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Clock In/Clock Out Guide

Overview​

What is Clock In/Clock Out?​

Clock In/Clock Out functionality with Kiosk Mode provides a seamless, integrated approach to operator time tracking that connects directly with ERP and HR systems. By unifying the operator experience and automating time capture, manufacturers can streamline payroll processes, improve labor tracking accuracy, and drive adoption of digital tools on the shop floor.

The Problem:

  • Lack of visibility into labor hours for production activities
  • Inefficient manual processes for tracking attendance and shift activities
  • Difficulty reconciling actual labor time with production time for accurate costing
  • Compliance challenges related to labor tracking and reporting
  • Disconnected time tracking systems requiring duplicate data entry

The Solution: A unified time tracking system that:

  • Integrates clock-in/out with job execution (ShopPulse)
  • Provides standalone kiosk terminals for simple time tracking
  • Automatically generates labor tickets for ERP
  • Validates time entries to prevent errors
  • Creates complete audit trails for compliance
  • Eliminates duplicate data entry

Who Uses Clock In/Clock Out:

  • Operators: Track hours worked, clock into specific jobs
  • Supervisors: Monitor attendance, adjust labor tickets
  • HR Professionals: Export time data for payroll processing
  • Plant Managers: Analyze labor costs and productivity
  • IT Managers: Reduce system complexity with integrated platform
  • Finance Teams: Ensure accurate labor reporting

Key Features​

Bi-Directional ERP Integration​

Supported ERP Systems:

  • Epicor Kinetic
  • Infor Visual
  • Infor XA
  • Infor Syteline
  • JobBoss²
  • Other ERPs via API (extensible)

Data Flow:

  • From ERP: Work orders, operations, expected labor hours
  • To ERP: Actual labor hours, clock-in/out times, labor tickets
  • Frequency: Real-time or batch (configurable)

Unified Operator Experience​

Single Interface for:

  • Time tracking (clock in/out)
  • Job execution (start/stop jobs, report parts)
  • Scrap reporting
  • Downtime categorization
  • Quality inspections (FAI)

Benefits:

  • One login for all shop floor activities
  • Consistent user experience across tasks
  • No system switching
  • Reduced training time

Labor Ticket Reconciliation​

Automatic Prompting:

  • When operator clocks out, system checks for open labor tickets
  • Prompts to close any unfinished tickets
  • Ensures complete time accounting
  • Prevents forgotten entries

Validation:

  • Clock-out time must be after clock-in time
  • Duration must be reasonable (< 24 hours)
  • Operator can only be clocked into one job at a time
  • Overlapping entries flagged for review

Time Duration Calculation​

Automatic Calculation:

Duration = Clock-Out Time - Clock-In Time

Break Handling:

  • Breaks excluded from labor time (if configured)
  • Automatic or manual break deduction
  • Paid vs. unpaid breaks supported

Overtime Calculation:

  • Hours beyond 40/week flagged (configurable)
  • Daily overtime rules (> 8 hours)
  • Weekend/holiday rules

Kiosk Mode​

What is Kiosk Mode?​

Kiosk Mode provides a lightweight, standalone interface for clock-in/out accessible from shared terminals without requiring full ShopPulse deployment.

Ideal For:

  • Shared clock-in stations (lobby, break room)
  • Simple time tracking (no job-level detail needed)
  • High-traffic locations (many operators using same terminal)
  • Facilities without individual operator tablets

Kiosk Features​

Standalone Operation:

  • Runs independently of ShopPulse
  • Accessible from any browser
  • No app installation required
  • Lightweight interface (fast load times)

Touch-Optimized Design:

  • Large buttons for easy touchscreen use
  • Simple, intuitive workflow (3 taps to clock in)
  • Minimal text entry
  • Clear visual feedback

Multiple Authentication Options:

  • Badge Scanning: Swipe or tap badge
  • PIN Entry: Unique 4-6 digit PIN per operator
  • Username/Password: Traditional login
  • Facial Recognition: Touchless (if hardware available)

Centralized Management:

  • Configure kiosk settings from admin interface
  • Deploy to multiple terminals easily
  • Update settings globally
  • Monitor kiosk usage and status

Shift Context Awareness:

  • Displays current shift information at top
  • Shows shift start/end times
  • Lists operators currently clocked in (optional)
  • Displays company announcements (configurable)

Setting Up a Kiosk​

Hardware Requirements:

  • Tablet or touchscreen monitor (10"+ recommended)
  • Network connectivity (wired or WiFi)
  • Optional: Badge reader (USB or integrated)
  • Optional: Camera (for facial recognition)

Software Setup:

