Table of Contents:
Setup & Configuration
1. How does the clock in / clock out widget work?10. Can employees edit their time entries after submission?
2. Can time tracking be used just for attendance tracking vs. payroll?
3. How do employees log their breaks?
4. How are timesheets submitted and approved?
5. What time tracking policies can be configured?
Integration with Other Modules
6. Can time tracking data feed into payroll?
7. How does time tracking integrate with the absence module?
User Experience & Daily Use
8. Is the interface user-friendly and flexible?
9. Can the widget work in kiosk mode for easier clock in / clock out?
10. Can employees edit their time entries after submission?
Troubleshooting
11. What error messages might I see when clocking out?
12. What if I forgot to clock out?
13. Why is my timesheet greyed out and inaccessible?
Setup & Configuration
1. How does the clock in / clock out widget work?
The Time Tracking widget appears at the top of the page as soon as you open Leapsome. Employees can click on it to clock in and start their work day. The widget allows you to pause your entry by clicking 'Take a break', which automatically kicks off the start of your break. At the end of your work day, you can clock out using the widget by clicking 'Clock out'. When you clock out, you'll see a pop-up window with a summary of your working day, including clocked-in work and break times. You can review it, make adjustments if needed, and save your entries. You also have the option to leave a comment for the specific entry, which is optional and can be used to note any unusual patterns or important information.
2. Can time tracking be used just for attendance tracking vs. payroll?
Yes, time tracking offers flexibility for different use cases. You can use it purely for attendance tracking and monitoring working days without necessarily connecting it to payroll processing. The module allows you to track office days vs. remote work days, and you can choose whether or not to integrate the tracked hours into your payroll cycles. This makes it suitable for organizations that want visibility into when employees are working without tying it directly to compensation calculations.
3. How do employees log their breaks?
To take a break using the widget, simply click on the time at the top of the page. In the menu that expands, click on 'Take a break' and it will pause your working time and kick off the break. When you start your break, you'll see your work time breakdown by clicking on the 'Work' row. To complete your break and resume the work clock, click on 'Start work'. The system can handle different break types (e.g., 15-minute breaks, 30-minute breaks) and will automatically calculate the time spent on breaks.
4. How are timesheets submitted and approved?
Timesheets can be submitted on a weekly or monthly basis, depending on your organization's configuration. When you clock out using the widget, the time is submitted as an entry to the timesheet. The system automatically calculates hours worked based on your clock-in / clock-out times and breaks. Admins can set up approval workflows where managers review and approve timesheets before they're finalized. The calculation of hours worked is largely automated, reducing manual data entry and potential errors.
5. What time tracking policies can be configured?
Admins can configure various time tracking policies including minimum break duration requirements, break rules, maximum number of hours worked per day, overtime thresholds, and maximum overtime balance settings. These policies ensure compliance with labor regulations and company standards. Policies can be assigned to different employee groups based on their work location, contract type, or other attributes.
Integration with Other Modules
6. Can time tracking data feed into payroll?
Yes, time tracking data can automatically feed into payroll. Hours worked can populate payroll exports, making it particularly useful for hourly employees whose compensation depends on time tracked. The system distinguishes between compensable time (work hours) and non-compensable time (breaks), ensuring accurate payroll calculations. When payroll cycles are generated, the tracked hours from the time tracking module can be included automatically.
7. How does time tracking integrate with the absence module?
Time tracking works in conjunction with work schedules and holiday calendars from the absence module. The system ensures that absences are only counted on working days, and public holidays are automatically factored in. If an employee has an approved absence (e.g., vacation or sick leave), the system recognizes this and doesn't expect time tracking entries for those days.
User Experience & Daily Use
8. Is the interface user-friendly and flexible?
Yes, the interface is designed to be tech-savvy, easy to use, quick, and fast for both HR and finance teams as well as employees. The widget provides a simple one-click experience for clocking in and out. Employees can see their time breakdown clearly and make adjustments before submitting. The system provides real-time logging, eliminating the need to remember when and how long workdays or break times were.
9. Can the widget work in kiosk mode for easier clock in / clock out?
While the widget appears at the top of the screen when employees open Leapsome, specific kiosk mode functionality should be confirmed with your Leapsome admin or support team based on your organization's setup and requirements.
10. Can employees edit their time entries after submission?
This depends on your organization's time tracking policy settings and whether the timesheet has been approved. Generally, before approval, employees may be able to make adjustments to their entries. Once a timesheet is approved or past the submission deadline, editing capabilities may be restricted. Check with your admin about your specific policy configuration.
Troubleshooting
11. What error messages might I see when clocking out?
When clocking out, you might see error messages informing you of possible discrepancies with your time tracking entry. The possible error states include:
- Minimum break duration not met: The break period can't be ended until the minimum break duration is met.
- Break rules not met: The break period can't be ended until the break rules are met.
- Maximum number of hours worked per day reached.
- Overtime threshold: An overtime threshold was reached and the work time after this will count towards the overtime balance.
- Maximum overtime balance: The maximum overtime balance was reached and overtime won't be counted.
- Undertime: Fewer hours than defined in the time tracking policy were submitted and undertime is recorded.
12. What if I forgot to clock out?
If you forgot to clock out, you can delete the incomplete entry by clicking on 'Delete' in the widget menu. You can then manually add the time entry to your timesheet with the correct clock-in and clock-out times. Contact your manager or HR admin if you need assistance correcting entries after the fact.
13. Why is my timesheet greyed out and inaccessible?
If your timesheet appears greyed out, check that you are:
- Assigned to a time tracking policy
- Assigned to a holiday calendar
- Assigned to a work schedule
- Have the time tracking module enabled for your user account
- Within the timesheet submission deadline
If all of these are correct and you're still experiencing issues, try having your admin unassign and reassign your time tracking policy with live reassignment enabled. If problems persist, contact your Leapsome admin.