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Time tracking and timesheets

4Geeks Payroll collects attendance (individual clock in/out events) and rolls it up into monthly timesheets that payroll uses to calculate hours.

Attendance can arrive from three sources:

Source Description
FaceID kiosk Touchless facial recognition at a tablet terminal (see FaceID kiosk)
Employee app GPS-verified clock in/out from the employee’s phone (see Employee app)
Manual / bulk entry An admin adds or imports records from the console

All three paths produce the same kind of records, and hours are calculated the same way.

Attendance records

Open an employee’s profile → History → Attendance, or click a timesheet row, to see the Attendance Records view.

  • Records are grouped by local day, using the organization’s timezone.
  • Each day header shows the total hours for that day.
  • Each event shows whether it is a Clock In or Clock Out, the local time, and the station.
  • If a day ends with a clock-in and no clock-out, a Missing clock-out badge appears.

Add or edit a record

  1. Click Add Record (or the edit icon on an existing record).
  2. Choose the Date & Time, the Event Type (Clock In / Clock Out) and the Station.
  3. Save. Deletes are soft, so history is preserved.

Timezone

Times are entered and displayed in the organization’s timezone (set in Settings → Business). The stored instant is UTC; the display is converted.

Bulk attendance entry

Use bulk entry to insert many records at once — for example, when onboarding a team that worked before the kiosk existed.

  1. Go to Payroll → Timesheets and click Bulk Attendance Entry.
  2. Select employees (all active employees are selected by default).
  3. Choose a date range (quick presets: Last 7 days, Last 30 days, This month).
  4. Set the clock in and clock out times and the station (required).
  5. Review the preview: each cell shows the in→out times and the regular/overtime split; cells that already have a complete pair are flagged exists.
  6. Click Skip conflicts & save.

Rules:

  • Station is required.
  • Future dates are rejected.
  • A date that already has both a clock-in and a clock-out is skipped (orphan single events do not block, so you can complete a missing pair).

The result banner reports how many records were created and skipped.

Timesheets

Monthly timesheets are generated automatically from attendance: one timesheet per employee per calendar month, with regular hours and overtime hours computed from the shift-aware attendance calculation.

The Timesheets tab shows them with:

  • Search by employee or notes.
  • An Employee filter and a date range filter.
  • A Status filter (Draft, Submitted, Approved).
  • A station filter.
  • Columns: Employee, Period, Regular Hrs, Overtime, station, Status.

Approve timesheets

  • Click the green check on a row to approve a single timesheet.
  • Select several rows and click Approve Selected to approve in bulk.

Auto-approved timesheets

Timesheets generated from attendance are already Approved automatically. The approval action is mainly useful for timesheets created manually (for example from the employee app).

How hours are calculated

  • If a work shift is assigned, the scheduled shift boundaries split hours into regular and overtime: time worked within the shift is regular; time beyond it is overtime.
  • The scheduled unpaid break is deducted only when the full shift was worked.
  • Overtime is rounded to the nearest whole hour per clock-in/clock-out pair.
  • Days worked (DT) come from distinct clock-in/clock-out dates; disability days (DI) come from approved medical leaves.

These settings live in Settings → Payroll → General:

Setting Default Effect
Auto-approve regular hours On Regular hours are approved automatically; only overtime needs review
Overtime grace period (minutes) 60 Minutes after shift end before overtime accrues

Still have questions? Ask on Discord or explore the tutorials.