  1. Navigate to Settings → Kiosk Mode
  2. Click "Add Kiosk"
  3. Configure Kiosk:
    • Kiosk Name: Descriptive name (e.g., "Main Entrance Kiosk")
    • Location: Physical location
    • Authentication Methods: Enable badge scan, PIN, username/password
    • Display Options:
      • Show current shift
      • Show who's clocked in
      • Show company announcements
    • Auto-Logout Time: How long before kiosk resets (e.g., 30 seconds)
  4. Click "Save"
  5. Copy Kiosk URL: Unique URL for this kiosk
  6. Open URL on Kiosk Device: Bookmark for easy access
  7. Test: Clock in/out test user to verify

Using a Kiosk (Operator Perspective)​

Clock In:

  1. Approach Kiosk (screen shows welcome message)
  2. Authenticate:
    • Option A: Scan badge → System identifies you
    • Option B: Tap "Enter PIN" → Enter your PIN → Tap "Submit"
    • Option C: Tap "Username/Password" → Enter credentials → Tap "Login"
  3. Confirm Identity: Screen shows your name → Tap "Clock In"
  4. Select Job (optional, if kiosk configured for job tracking):
    • Choose from list of available jobs
    • Or tap "General Work" if no specific job
  5. Success Message: "Clocked in at 7:00 AM"
  6. Auto-Logout: Screen returns to welcome after 10 seconds

Clock Out:

  1. Approach Kiosk
  2. Authenticate (badge, PIN, or login)
  3. Confirm Identity: Screen shows your name → Tap "Clock Out"
  4. Review Time: Shows clock-in time, clock-out time, duration
  5. Close Open Labor Tickets (if any):
    • System lists any jobs still open
    • Tap "Close" for each
    • Or tap "Leave Open" if continuing tomorrow
  6. Success Message: "Clocked out at 3:00 PM. Total time: 8h 0m"
  7. Auto-Logout: Screen returns to welcome

Clock In/Out from ShopPulse​

Integrated Time Tracking​

For Operators with Tablets:

  • Clock-in/out built into ShopPulse operator dashboard
  • Time tracking integrated with job execution
  • No separate kiosk visit required

How It Works:

Clock In to a Job:

  1. Open ShopPulse on operator tablet
  2. View available jobs
  3. Tap job to start
  4. Tap "Clock In" → Job starts, timer begins
  5. Work on job (parts count automatically)
  6. Tap "Clock Out" → Job pauses/ends, labor ticket created

Benefits:

  • One action (start job) also clocks in operator
  • Labor time automatically linked to specific job/work order
  • No duplicate entries (one interface for time + production)
  • Accurate job costing (labor directly tied to parts produced)

Job-Level Time Tracking​

Granular Labor Data:

  • Time tracked per job, not just per shift
  • Multiple jobs per shift supported
  • Automatic labor ticket creation for each job
  • Pause/resume support (breaks, meetings, etc.)

Example:

Operator: John Smith
Shift: 7:00 AM - 3:00 PM

Jobs worked:
- WO-12345, OP10: 7:05 AM - 10:30 AM (3h 25m)
- Break: 10:30 AM - 10:45 AM (15m, unpaid)
- WO-12345, OP20: 10:45 AM - 2:30 PM (3h 45m)
- Lunch: 12:00 PM - 12:30 PM (30m, unpaid)

Total Labor: 7h 10m (excluding breaks)
Labor Tickets: 2 (one per operation)

For Operators​

Clocking In​

Best Practices:

  • Clock in within 5 minutes of shift start
  • Choose correct job (if job selection required)
  • Verify name on screen before confirming
  • Note clock-in time for your records

Forgot to Clock In?

  • Clock in as soon as you remember
  • Notify supervisor
  • Supervisor can adjust time retroactively

Clocking Out​

Before You Clock Out:

  1. Ensure all parts counted (if tracking quantity)
  2. Report any scrap
  3. Categorize any downtime
  4. Add notes if anything unusual occurred

Clock-Out Process:

  1. Tap "Clock Out" on tablet or kiosk
  2. Review duration (does it look correct?)
  3. Close any open labor tickets
  4. Confirm clock-out

Forgot to Clock Out?

  • Notify supervisor immediately
  • Supervisor will adjust end time
  • Document actual end time

Managing Breaks​

Paid Breaks:

  • Stay clocked in
  • Break time included in labor hours
  • Typical: Two 15-minute breaks per 8-hour shift

Unpaid Breaks:

  • Option 1: Clock out, clock in after break
  • Option 2: System auto-deducts (e.g., 30 min lunch)
  • Typical: 30-minute lunch break

Switching Jobs Mid-Shift​

If Starting New Job:

  1. Clock out of current job (or tap "Complete Job")
  2. Clock in to new job
  3. System creates separate labor ticket for each

If Pausing Job (Will Resume Later):

  1. Tap "Pause Job"
  2. Select reason (break, material wait, etc.)
  3. Resume when ready (tap "Resume")
  4. Single labor ticket with paused time noted

