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Using the Employee Timeclock

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The Employee Timeclock option tracks the hours each employee works. Employees who are required to clock in cannot service cars until they have checked in on this screen. LubeSoft allows the following options for handling lunch breaks in the timeclock feature:

  • Employees can be required to clock out for lunch and clock in again after lunch.
  • Employees can be required to clock in only at the beginning and end of a day. In this case, you can automatically give the employees a break after they have worked a certain amount of time. This amount of time is specified on screen 3 of the Center Control File (1-6-1-1).

For either option, employees must clock in at the beginning of their shift every day and clock out at the end of their shift every day. If they forget to clock out, the system can automatically clock out any employees during the closing process, according to the last time a vehicle they worked on was sent to the cashier. This is the Auto Checkout feature, which is set up on screen 3 of the Center Control File. If you do not select this feature, you are given the option to manually check out any employees who did not clock out before the store closed during the closing process. See the article Setting Up the Center Control File for more information about the Auto Checkout feature.

Use the following steps to clock in and out of the Employee Timeclock:

  1. On the Main Menu, select Lubrication Menu.
  2. Select Invoicing Menu (1).
  3. Select Employee Timeclock (4) to receive the following screen.

  1. To receive information about previous clock ins and clock outs on a screen similar to the following screen, type your employee password at the cursor. See the Changing Employee Passwords article for information about changing your employee password.

  1. At the bottom of your screen, you receive a message depending on whether you are currently clocked in or out of the system. If you are currently clocked out of the system, you receive the popup message You are clocking in. Is this correct? If you are currently clocked in to the system, you receive the popup message, You are clocking out. Is this correct?
  2. Do one of the following:
  • To clock in, type Y at the prompt. The screen clears and returns you to the Employee password prompt where another employee may then clock in or out.
  • To clock out, choose one of the following reasons in the popup screen for clocking out, press [Enter] and then type Y at the prompt.

 

Note: The popup screen will only appear if the Minimum break and Minimum lunch parameters have been set to any number other than a 0 on screen 3 of the Center Control File.
Note: Reasons for clocking out are: Clock Out (ends shift), Lunch (unpaid lunch break), Paid Break (paid). Time recorded for Lunch and Paid Break are tracked on the Employee Timesheet Report – Detailed and are further explained in that article.
  • If you do not want to clock in or out, type N at the prompt. The screen clears and returns you to the Employee password prompt, without affecting your time clock. Another employee may then clock in or out.
Note: If you try to clock in and then out again within one minute, you receive the message Error: This employee cannot check out until HH:MM (where HH:MM represents the time at which the employee can clock out).
  1. To return to the Invoicing Menu, press [Esc][Esc].

In order to be included on an invoice, an employee must be checked into the system or be designated as not required to clock in. To turn off the required clock in for an employee, use the Set Up Employees (1-5-1) screen. Employees not required to clock in do not have their hours monitored by the system. This feature is usually used for managers, supervisors, owners, or any other employees paid by salary.