Configure automatic clock functions

Organisation Admins can open Settings → Time & Attendance and choose Configure Auto Clock Functions. The guided setup covers matching, clock access and forgotten clock-outs. The same controls can be entered manually on that page. All existing settings remain available in the grouped Organisation, Time & pay, People & access and Account & data menu.

Choose what happens at a completed clock-out

Off: managers continue to review and adjust times.
Preview: record a proposed roster match and its reason while leaving payroll times and status unchanged.
Auto-match: eligible payroll start and finish times match the roster; the timesheet stays Pending.
Auto-match and approve: matching runs first, then the stricter approval requirements decide whether the result can be Approved. Otherwise it remains Pending.

Automatic matching is off by default. Saved matching rules apply to new clock-ins. Changes never reprocess historical, approved or previously exported timesheets.

Set separate matching windows

Configure early clock-in, late clock-in, early clock-out and late clock-out independently, from 0 to 120 minutes. Zero permits no difference in that direction. For a 06:00–15:00 shift, a 05:46 clock-in and 14:55 clock-out can match when early clock-in allows at least 14 minutes and early clock-out allows at least 5 minutes, and all other checks pass. Approval has its own maximum difference; it must allow at least 14 minutes for this example to approve automatically.

Preserve accurate attendance

New self-service clock events retain their original server-recorded timestamps, independently of editable payroll times. Managers can inspect Original recorded attendance in timesheet details; workers can see it in My Timesheets. Older records retain their existing audit history and are not presented as independently recorded originals.

When automatic matching is configured, a worker can confirm they have no extra work to report or choose Review my work times. Both choices clock them out. Extra work or an attendance exception requires manager review. Moving a start later or a finish earlier always requires confirmation that no extra work needs review, even if the general confirmation setting is disabled. The configured windows may forgive an early finish or late start without claiming the person was present for those additional minutes. GPS or a matching window alone does not establish when work was performed. Managers must correct payroll times when the recorded schedule does not reflect work performed.

Control eligibility and approval

Optionally require both clock events inside the configured geofence. Missing GPS or an unconfigured fence cannot satisfy this rule.
Choose whether shift notes require review and limit the maximum eligible shift length.
Approval can require stricter timing and geofence checks. It always requires a worker check for extra work or attendance exceptions, and no shift or attendance notes.
Only completed, published, assigned scheduled shifts qualify. Manual edits, reopened sessions, unscheduled work, incomplete breaks, automatic clock-outs and changed rosters or matching rules require review.
NDIS support shifts retain manager approval and the existing progress-note requirements.

Break totals and recorded break periods are not rounded by automatic matching. Payroll exports and reports continue to use the final payroll times and approval status. Automatic matches include an audit entry with original times, proposed roster times and the rule snapshot.

Clock access and automatic clock-out are separate

The guided setup also offers device-location requirements, early clock-in access and automatic finish delay. Clock access controls do not themselves change pay. Automatic clock-out closes an overdue open scheduled session after the configured delay; it can include sessions already overdue when enabled. These system-generated finishes stay Pending for review and never qualify as a worker-confirmed automatic roster match.

Choose Save clock functions to save the guided clock configuration together. Keep as draft retains edits without saving; Cancel setup restores the draft from before the wizard opened. Manual automatic matching and the attendance controls have clearly labelled save buttons. Unsaved-change prompts protect navigation, and a conflicting administrator save requires reloading before retrying.