For Supervisors​

Monitoring Attendance​

Real-Time Dashboard:

  • Access: Dashboards → Labor → Attendance
  • Shows:
    • Who's clocked in (green)
    • Who's scheduled but not clocked in (yellow)
    • Who clocked in early/late (time variance)
    • Who's on break (paused)

Use Cases:

  • Morning check: Is everyone here?
  • Late arrivals: Follow up with absent operators
  • Shift handover: Incoming supervisor sees who's present

Adjusting Labor Tickets​

When Corrections Needed:

  • Operator forgot to clock in/out
  • Operator clocked into wrong job
  • Time entry error
  • System glitch

How to Adjust:

  1. Navigate to: Production → Labor Tickets
  2. Find Ticket: Filter by operator, date, job
  3. Click "Edit"
  4. Modify:
    • Clock-in time
    • Clock-out time
    • Job/work order
    • Operator
  5. Add Note: Explain adjustment (required)
  6. Click "Save"

Audit Trail:

  • Original values preserved
  • Who made adjustment logged
  • When adjustment made logged
  • Reason for adjustment saved

Best Practices:

  • Make adjustments within 24 hours
  • Always add explanatory note
  • Review with operator if large adjustment
  • Audit weekly for patterns (consistent errors = training opportunity)

Handling Exceptions​

Operator Forgot Badge:

  1. Operator reports to supervisor
  2. Supervisor manually clocks operator in
  3. Notes reason ("forgot badge")
  4. Operator retrieves badge for future

System Down (Connectivity Issue):

  1. Record times on paper
  2. When system returns, enter manually
  3. Or adjust labor tickets retroactively

Operator Left Early:

  1. Supervisor clocks operator out
  2. Records actual end time
  3. Notes reason (sick, emergency, etc.)

For HR and Payroll​

Exporting Time Data​

Time Report Access:

  • Navigate to: Reports → Labor → Time Report
  • Select: Date range, operators, department
  • Export: CSV for payroll system

Export Includes:

  • Operator name/ID
  • Clock-in time
  • Clock-out time
  • Duration (hours)
  • Job/work order (if applicable)
  • Regular hours
  • Overtime hours
  • Breaks (if tracked)

Frequency:

  • Daily (for payroll preparation)
  • Weekly (for payroll processing)
  • Bi-weekly or monthly (payroll cycle)

ERP Sync​

Automatic Labor Ticket Sync:

  • Labor tickets sync to ERP automatically (if integration configured)
  • Frequency: Real-time or batch (configurable)
  • No manual export required

ERP Systems Supported:

  • Epicor Kinetic
  • Infor Visual
  • Infor XA
  • Infor Syteline
  • JobBoss²
  • Others via API

Benefits:

  • Single source of truth (MachineMetrics → ERP)
  • Eliminates duplicate data entry
  • Reduced payroll errors
  • Faster payroll processing

Compliance and Audit Trails​

Data Captured for Compliance:

  • Complete clock-in/out history
  • Adjustments (who, when, why)
  • Break times
  • Overtime calculations
  • Exception handling

Audit Reports:

  • Navigate to: Reports → Labor → Audit Report
  • Shows:
    • All time entries for period
    • All adjustments made
    • Who made adjustments
    • Notes/reasons for changes

Retention:

  • Time data retained per company policy (typically 7 years)
  • Audit trail immutable (cannot be deleted)

Labor Ticket Management​

What is a Labor Ticket?​

Labor Ticket: A record of time spent on a specific job or activity.

Contains:

  • Operator ID
  • Work order number
  • Operation
  • Clock-in time
  • Clock-out time
  • Duration
  • Parts produced (if applicable)
  • Machine (if applicable)

Purpose:

  • Job costing (actual labor cost per job)
  • Payroll (hours worked per operator)
  • Production tracking (labor efficiency)

Labor Ticket Lifecycle​

1. Created:

  • Operator clocks into job
  • Labor ticket created with start time

2. Active:

  • Timer running
  • Operator working on job
  • Parts counting (if applicable)

3. Paused (Optional):

  • Operator pauses job (break, material wait)
  • Timer stops
  • Can resume later

4. Closed:

  • Operator clocks out of job
  • End time recorded
  • Duration calculated
  • Ticket marked complete

5. Synced:

  • Closed ticket syncs to ERP (if configured)
  • ERP updates with actual labor hours

Viewing Labor Tickets​

Access: Production → Labor Tickets

Filters:

  • Date range
  • Operator
  • Machine
  • Work order
  • Status (active, closed, adjusted)

Actions:

  • View details
  • Edit (if permissions)
  • Export to CSV
  • Print

Integration with ERP​

Setup Requirements​

ERP Connector Configuration:

