Time clock: clocking in & out¶

The Staff module includes a full time clock: staff and volunteers clock in and out at kiosk stations, their hours accrue against optional minimum-hour targets, and leadership and organizers get live dashboards, timecards, and timesheets. This page explains the whole system — how a shift is clocked, what happens when someone forgets to clock out, and how hours are counted.

How it fits together ¶

Staff clock in and out at a time clock kiosk — a full-screen page you leave open on a tablet or terminal. There is deliberately no “clock in” button in the app itself; clocking happens at a station.
Each clock-in/out pair is a time clock entry. A person can have at most one open entry per event at a time.
Entries can be linked to a scheduled shift (see scheduling) or be ad-hoc.
Organizers can enable automatic clock-out for forgotten entries and minimum-hour targets per role.
Everyone can see their own hours (My Timecard); department leadership sees their team (Timesheets); staff-module admins see everything (Time Clock dashboard and Staff Hours).

For staff & volunteers ¶

Clocking in at a kiosk ¶

At a time clock kiosk you will see a welcome screen inviting you to scan your badge or enter your Member ID. To clock in or out:

Scan your badge, or type your 5-character Member ID and press Enter. (Kiosks work with badge scanners and barcode readers automatically — just scan. There is also a “Manual entry” mode with an on-screen input box.)
The kiosk shows a confirmation screen with your name, whether you are currently on or off the clock, and — if you have shifts scheduled today — a “Today’s Planned Shifts” list.
If you are clocking in and have shifts available, pick what you are clocking in for: a specific shift, or “Ad-hoc / No specific shift”.
Press Clock In or Clock Out.
A result screen confirms the action and resets after a few seconds for the next person. (You can start scanning immediately — the kiosk will move on.)

A few details worth knowing:

If your badge has no linked account, or your account has no Member ID yet, the kiosk will tell you — see event staff to get it fixed.
You must be registered for the event or on a department roster to use the kiosk.
You cannot clock in twice: if you already have an open entry, the kiosk offers Clock Out instead.
Clocking in against a shift you are actually assigned to marks the entry as planned; clocking in with no shift (or a shift you were not assigned to) records an ad-hoc entry. Both count toward your hours — the distinction just helps leadership see scheduled vs. unscheduled work.

If you forget to clock out ¶

If the event has automatic clock-out enabled and your entry stays open longer than the configured maximum shift length (default 14 hours):

Your entry is closed automatically at clock-in time + maximum length.
The entry is invalidated: it stays on your timecard (tagged Invalidated) but does not count toward your hours until a time clock admin corrects the times, which re-validates it.
You get an email telling you this happened (if the organizers left notification emails on).
Exception: if you are still inside a shift you are assigned to, the auto clock-out waits until that shift ends before closing your entry.

The short version: clock out properly, and if you see an “Invalidated” entry on your timecard, talk to your department leadership or a time clock admin.

My Timecard ¶

On the staff dashboard (Staff module home) you’ll find:

A Time Clock tile showing whether you are on or off the clock, and since when.
A Your Hours tile showing hours worked vs. scheduled, with your minimum-hour target (if the event uses targets) and a progress bar. Click it to open My Timecard — a read-only list of all your entries with time in, time out, duration, department, and shift. Open entries are tagged Open; auto-closed entries are tagged Invalidated.

Timecard entries are read-only for you. If something looks wrong, contact your department leadership.

Checking your hours at a station ¶

Some events run an Hours Check station — a public page on a tablet where you scan your badge (or type your Member ID) and immediately see:

OK or NOT OK against your required hours, with your total so far and how many hours remain;
No Requirement if no target applies to your role.

Two caveats the station will point out when relevant: a shift you are currently clocked into is not counted yet, and invalidated (auto-clocked-out) entries are excluded until an admin corrects them.

For department leadership ¶

Timesheets ¶

If you hold a leadership position (oversight, lead, or second), your department’s card on the staff dashboard has a View Timesheets button. The timesheet shows every member’s status (clocked in / off clock), scheduled hours, accrued hours, requirement, and variance; expanding a row lists that person’s individual entries.

Timesheets are view-only. Hours are counted event-wide per person (so a member who also works in another department shows their total), and corrections are made by time clock admins on the Staff Hours page.

