PayHero’s Mobile Time Clock feature gives you real-time visibility into your workforce, allowing employees (or their managers) to record exact start and finish times directly from the PayHero mobile app by starting. This article provides an overview of how the Mobile Time Clock works and how administrators can monitor activity.
Monitoring Active Clocks
As a team manager or administrator, you can see who's currently working at a glance. Navigate to Time > Summary in the PayHero portal. Any employee who currently has an in-progress clock will be indicated by a flashing red recording icon displayed on their record. The time they clocked in will also be displayed, along with a location marker if their location was recorded.
The same clocked in status information can also be viewed from the Time > Timesheets page.
Reviewing Past Clocks
When viewing an individual employee's timesheet, time entries that were submitted via the mobile app start/stop clock will have a small clock icon on the entry.
Clicking into one of these entries will allow you to view the original clocked in and out times, along with the location details if they're available.
Note that the Start/End Time shown in the main pop-up window can be different from the Clock In/Out times. This will happen if a manual adjustment has been made to the time entry after the employee clocked out.
Starting and Stopping Clocks
The clock functionality is handled via the PayHero Mobile App.
Employees: For details on how individual employees start, stop, and pause their own clocks, please refer to the 'Employee Mobile App' section in our Timesheets for Employees article.
Team Managers: Managers can use the 'Team Clock' feature to start and stop clocks on behalf of their staff. Instructions for this can be found in our Timesheets for Managers article.
Clock Settings
PayHero offers several powerful configuration options to help you manage time and attendance accurately:
Location Tracking: If you wish to capture the GPS location of an employee when they clock in or out, please refer to Clock Locations.
Time Rounding & Breaks: To learn how to enforce strict start/end times or set durations for automatic unpaid breaks, see Strict Clock Times.
Paid vs. Unpaid Breaks: For details on how employees can record paid rest breaks versus unpaid meal breaks using the app, check out Mobile Clocks - Paid & Unpaid Breaks.
Frequently Asked Questions
Learn more about the commonly asked questions for managing employee clocks in PayHero here.
How do I clock out an employee who forgot to do it themselves?
How do I clock out an employee who forgot to do it themselves?
Managing clocks is always done via the mobile app, so to clock an employee out one of the following must happen:
The employee must stop it via their mobile app, or
A Team Manager must stop it via the 'Team Clock' section of the mobile app.
An administrator can be set up as a team manager if required. If the admin has an employee record, they'll just need to ensure their employee record is set up as the manager and has active user access in PayHero. You can achieve this by either:
Inviting the employee record with a different email address than the admin email - they can then use this email to sign into the mobile app as a manager. Or,
Linking the admin record to their employee record. This option is best if the admin would like to log into the mobile app with the same email address as their admin login email. This can be done under Manage > Admins, as seen here:
If the admin doesn't have an employee record, see our support article: How do I add a Team Manager who doesn't have an employee profile? for details on how to set them up. Then apply one of the above two options to invite them or link them to their admin record.
How do I clock out an employee who has already been 'Finished' in PayHero?
How do I clock out an employee who has already been 'Finished' in PayHero?
If an employee leaves your company but has a clock still running, you won't be able to access them in the app to stop it because their status is 'Finished'. To correct this:
Go to People > Employees and enable 'Show Finished Employees' from the menu button
Select the employee, and go to their Employment tab.
Remove their Finish Date and click Save.
Log into the mobile app as their Team Manager and stop their clock.
Return to the web portal and re-enter their Finish Date.
How do I clock out an employee who has been 'Restarted'?
How do I clock out an employee who has been 'Restarted'?
If you've rehired an employee and created a new employment record for them, but a clock is still running from their previous period of employment, you may encounter errors trying to stop it. To resolve this:
Go to People > Employees, select the employee, and go to their Employment tab.
Temporarily change their Start Date to a date before the clock was started.
Log into the mobile app as their Team Manager and stop the clock.
Change the Start Date back to the correct rehiring date.