This article explains how to use PayHero Shift for your employees to clock in and out. For details on how to set up PayHero ready to use PayHero Shift, see this article.
PayHero Shift automates the recording of timesheet entries for your employees. Shift is fully integrated with PayHero and allows employees to quickly and easily clock in and out, as well as record their own unpaid breaks. See Paid & Unpaid Breaks for turning on automated paid breaks if required for your business.
Shift is entirely web based and can be accessed through a range of browsers and tablets at shift.payhero.co.nz.
Log in using your Team Manager user access credentials.
After logging in you'll see the Clock Entries page, where there'll be a list of any employees currently clocked in. To clock in, an employee can simply tap the green Clock In button in the top left and select their name from the list displayed.
The employee will then be prompted to take a photo of themselves to clock in. A preview of the photo will be displayed with the option of retaking another or using the existing photo.
Employees currently clocked in will be shown at the top of the Clock Entries page. To clock out, the employee can tap on their name/photo and tap the Clock Out button. This will prompt taking another photo to finalise the time entry.
If the tablet is connected to the internet, a time entry will be created in PayHero. If the internet connection has been lost any time entries will be stored locally until the connection is restored, at which point the entry will be uploaded to PayHero.
Taking a Break
When an employee goes on an unpaid break, such as lunch, they can tap on their photo from the Clocked In section and press the Start Break pause button. Afterwards the employee can simply tap on the play button on their photo to clock back in. This will log their unpaid break against the total time clocked in.
How Breaks are Applied
Time entries recorded through PayHero Shift will automatically use the default Break Duration setting on the Work being used. For information on setting up default Break Durations, see our support article: Strict Clock Times.
The default Break Duration on the Work will not be used if an employee uses the built-in break function through Shift instead. Any breaks recorded directly through Shift will override the default Break Duration saved on the Work.
Tapping on the PayHero (or your company) logo up the top right will display the menu where you can select to view the Time History. From the Time History screen you can view all time entries for the day. You can view the start and finish times, and shift duration as well as the Work it was recorded against. Selecting a date from the calendar bar at the top will display all recorded time entries for that particular day.
Forgot to Clock Out
Sometimes an employee may forget to clock out and end their shift. When this happens PayHero will limit these time entries to 24 hours once the employee is finally clocked out. Afterwards these time entries will need to be manually amended in PayHero to reflect the employee's actual hours worked. See our Editing & Deleting Time support article for a guide on doing so.