For event organizers ¶

Setting up the time clock ¶

Time clock configuration lives in Staff → Staff Module Settings → Time Clock (superadmin only):

Setting	Default	Meaning
Automatic clock-out	Off	Close forgotten open entries automatically.
Maximum shift length	14 hours	How long an entry may stay open before auto clock-out (1–48 hours). Auto-closed entries are invalidated until corrected.
E-mail staff when auto-clocked out	On	Notify the affected person that their entry was invalidated.
Minimum accrued hours targets	Off	Enable per-role hour requirements.
Leadership / Staff / Volunteers targets	0	Required hours per role. Deputies count as leadership. If someone belongs to several departments with different roles, the highest role wins (Leadership > Staff > Volunteer). At least one target must be above zero when the feature is on.

Once minimum targets are enabled, targets and progress appear on the staff dashboard, leadership timesheets, the Staff Hours page, and the Hours Check station.

Creating kiosks ¶

Staff → Time Clock Kiosks (admin) manages the physical stations. Create a kiosk, then use the Copy URL button to get its unique address and open it on the device you’ll leave out. Each kiosk has:

a name (shown on the welcome screen), description (where it is), and a customizable welcome message;
display toggles — show the person’s name, email, current on/off-the-clock state, and today’s shifts on the confirmation screen;
success / error sounds and an auto-reset delay (0–60 seconds; 0 = wait for a tap);
an Active switch — inactive kiosks refuse to operate;
lifetime clock-in / clock-out counters and a last-action timestamp so you can see which stations are actually used.

Note

The kiosk page itself does not require sign-in, but the clock actions behind it do require either an enrolled kiosk device or a signed-in staff member on the device. If a station shows “This endpoint requires an enrolled kiosk device or staff sign-in”, enroll the device or sign in on it once.

The live dashboard ¶

Staff → Time Clock (admin) is the live operations view, filterable by department and date range:

KPI cards — Currently Clocked In, Hours Today, Hours This Week, Unique Staff Today.
Currently Clocked In — who is on the clock right now, where, since when, and whether the entry is planned or ad-hoc.
Shifts Happening Now — expected vs. filled vs. actually clocked-in headcount per running shift.
Missed Shifts — assignments where the person never clocked in (a shift counts as missed 15 minutes after its end with no matching entry).
Hours by Department — accrued totals per department.

Dashboard numbers refresh on demand and are cached for about 30 seconds.

Correcting hours: the Staff Hours page ¶

Staff → Staff Hours (admin) lists every staffer with scheduled hours, accrued hours, requirement, variance, and current status; a warning icon flags people with invalidated entries. Click a row to open their timecard, where you can:

Add Entry — create a manual entry (clock in, optional clock out, department, notes). Leaving clock-out empty keeps the entry open.
Edit entry — fix times on any entry. Editing the times of an invalidated (auto-clocked-out) entry re-validates it so it counts again.
Delete entry — permanently remove an entry (confirmed, and not undoable).

Manual entries are validated. An entry cannot:

end before it starts;
exceed 24 hours;
overlap another entry for the same person (back-to-back entries that touch exactly are fine);
be a second open entry for someone who already has one.

Every create, edit, and delete — and every clock in/out and auto clock-out — is recorded in the staff audit log.

For event technical staff ¶

Badge lookups resolve through the event’s badge numbers; Member ID lookups accept exactly five letters/digits (case-insensitive). “No staff member found for that code” usually means a mis-scan or an unlinked badge.
The kiosk and hours-check pages render without the app shell and without sign-in, but the underlying clock APIs are gated: they accept requests from enrolled kiosk devices or signed-in users with staff-tier access to the Staff module.
Auto clock-out is evaluated opportunistically whenever the time clock is used (kiosk actions, dashboards, timecards). Deployments can also run the staff__auto_clockout management command on a schedule to sweep all events.
A subtlety when comparing numbers: the staff dashboard’s Your Hours tile includes the elapsed time of a currently-open entry, while the Hours Check station, Staff Hours page, and timesheets count closed, valid entries only. Someone mid-shift may look “behind” on the station but on-track on their dashboard.