Guide to Time Card Details for ExakTime Connect

The Time Card Details page will present your employee's time records, either made in the field or in the office, for a given date range. You can perform a variety of actions here, in addition to reviewing, such as editing the time card(s), emailing the time card to the employee, and/or approve the time card.

 Upcoming Time Card Update

This guide contains information and steps for both our prior and updated time card detail page. We have called out the differences as appropriate in the article so please read the information thoroughly to see if the information applies to you.

Table of Contents

Navigating to Time Card Details

From the top menu bar, click Time Cards and click Time Card Details.

  • If you are unable to see either option and believe you should be able to, please speak with your ExakTime Connect Administrator to confirm that your ExakTime Connect Security Role has been correctly set up.

Time_Cards_-_Time_Card_Detail_-_00.png

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For ease of viewing, we will break down the time card detail screen into 3 main areas. 

Employee/Location View List

Employee View

ETC_-_TCD_-_Employee_List_-_01.png

  1. Employee/Location View - Switch between Employee or Location View
  2. Employee Search
  3. Sort Employees By ID or Name
  4. Employee List - Your employee list will have 20 employees at a time.
  5. Inactive Icon Overview__Time_Card_Detail__115002665908__Inactive_Location.png- If an employee is inactive, but has time for the specified date range.
  6. Red Exclamation Point Overview__Time_Card_Detail__115002665908__Incomplete.png - If a time card has any time records that require your attention, this icon will be shown next to their name. This can be caused by an incomplete time card or overlapping time records.
    • This icon can be expected if you are viewing the current workday as your employees may still be working at the time of reviewing.

Location View

ETC_-_TCD_-_Location_-_01.png

When using Location View, the location list will list all active locations and any inactive locations with time associated. The Employee List will only list employees that have time records associated with a selected location. Selecting the employee will show all their time records, not just for the location selected.

ETC_-_TCD_-_Location_View_-_03.png

  1. Employee/Location View - Switch between Employee or Location View
  2. Location Search
  3. Employee Search
  4. Location List - Active locations and inactive locations with time records associated will be listed here. If a location has been used by your employees in the current date range, the location will have black text. Locations that have not been used will have grey italicized text.
  5. Employee List - Employees with time records for the selected location will be listed here.
  6. Red Exclamation Point for Locations Overview__Time_Card_Detail__115002665908__Incomplete.png - If a location used by an employee has incomplete time, a red exclamation point will appear next to the location name.
  7. Red Exclamation Point for Employees Overview__Time_Card_Detail__115002665908__Incomplete.png- If a time card has any time records that require your attention, this icon will be shown next to their name. This can be caused by an incomplete time card or overlapping time records.
    • This icon can be expected if you are viewing the current workday as your employees may still be working at the time of reviewing.
  8. Inactive Location Icon Overview__Time_Card_Detail__115002665908__Inactive_Location.png - This icon will appear next to any inactive location if an employee has a time record with the respective location.

Time Card Hours, Date Range & Actions

Overview__Time_Card_Detail__June_Update___360003910674__TCD_-_Summary.png

  1. Time Card Hours & Approvals - The employee's overall hours for the selected date range and time card approvals, if any. For more information about time card approvals, you can refer to the following article.
  2. Date Range - The time frame selected will dictate what time will be shown.
    • The drop-down menu will show quick options for pre-defined date ranges.

      Overview__Time_Card_Detail__June_Update___360003910674__Quick_Pay_Period.png

    • The arrow buttons can be used to go to the previous or next pay period/week.
    • Clicking the calendar icon will allow you to specify a date range, up to 31 days.

