Timesheet settings: ensuring accurate time tracking
Last but certainly not least, we have Timesheet Settings. This is where you’ll configure how Microkeeper tracks and records your team’s work hours.
Accurate timesheets are crucial for fair pay and smooth operations, so we’ve made sure to include all the tools you need to get it right.
Required settings
Round clock time: Think of this as your digital timekeeper. It rounds clock-in and clock-out times to the nearest value you set. For example, if you set it to 15 minutes, and someone clocks in at 8:05 AM, it’ll tidy that up to 8:00 AM (it will round it to nearest 15).
E.g., ABC Coffee wants the clock in and out times to be as precise as possible. They’ve set this to 1 for zero rounding, so when Ally clocks in at 8:06 AM, the timesheet entry will show as 8:06 AM.
Roll start time forwards: this setting is like a grace period for early birds. If someone’s shift start at 9am, but they’re keen to clock in at 8:50 AM, you can turn it off so only the Round Clock Time works, To the Hour which means the clock in will be set to the closest hour, or to the roster, which will make the start time match the roster start time.
E.g., ABC Coffee encountered a time theft problem with staff getting paid extra 15 minutes for clocking in earlier. They’ve now set this setting as “Roster - 15 minutes”. So now, whenever someone is rostered at 9:00 AM and clocks in at 8:50 AM, the recorded time will be 9:00AM.
GPS radius: This is all your mobile clock-ins. It sets how wide an area around a location your staff can clock in from. We suggest starting at 70m - it’s like casting a net that’s not too tight, not too loose. You can set it anywhere from 40 to 1000 meters.
E.g., One of ABC Coffee Stores is in Melbourne CBD. As many skyscrapers are near, they’ve had a bit of trouble with the current 70m setting. They tried adding in 50m, and now it works smoothly.
Time zone: This clever feature is like having a built-in world clock. It sets your time zone based on your location and even handles daylight saving time automatically. No more confused calls about what time it really is!
Shift approval: This is where you decide how you want to sign off on shifts. You can either require a manual tick per approved shift, or have a visual approval when only one person is in charge of payroll.
E.g., ABC Coffee management has a very structured process when approving timesheets. They have set this to “Tick Approval”, meaning the managers in charge have to manually approve shifts, and in case of any inconsistency they can always go back to the record of who approved it. Takes more time, but adds a layer of security.
Auto shift approval: this is your automatic timesheet checker. If a shift matches the roster perfectly, Microkeeper gives it the thumbs up automatically.
E.g., James worked from 9:00 AM to 3:00 PM as scheduled, so this shift was automatically approved for payroll.
These required settings form the foundation of your time tracking system. They ensure that you’re capturing all the necessary information for accurate payroll and reporting.
Advanced features
But why stop there? We’ve got some advanced setting that can add even more precision and convenience to your time tracking:
Setting
Description
Example
Clocking breaks
By default, Microkeeper automatically applies break rules, so staff don’t need to clock in and out for breaks. If staff are required to clock breaks, Microkeeper joins shifts within 90 minutes and applies the break rule with the nearest duration.
ABC Coffee has staff clock their breaks and “Break rule automatically applied” set. Allan clocked in his break at 11:02 AM and clocked off at 11:35 AM. The two shifts will be joined, and a 30-minute break rule will be applied.
Restrict clocking by IP Address
This feature works as a virtual fence for clock-ins. If staff use Fingerprint, NFC, or Quickclock to record hours, you can add your workplace IP address to a security list (Settings > General > Security).
ABC Coffee has staff clock in with GPS location tracking. Since cell tower IP addresses change frequently, they set this feature to “No network restriction.”
Shift work
If employees work past midnight, selecting this option ensures Microkeeper does extra calculations to record shifts correctly.
ABC Coffee closes at 7:00 PM, so this setting is set to “Normal.” At midnight, Microkeeper runs a script to check for employees who forgot to clock off.
Approval reminder
If an employee’s shifts haven’t been approved before payroll, managers receive a reminder email. *Ensure Manager Config - Clocking issue is set up.
Amber’s manager forgot to approve her shift from last Friday. Since their pay cycle ended on Sunday, the manager will receive an email at 2 PM on Monday reminding them of the pending approval.
Default job to timesheet
This setting ensures staff are assigned a job even if they forget to select one when clocking in. Microkeeper automatically assigns their default job.
We recommend enabling this if jobs should be sourced from other systems.
These advanced settings can help you fine-tune your time tracking to match your specific business needs. Whether you need to track breaks meticulously or want to give your team the ability to request time off directly in the system, we’ve got you covered.
Remember, the goal here is to create a system that works for you. Don’t feel pressured to activate every single option - choose the ones that align with your business processes and will make your life easier.
As you work through these settings, feel free to experiment. You can always come back and adjust things if you find a certain configuration isn’t working for you.
