🤖 Explain with AI

Time Tracking¶

Know Who’s Working, Where, and When.

4Geeks Payroll provides enterprise-grade time tracking that adapts to your workforce—whether they’re in the office, remote, or in the field. Eliminate manual timesheets, reduce errors, and ensure compliance with automated tracking.

Clock In/Out Methods¶

GPS-Validated Mobile Clock-In¶

Perfect for remote and field teams. Employees check in via the mobile app with location verification.

How it works:

1. Employee opens the 4Geeks Payroll mobile app
2. Taps “Clock In”
3. System captures GPS coordinates
4. Validates location against approved zones (optional)
5. Records timestamp and location
6. Clock-out follows the same process

Features:

• Geofencing: Define approved work zones (office, client sites, project locations)
• Location History: View clock-in/out locations on a map
• Offline Mode: Clock in/out even without internet—syncs when connection is restored
• Photo Verification: Optional selfie capture during clock-in for additional validation

Entrance App (Biometric/PIN Check-In)¶

Turn any tablet at your office entrance into a professional check-in station.

Setup:

1. Install the Entrance App on any Android/iOS tablet
2. Mount it at your office entrance
3. Link it to your 4Geeks Payroll account
4. Configure check-in method

Check-in methods:

Benefits:

• Professional “Silicon Valley” lobby experience
• Eliminates buddy punching
• Instant sync with Employee Stream
• Hardware-fixed to prevent tampering

Manual Entry (With Approval)¶

For situations where automated tracking isn’t feasible.

• Employees submit hours manually
• Manager approval required
• Full audit trail maintained
• Useful for retroactive corrections

Timesheet Management¶

Automated Timesheet Generation¶

The system automatically generates timesheets based on clock-in/out data:

• Daily Timesheets: View hours worked each day
• Weekly Timesheets: Aggregated weekly totals
• Monthly Timesheets: Complete monthly summary for payroll

Timesheet Approval Workflow¶

1. Employee Submission: Employees review and submit timesheets
2. Manager Review: Managers receive notifications for approval
3. Corrections: Managers can request corrections or approve
4. Final Approval: Approved timesheets lock for payroll processing

Overtime Tracking¶

Configure overtime rules to match your local labor laws:

Overtime approval:

• Automatic calculation based on configured rules
• Manager approval workflow
• Integration with payroll reports
• Compliance with local labor regulations

Real-Time Visibility¶

Live Dashboard¶

Monitor your workforce in real time:

Attendance Reports¶

Generate comprehensive attendance reports:

• Daily Attendance: Who worked, when, and for how long
• Absence Report: Track sick days, vacation, and unpaid leave
• Tardiness Report: Identify patterns of late arrivals
• Overtime Report: Monitor overtime hours and costs

Alerts and Notifications¶

Configure automated alerts:

• Missed Clock-In: Notify managers when employees don’t clock in
• Overtime Warning: Alert when employees approach overtime thresholds
• Geofence Violation: Alert when clock-in occurs outside approved zones
• Break Duration: Alert when breaks exceed allowed duration

Configuration¶

Working Hours Setup¶

1. Go to Settings → Time Tracking → Working Hours
2. Define standard working hours:
3. Fixed Schedule: Same hours every day (e.g., 9 AM - 5 PM)
4. Flexible Schedule: Core hours with flexible start/end
5. Shift Work: Multiple shifts with different schedules
6. Configure break policies:
7. Paid Breaks: Short breaks included in work time
8. Unpaid Breaks: Lunch breaks deducted from work time
9. Break Duration: Minimum and maximum break lengths

Time Zone Management¶

For global teams spanning multiple time zones:

• Employee Time Zone: Each employee has their own time zone
• Reporting Time Zone: Consolidate reports in a single time zone
• Automatic Conversion: System handles time zone conversions
• Daylight Saving: Automatic adjustment for DST changes

Approval Settings¶

Configure approval workflows:

1. Timesheet Approval: Define who approves timesheets (direct manager, department head)
2. Overtime Approval: Require approval before or after overtime is worked
3. Correction Approval: Define who can approve timesheet corrections
4. Escalation Rules: Auto-escalate if approvals are delayed

Integration with Payroll¶

HR Intelligence Reports¶

At the end of each pay cycle, time tracking data feeds into HR Intelligence Reports:

• Total Hours Worked: Regular and overtime hours
• Break Deductions: Unpaid break time automatically deducted
• Overtime Premiums: Calculated based on configured rules
• Absence Tracking: Paid and unpaid leave recorded

Export Formats¶

Export time tracking data for your local payroll provider:

• CSV: Spreadsheet format for custom processing
• PDF: Formatted reports for documentation
• API Integration: Direct integration with payroll systems

Best Practices¶

For Administrators¶

• Set Clear Policies: Document time tracking expectations and share with employees
• Configure Geofences: Define approved work locations for GPS validation
• Review Reports Weekly: Catch issues early before payroll processing
• Automate Reminders: Set up automated reminders for missed clock-ins
• Train Employees: Ensure everyone understands how to use the system

For Employees¶

• Clock In/Out Consistently: Make it a habit to clock in at start and out at end
• Check Location: Ensure GPS is enabled and accurate before clocking in
• Submit Timesheets On Time: Review and submit timesheets before deadlines
• Report Issues Immediately: Notify managers of any clock-in/out problems

Troubleshooting¶

Employee Can’t Clock In¶

1. Check GPS is enabled on the device
2. Verify internet connection (or offline mode is available)
3. Ensure employee is within geofence (if configured)
4. Check employee account is active

Incorrect Hours on Timesheet¶

1. Review clock-in/out timestamps
2. Check for missed clock-outs
3. Verify break deductions are correct
4. Submit correction request if needed

Entrance App Not Working¶

1. Verify tablet is connected to internet
2. Check app is linked to correct 4Geeks account
3. Restart the Entrance App
4. Contact support if issue persists

Next Steps¶

• Set up the Employee Mobile App
• Learn about Local Compliance
• Explore the Employee Stream

Still questions? Ask on Discord or explore tutorials