      Overview__Time_Card_Detail__June_Update___360003910674__Calendar.png

    • If you use a custom date range, you will not be able to use the arrows to quickly navigate between different date ranges.
    • If you have not set up a pay period/week, you can refer to the following article.
  3. Time Card Actions - Actions such as adding time, recalculating the hours, and printing the currently selected time card can be performed here.
  4. Column Manager - Add or remove columns from your time card.
    Overview__Time_Card_Detail__June_Update___360003910674__Column_Manager.png

Time Card & Icon Meanings

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The employee time card will contain all records created from ExakTime Connect, ExakTime Mobile, and/or a JobClock.

Time Record

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  • Location - Where the employee worked (Location)
  • Cost Code - What they did (Cost Code)
  • Start/Stop Time - The start/stop time of the time record
  • REG/OT1/OT2 - If the hours are regular, overtime, or doubletime.
  • Overall Hours

Time Card Section

There are some functions that can only be done from the time card area.

  1.  - Clicking this chevron icon will allow you to collapse or expand the time records for the given day.
  2. Start/Stop Time - The start and stop time that an employee worked for the given location/cost code. Next to each start or stop time will include a small icon to it's right. The color of the icon will indicate what the GPS provided at the time of the punch is in relation to the select location. Hovering over this icon can also show an GPS information, FaceFront photo, and more. 
    • Overview__Time_Card_Detail__June_Update___360003910674__No-GPS.png - A blue icon indicates that there is no GPS associated with this time record. This can be due to:
      • Lack of location services at the time of creating the punch on ExakTime Mobile.
      • If the time record was created manually from within ExakTime Connect.
      • if the time record was created automatically by the system such as a midnight split.
    • Overview__Time_Card_Detail__June_Update___360003910674__Location-No-GPS.png - A grey icon indicates that there is GPS associated to the time record, but the location for the time record does not yet have a GPS coordinate.
    • Overview__Time_Card_Detail__June_Update___360003910674__Outside-GeoFence.png - A red icon indicates that the GPS for the time record is outside the GeoFence of the location of the time record.
    • Overview__Time_Card_Detail__June_Update___360003910674__Inside-GeoFence.png - A green icon indicates that the GPS for the time record is within the GeoFence of the location of the time record.
    • Hovering over the icon will provide more information.

      Overview__Time_Card_Detail__June_Update___360003910674__Record-Detail-Edit.png

    • Clock_Out_Icon_-_00.png - This "Clock Out" icon will be displayed towards the left of a stop time if it is a clock out for the employee's time record. This icon will only appear for the update time record.
  3. Comments - Comments can appear with a time record if they were added through the Clock For function of ExakTime Mobile, a time editor on ExakTime Connect, or by an automated system in ExakTime Connect.
  4. Time Record Functions - The availability of the time record functions are dependent on the user's security role permissions.
    • Overview__Time_Card_Detail__June_Update___360003910674__Edit_Time.png - Clicking the pencil icon will allow you to edit time records for the day.
    • Overview__Time_Card_Detail__115002665908__Trash.png - Click this icon will allow you to delete the time record. You will need to save the deletion of the time record before it is fully deleted. 
    • Overview__Time_Card_Detail__June_Update___360003910674__Globe.png - If available, the globe icon will open the Map View page and shows you the position of the mobile device as the employee clocked in or out and in relation to the time record location, if possible.
    • Overview__Time_Card_Detail__June_Update___360003910674__Icon_-_Mobile_Forms.png- Clicking this icon will allow you to adjust/add ExakTime Mobile Form responses. For more information on how to edit mobile form responses, you can refer to the following article.
      Overview__Time_Card_Detail__June_Update___360003910674__EMF_Response_Reditor.png
    • Overview__Time_Card_Detail__June_Update___360003910674__Overlapping-Time.png - This icon will indicate overlapping time and will will appear next to any time records that are overlapping each other.
    • Policies_Icon_-_00.png - This icon indicates that a record was created by a policy, most commonly auto-lunch.
    • Overview__Time_Card_Detail__115002665908__Exported.png- This icon indicates that a record has been exported via AccountLinx.
  5. Field Notes will be clickable if the employee had created any field notes and will show you their created field notes during their work hours.

