moves the time clock to Closed Shift. Removing one moves it back to Open Shift.
Anything else
1
Open the time clock
Go to User Management > Time Clocks, find the time clock and select EDIT.
2
Make your changes
You can change:
When they clocked in.
When they clocked out. You can add, change or remove it.
Where they worked, if the site has several locations.
The job role they worked.
Their cash tips.
For reference, you'll also see the Team Member Name, the Source Name where they clocked in, the original Declared Clock In Date and Declared Clock Out Date, and the Total Hours, Shift Hours (without breaks) and Break Hours.
Adding or removing a clock out time
Adding one moves the time clock to Closed Shift. Removing one moves it back to Open Shift.
3
Save
Select SAVE & REMAIN or SAVE & EXIT.
The time clock is updated. When everything's right, approve it.
Breaks
Go to User Management > Time Clocks, find the time clock and select EDIT. Any breaks are listed, showing:
When the break started and ended. You can change these.
The times originally declared, for reference.
Add a break
Select ADD NEW BREAK and enter the times.
Remove a break
Select DELETE at the end of its row.
Then save the time clock with SAVE & REMAIN or SAVE & EXIT.
Approve
Approve a time clock once it's right. It can't be changed after that.
It has a clock out time
Only time clocks with both clock in and clock out times can be approved.
Earlier ones are approved
Each team member's time clocks must be approved in date order, unless that's turned off for your company.
How do you want to approve it?
Straight from the list
1
In User Management > Time Clocks, select APPROVE against the time clock.
The time clock is approved.
After checking the details
1
Open the time clock
Go to User Management > Time Clocks, find the time clock and select EDIT.
2
Check and change it
Make any changes you need.
3
Approve it
Select APPROVE.
The time clock is approved.
Don't need date order?
To approve time clocks in any order, contact the European Helpdesk or the North American Helpdesk.
Search
Find time clocks by date, team member, state, role or location.
Shown straight away
When you open User Management > Time Clocks, time clocks in Open Shift and Closed Shift are listed.
Searching
Use any of these filters in the Search panel at the top, then select SEARCH. Matching time clocks are listed by date.
Time clocks with a clock in or out time in the selected dates.
All or part of the team member's name.
All or part of their employee number.
All or part of their POS code.
Time clocks in the selected states.
Time clocks for the job role entered.
Time clocks at the selected locations. Leave blank for all.
Whether to include deleted time clocks.
Employee number or POS code?
Depending on your company's setup, you may only see one of these.
What's shown
The team member's name.
Where they worked.
The job role they worked, if there is one.
When they clocked in. You can change it here.
When they clocked out, if they have. You can change it here.
Hours between clock in and out.
Its current state.
Total break time.
10 time clocks are shown per page. Use the page selector at the bottom right to move between pages.
Roll Back
Roll an approved time clock back to Closed Shift, so you can change it.
You can only roll back a time clock if
You have the rights
If you don't but think you should, find out how to get access.
It's Approved
A Completed time clock can't be rolled back.
Steps
1
Open the time clock
Go to User Management > Time Clocks, find the time clock and select EDIT.
2
Roll it back
Select UNAPPROVE and confirm.
The time clock is back in Closed Shift, and can be changed.
Delete
Delete a time clock you no longer need. It's kept for audit purposes, so you can restore it.
You can only delete a time clock if
You have delete rights
If you don't but think you should, find out how to get access.
It's an open or closed shift
If it's been approved, roll it back first.
What do you want to do?
Delete a time clock
1
Open the time clock
Go to User Management > Time Clocks, find the time clock and select EDIT.
2
Delete it
Select Delete and confirm.
The time clock is marked as deleted. You can still open it to see who deleted it, and when.
Restore a deleted time clock
1
Find the time clock
Go to User Management > Time Clocks and search with Show Deleted set to Yes.
2
Restore it
Open it, select Undelete and confirm.
The time clock is available again.
FAQs
Frequently asked questions
QWhat code do team members clock in and out with?
Either their POS code or their employee number. Choose which with Time Clock Entry Method in company setup.
QHow do I make team members choose a job role?
Turn on Time Clocks Require Job Role in company setup, then set up your job roles.
QHow do I ask team members to declare tips?
Turn on Allow Time Clocks Tip Declaration in company setup. Team members are then asked for tips when they clock out.
Troubleshooting
I can't select Clock In
You can only clock in if you don't already have an Open Shift. Either you've already clocked in, or an earlier shift wasn't clocked out. A manager can add the clock out time to the earlier shift.
I can't select Clock Out
You can only clock out if you have an Open Shift. Either you've already clocked out, or you didn't clock in. A manager can create the time clock for you.