Clock-ins
View, create, correct and delete employees' clock-ins from the admin panel.
The Clock ins section is the company's working time record (registro de jornada): every start and every end of every employee, wherever it comes from. From here you can review them, add any that are missing and correct the ones that are wrong.
Only administrators with permission to manage clock-ins can see it. Supervisors do not have access: if they spot a mistake, they must ask an administrator to correct it. For the step-by-step, see Correct a clock-in.
What a clock-in is
In Inallow, a clock-in is a period of time: it has an Entry time and an Exit time. While it has no end, the period is in progress (the employee is still working, on a break or on leave).
Each period is one of these types:
| Type in the admin panel | What it represents | What you have to specify |
|---|---|---|
| Entry | Working time. | A Project. |
| Pause | A break (coffee, lunch…). | A Reason of the break type. |
| Work permit | Going out during the working day (doctor, errands…). | A Reason of the leave type. |
The available projects and reasons are defined in Settings › Projects and Settings › Reasons. In the app, the employee creates these periods with the Start, Pause, Permissions and Stop buttons (see Clock in and out).
Each clock-in also stores:
- Remote work: whether the period was worked from home. It is marked with Work-from-home, both in the app and in the admin panel.
- Location: the coordinates of the start and the end, if the device sent them.
- Center: the centre the employee had assigned when they clocked in. If you later change their centre, old clock-ins keep the previous one.
- Source: where each start and each end was recorded from.
Source of the clock-in
Next to the start and end times there is an icon. When you hover over it you will see where it comes from:
| Message | Source |
|---|---|
| "Source: Mobile APP" | The clock-in app on a phone. |
| "Source: Web APP" | The clock-in app in the browser (webapp.clocks.inallow.io). |
| "Source: Tablet" | The company's clock-in tablet. |
| "Source: Panel" | Created or completed by an administrator in the admin panel. |
| "Source: Chrome extension" | Chrome extension. |
| "Source: API" | Another program connected to Inallow (see Integrations). |
| "Source: SaltoKS" | Integration with Salto KS locks. |
If you change the time of an existing start or end in the admin panel, it keeps its source. If you add an end that did not exist, that end gets the admin panel as its source.
The list of clock-ins
When you open Clock ins you will see today's clock-ins for all employees.
Filters (top bar):
- Date range: click the field or the calendar icon and choose the first and last day.
- Select employee: to see only one person. Click the cross to remove the filter.
- Search: applies the filters.
The list includes every clock-in that overlaps with the chosen period. That is why a clock-in left open days ago appears in any search after its start: it is a quick way to find forgotten clock-outs. If you have chosen a department in the top bar, you will only see the people in that department.
While it loads, the admin panel shows how many clock-ins it has found, the estimated time and the time elapsed. With long ranges it can take a little while.
Columns:
- Employee. If the clock-in was imported from Salto KS, a tag appears with the message "Clock-in imported from SaltoKS".
- Type: the project (work clock-in) or the reason (break or leave), with its icon. If it was remote work, a house icon also appears ("Work-from-home").
- Entry: date and time, with the source icon. If it is missing, you will see "Not entry!".
- Exit: date and time, with the source icon. Empty if the clock-in is still in progress.
- Duration: the period's length. On the right is the Modify button (the pencil).
You can sort the list by clicking each column's title. 10 clock-ins are shown per page and, at the bottom, the Total.
Creating a clock-in
Click the Create button (the + in the list header). The New Clock-in window opens. Fields with an asterisk are required:
- Employee: the person the clock-in belongs to.
- Type: Entry, Pause or Work permit.
- Project (if the type is Entry) or Reason (if it is Pause or Work permit). The list of reasons changes according to the type.
- Entry: start date and time, with seconds. By default, right now.
- Exit: end date and time. The Active switch shows whether the period is still in progress: if you turn it on, the clock-in is saved without an end.
- Time elapsed: calculated automatically from the start and the end.
- Work-from-home: turn it on if the period was remote work.
- Location map: optional. We explain it in the Clock-in location section below.
Click Create. You will see a confirmation message and the list updates.
Editing a clock-in
Click Modify (the pencil) on the clock-in's row. The Modify Clock-in window opens with the same fields as when creating, except that the Employee cannot be changed.
Below the start and the end you will see the centre the employee had assigned when they clocked in ("Center assigned when the clock was made"), or "No center assigned".
What you can do:
- Change the time of the start or the end.
- Change the type and the project or reason.
- Close an open clock-in: turn off Active. The Exit field appears with the current time; set it to the real time.
- Reopen a clock-in: turn on Active. The end is removed and the period is in progress again.
- Tick or untick Work-from-home.
- Change the location.
Click Modify to save. You will see a confirmation message.
Deleting a clock-in
Open the clock-in with Modify and click Delete. You will see a confirmation message. The clock-in disappears from the list, from Presence, from the reports and from the dossiers.
Clock-in location
The bottom of the window shows a map with one marker for the Entry and another for the Exit. The marker is red if the clock-in has a distance-from-centre incident waiting for review, and green if it does not.
- Move a marker: drag it to the right spot and save.
- No coordinates: you will see "This clock has no coordinates". Click Create now to place the markers at the company's location and then drag them.
- Delete coordinates: removes the location of the start and the end.
The distance from the centre is calculated when each start or end is recorded. If you change the coordinates afterwards, no incident is created or removed. Incidents are reviewed in Incidents.
Rules and messages
- The end must be later than the start. If it is not, the window shows "It is not possible to create a clock-in after a clock-out" and, when you save, "Invalid clock-out".
- There cannot be two clock-ins at the same time. If the new period overlaps with another one of the same employee, you will see "Overlapping clock" and a box with the dates of the existing clock-in: "… already has a clock entry in that time range.". Periods can follow on from each other: the end of one can match the start of the next.
- An open clock-in blocks later ones. If the employee has a clock-in without an end, you cannot create another one that starts later. Close the open one first.
- Required fields. If one is missing you will see "Incomplete Form" with the field's name.
- Creation from the admin panel turned off. If you see "Creating a new time entry is disabled: The employee does not have permission to create time entries via the dashboard", that employee does not have the Panel platform allowed. The General Administrator can turn it on in Inallow Admin › Users › their record › Clocks tab (see Create an employee).
- Time accuracy. The device time check set up in Settings › Time accuracy does not apply to clock-ins created in the admin panel.
Downloading clock-ins
The Clock ins list has no download button. To get the data out:
- Reports: download clock-ins as CSV (Excel) or JSON, with filters and groupings.
- Dossiers: generate PDF or Excel documents, such as the monthly Official working time record. See Export the working time record.