    Overview__Time_Card_Detail__115002665908__Field_Notes_Edit.png

  6. Overview__Time_Card_Detail__115002665908__Incomplete.png - This icon will appear for any field with incomplete data. If the employee is still working, then this is expected to appear for the stop time. If a field is incomplete for a prior work day, then it must be corrected to show an hourly total.

Editing a Time Card

Editing a time card allows you to main an accurate time card for your employees and help determine the hours they should be used for your payroll. The ability to edit an employee's time card is determined by your security role permissions. If you are unable to edit a time card but believe you should be able to, please speak with your ExakTime Connect Administrator.

Editing Your Time Cards with Prior Time Card View

The steps below are intended for the original time cards. If the stop times have black text and there is no "clock out" indicator like the example below, then you have the prior time card view. If it does not look like the example below, then please refer to the following section instead.

ETC_-_Time_Card_-_TRA2_-_Before_-_02.png

The best practice is to make all your edits (adding, editing, and/or deleting time records) for the employee's time card in one batch before saving. As the policies will be applied to the time card after saving, saving after every minor edit will result in multiple policies applying and take longer for the fully calculated time card to present.

Adding a Time Record
  • Specify the date range you will be adding time for.

    Pay_Period_Chooser_-_00.png

  • Click the employee that will be receiving time from the employee list to the left.

    Time_Card_Detail_-_Employee_List.png

  • Click Add Time...
    1. at the top of the time card to select a specific date for the selected date range.
    2. next to the date to add more time for a specific date.

    How_To_Add_A_New_Time_Record__115005061514__Add_Time_Buttons.png

  • Select the location and cost code to be used and enter the start and stop times. If needed, a comment can be added as a reminder as to why the time was manually added.

    How_To_Add_A_New_Time_Record__115005061514__Adding_Time.png

  • Click Save after making all your necessary changes.
Editing a Time Record
  • Specify the date range you will be editing time for.

    Pay_Period_Chooser_-_00.png

  • Click the employee with the time card that you will be editing.

    Time_Card_Detail_-_Employee_List.png

  • Click the Edit icon Overview__Time_Card_Detail__June_Update___360003910674__Edit_Time.pngor the field that you want to edit. Boxes will appear around all the time record fields for the day that can you edit.

    ETC_-_TCD_-_Edit_Time_Card_-_00.png

    ETC_-_TCD_-_Edit_Time_Card_-_01.png

  • Edit/Enter the necessary information for the time record(s).
  • Click Save after making all your necessary changes.
Deleting a Time Record
  • Specify the date range you will be deleting time for.

    Pay_Period_Chooser_-_00.png

  • Click the employee that will be deleting time for.

    Time_Card_Detail_-_Employee_List.png

  • Click the trash can icon next to a record. If you are already editing a time record, click the red trash can icon.

    How_To_Edit_Or_Delete_A_Time_Record__360006724373__Trash_Icon_Edit_Mode_Edit.png

    ETC_-_TCD_-_Delete_Icon_-_00.png

  • The record to be deleted will be grayed out like below.

    How_To_Edit_Or_Delete_A_Time_Record__360006724373__Delete_Edit.png

  • Click Save after making all your necessary changes.

Editing Your Time Cards after Time Card Update

The steps below are intended for an upcoming Time Card update. If the stop time for your time records is slightly grayed out and some time records have a "Clock Out" icon like the example below, then you are viewing the updated time card view. If it does not look like the example below, then please refer to the following section instead.

ETC_-_Time_Card_-_TRA2_-_After_-_02.png

The best practice is to make all your edits (adding, editing, and/or deleting time records) for the employee's time card in one batch before saving. As the policies will be applied to the time card after saving (e.g. calculating hours), saving after every minor edit will result in multiple policies applying and take longer for the fully calculated time card to present.

Adding a Time Record
  • Specify the date range you will be adding time for.