  1. Navigate to Settings → Integrations → ERP
  2. Select ERP system (Epicor, Infor, JobBoss, etc.)
  3. Enter connection details (API key, endpoint, credentials)
  4. Configure labor ticket sync:
    • Sync frequency (real-time or batch)
    • Field mapping (MachineMetrics fields → ERP fields)
    • Sync direction (one-way to ERP or bi-directional)
  5. Test connection
  6. Enable sync

Field Mapping:

  • Operator ID → ERP Employee ID
  • Work Order → ERP Work Order Number
  • Operation → ERP Operation Sequence
  • Hours → ERP Labor Hours
  • Clock-In Time → ERP Start Time
  • Clock-Out Time → ERP End Time

Data Flow​

From MachineMetrics to ERP:

  • Operator clocks out of job
  • Labor ticket closed
  • System waits configured delay (e.g., 5 minutes for adjustments)
  • Labor ticket syncs to ERP
  • ERP creates/updates labor transaction
  • ERP posts labor cost to work order

Sync Status:

  • Pending: Waiting to sync
  • Synced: Successfully sent to ERP
  • Failed: Sync error (requires attention)

Error Handling:

  • Failed syncs flagged in MachineMetrics
  • Error message displayed (e.g., "Work Order not found in ERP")
  • Supervisor can correct and retry
  • Automatic retry after configured interval

Reports and Analytics​

Time In Shop Report​

Purpose: Track total hours each operator worked.

Access: Reports → Labor → Time In Shop

Metrics:

  • Operator name
  • Total hours worked (date range)
  • Regular hours
  • Overtime hours
  • Number of jobs worked
  • Utilization %

Use Cases:

  • Payroll verification
  • Operator productivity analysis
  • Capacity planning

Daily Attendance Report​

Purpose: Track operator attendance.

Access: Reports → Labor → Daily Attendance

Shows:

  • Scheduled operators
  • Clocked-in operators
  • Absent operators
  • Late arrivals
  • Early departures

Use Cases:

  • Shift start validation
  • Attendance tracking
  • HR compliance

Labor Cost Report​

Purpose: Analyze labor costs by job, machine, or department.

Access: Reports → Labor → Labor Cost

Metrics:

  • Labor hours per job
  • Labor cost (hours × rate)
  • Labor cost vs. estimated
  • Variance (actual vs. standard)

Use Cases:

  • Job costing accuracy
  • Quote validation
  • Process improvement ROI

Best Practices​

For Operators​

  1. Clock in promptly: At start of shift
  2. Clock out daily: Don't let tickets carry over
  3. Use breaks correctly: Follow company policy (clock out for unpaid, stay in for paid)
  4. Report errors immediately: Tell supervisor if you forgot to clock in/out
  5. Verify times: Check duration before confirming clock-out

For Supervisors​

  1. Review daily: Check attendance and labor tickets every morning
  2. Adjust promptly: Fix errors within 24 hours
  3. Document adjustments: Always add explanatory note
  4. Train operators: Ensure everyone knows how to clock in/out correctly
  5. Monitor patterns: Frequent errors = need for additional training

For HR/Payroll​

  1. Export regularly: Don't wait until last minute before payroll deadline
  2. Validate data: Spot-check against expected hours
  3. Review exceptions: Investigate unusual entries (very long/short durations)
  4. Archive exports: Keep copy of each payroll export for records
  5. Audit quarterly: Review time data quality and process compliance

Troubleshooting​

Operator Can't Clock In​

Possible Causes:

  • Already clocked in elsewhere
  • Badge not recognized
  • PIN incorrect
  • Account disabled

Solutions:

  1. Check if operator already clocked in (Dashboards → Attendance)
  2. Verify badge number matches operator profile
  3. Reset PIN if forgotten (Settings → Users → [Operator] → Reset PIN)
  4. Ensure account active (Settings → Users → [Operator] → Status)

Labor Ticket Not Syncing to ERP​

Possible Causes:

  • ERP connector not configured
  • Work order doesn't exist in ERP
  • Field mapping issue
  • ERP credentials expired

Solutions:

  1. Check ERP connector status (Settings → Integrations → ERP → Status)
  2. Verify work order exists in ERP
  3. Review field mapping (Settings → Integrations → ERP → Field Mapping)
  4. Test ERP credentials (Settings → Integrations → ERP → Test Connection)

Time Seems Incorrect​

Possible Causes:

  • Operator forgot to clock out (duration = 12+ hours)
  • Clock-out time set to "now" instead of actual end time
  • Break deduction incorrect
  • Time zone mismatch

Solutions:

  1. Adjust labor ticket (Production → Labor Tickets → [Ticket] → Edit)
  2. Set correct end time
  3. Verify break deduction settings (Settings → Labor → Breaks)
  4. Check time zone (Settings → Company → Time Zone)

Questions? Contact support@machinemetrics.com