    Pay_Period_Chooser_-_00.png

  • Click the employee that will be receiving time from the employee list to the left.

    Time_Card_Detail_-_Employee_List.png

  • Click Add Time...
    1. at the top of the time card to select a specific date for the selected date range.
    2. next to the date to add more time for a specific date.

    ETC_-_Time_Card_-_Add_-_00.png

  • Select the location and cost code to be used and enter the start time.
    • The stop time for a time record will automatically use the start time of the succeeding time record as an implied stop time. If there is no succeeding time record, the stop time will have a Overview__Time_Card_Detail__115002665908__Incomplete.png symbol until a succeeding time record is created or if the "Clock Out" checkbox is enabled.
    • The "Clock Out" checkbox should only be used if the employee would no longer be tracking their time, such as for a break or the end of their day.
    • If you are adding multiple time records for an employee, you can create additional records with only start times, then use the "Clock Out" checkbox when the employee would be taking a break or is done for the day to enter a stop time.
    • A comment can also be added as a reminder as to why the time was manually added.
    • If you are entering a time record because an employee forgot to clock in, you can simply enter a location, cost code, and start time. If the employee is still working that day, they should be able to clock themselves in/out as normal
    • When adding a time record, you can use the TAB key to go to different fields. If you have highlighted the "Clock Out" checkbox, you can press SPACE to enable it.

    ETC_-_Time_Card_-_Add_-_01.png

  • Click Save after making all your necessary changes. The policies for the employee will apply and calculate the totals for the employee.

    ETC_-_Time_Card_-_Add_-_04.png

Editing a Time Record
  • Specify the date range you will be editing time for.

    Pay_Period_Chooser_-_00.png

  • Click the employee with the time card that you will be editing.

    Time_Card_Detail_-_Employee_List.png

  • Click the Edit icon Overview__Time_Card_Detail__June_Update___360003910674__Edit_Time.pngor the field that you want to edit. Boxes will appear around all the time record fields for the day that can you edit.

    ETC_-_Time_Card_-_TRA2_Edit_-_00.png

    ETC_-_Time_Card_-_TRA2_Edit_-_03.png

  • Edit/enter the necessary information for the time record(s).
    • The stop time for a time record will automatically use the start time of the succeeding time record as an implied stop time. If there is no succeeding time record, the stop time will have a Overview__Time_Card_Detail__115002665908__Incomplete.png symbol until a succeeding time record is created or if the "Clock Out" checkbox is enabled.
    • The "Clock Out" checkbox should only be used if the employee would no longer be tracking their time, such as for a break or the end of their day.
    • If you are editing/adding multiple time records for an employee, you can create additional records with only start times, then use the "Clock Out" checkbox when the employee would be taking a break or is done for the day to enter a stop time.
    • A comment can also be added as a reminder as to why the time was manually added.
    • If you are entering a time record because an employee forgot to clock in, you can simply enter a location, cost code, and start time. If the employee is still working that day, they should be able to clock themselves in/out as normal
    • When editing a time record, you can use the TAB key to go to different fields. If you have highlighted the "Clock Out" checkbox, you can press SPACE to enable it.

    ETC_-_Time_Card_-_TRA2_Edit_-_03.png

  • Save after making all your necessary changes.
Deleting a Time Record
  • Specify the date range you will be deleting time for.

    Pay_Period_Chooser_-_00.png

  • Click the employee that will be deleting time for.

    Time_Card_Detail_-_Employee_List.png

  • Click the trash can icon next to a record. If you are already editing a time record, click the red trash can icon.

    How_To_Edit_Or_Delete_A_Time_Record__360006724373__Trash_Icon_Edit_Mode_Edit.png

    ETC_-_TCD_-_Delete_Icon_-_00.png

  • The record to be deleted will be grayed out like below.

    How_To_Edit_Or_Delete_A_Time_Record__360006724373__Delete_Edit.png

  • Click Save after making all your necessary changes.
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