---
title: How to Set Up and Administer the Time Clock
description: Configure and administrate your Time Clock
---

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1. [RentWorks Plus](https://help.rentworksplus.com/kb?hsLang=en)
2. [Settings & Administration](https://help.rentworksplus.com/kb/settings-administration?hsLang=en)

# How to Set Up and Administer the Time Clock

## Configure and administrate your Time Clock

This article is for payroll and time-keeping staff who manage the Time Clock. To learn how employees clock in and out, see [**How to Use the Time Clock**](https://help.rentworksplus.com/kb/how-to-use-the-time-clock-feature?hsLang=en).

##### Give staff access to the Time Clock

**1.** Log in to RentWorks+. From the sidebar, select **System Configuration** under **Settings**.

![time-clock-admin-01](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-01.png?width=488&height=850&name=time-clock-admin-01.png)

**2.** Select **User Management**. Time Clock access is set in two tabs: **Privileges** controls what each user can do, and **Access Rights** controls which roles can see the Time Clock page.

![time-clock-admin-02](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-02.png?width=670&height=106&name=time-clock-admin-02.png)

**3.** Open the **Privileges** tab, choose the user, and search for *Time Clock*. Two privileges are available:

- **Time Clock Administrator**: see everyone's time, add, correct or void any entry with a reason, see who is clocked in, run the payroll report, manage pay rates and settings, and lock paid periods. Give this privilege to payroll and time-keeping staff only.
- **Correct Own Time Clock Entries**: add, correct or void their own entries, always with a reason. These changes are flagged as **Edited by employee**.

Switch on the privilege the user needs, then click **Save Changes**. Users with the **ADMIN** role receive both privileges automatically, marked **From Administrator role**.

![time-clock-admin-03](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-03.png?width=670&height=420&name=time-clock-admin-03.png)

**Note:** Clocking in and out does not need a privilege. Every employee who can see the Time Clock page can clock in and out and see their own time.

**4.** To choose which roles can see the Time Clock page, open the **Access Rights** tab and select a role under **Select Role to Configure**. Each section has three controls: **Can view this section**, **Can edit/modify data**, and **Section is hidden**.

![time-clock-admin-04](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-04.png?width=670&height=207&name=time-clock-admin-04.png)

**5.** Scroll to **Workforce** and set the **Time Clock** row, then click **Save Changes**. The Time Clock is hidden for the **Mobile** (counter tablet) role by default. Turn it on for that role if employees should clock in from counter tablets.

![time-clock-admin-05](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-05.png?width=670&height=94&name=time-clock-admin-05.png)

##### Open the administration tabs

**6.** From the sidebar, select **Time Clock** under **Workforce**. Along with **My Time**, Time Clock Administrators see the **Who's In**, **Timesheets**, **Payroll Report**, **Audit Trail**, **Pay Rates**, and **Settings** tabs.

![time-clock-admin-06](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-06.png?width=670&height=78&name=time-clock-admin-06.png)

##### Configure the Time Clock settings

**7.** Open the **Settings** tab. Check these settings before employees start clocking in. Until the settings are saved for the first time, a banner shows that the Time Clock has not been set up yet and which time zone is being used in the meantime.

![time-clock-admin-07](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-07.png?width=670&height=127&name=time-clock-admin-07.png)

**8.** Under **Time zone and workweek**, set:

- **Time zone**: every day and workweek is counted in this zone, and every time on screen is shown in it, so everyone sees the same times. It defaults to the company's time zone. Clock-ins and clock-outs are always stamped with the server's time.
- **Workweek starts on**: the first day of the 7-day week used for weekly overtime.

![time-clock-admin-08](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-08.png?width=670&height=161&name=time-clock-admin-08.png)

**Note:** Set the time zone before go-live. Changing it later changes which day existing shifts fall on in reports.

**9.** Under **Overtime**, set:

- **Weekly overtime after (hours)**: hours in a workweek after which overtime applies, usually **40**. Leave it empty for no weekly overtime.
- **Daily overtime after (hours)**: hours in a day after which overtime applies, for example **8**. Leave it empty for none. Hours already counted as daily overtime are not counted again toward weekly overtime.
- **Overtime pay multiplier**: overtime is paid at this multiple of the hourly rate, for example **1.5**.
- **Flag shifts longer than (hours)**: longer shifts are flagged for review, as they are usually a forgotten clock-out. The default is **16**.

![time-clock-admin-09](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-09.png?width=670&height=205&name=time-clock-admin-09.png)

**10.** Under **Pay period**, choose the **Pay frequency**: **Weekly**, **Every two weeks**, **Twice a month (1st–15th, 16th–end)**, or **Monthly**. The pay frequency drives the **This pay period** and **Last pay period** buttons on the Timesheets, Payroll Report, and Audit Trail tabs. The current pay period is shown below the field.

![time-clock-admin-10](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-10.png?width=670&height=147&name=time-clock-admin-10.png)

**11.** If you pay **Every two weeks**, also enter the **First day of any one pay period**. Use any past pay-period start date. It must fall on the day the workweek starts.

![time-clock-admin-11](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-11.png?width=670&height=147&name=time-clock-admin-11.png)

**12.** The **Payroll lock** section is used after payroll is run (see **Lock a paid period** below). Leave **Locked through** empty for now, then click **Save settings**.

![time-clock-admin-12](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-12.png?width=670&height=200&name=time-clock-admin-12.png)

##### Add pay rates (optional)

**13.** Pay rates are optional. Without them, the payroll report shows hours but no pay. To add one, open the **Pay Rates** tab and select the employee. Enter the **Hourly rate** and the **Effective from** date, then click **Add rate**. Regular hours are paid at the rate and overtime at the overtime multiplier, using the rate in force on each day worked.

![time-clock-admin-13](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-13.png?width=670&height=177&name=time-clock-admin-13.png)

**Note:** When an employee gets a raise, add a new rate with the date it starts instead of editing the old one. Earlier weeks keep the rate that was in force, so pay already worked never changes. The list marks the **Current** rate and any **Upcoming** one.

##### See who is on the clock

**14.** Open the **Who's In** tab. The tiles show how many employees are **On the clock now**, the **Hours this week** for all employees, how many are **In overtime this week**, and how many have been clocked in longer than the long-shift limit (**Open over 16 h**), which usually means someone forgot to clock out.

![time-clock-admin-14](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-14.png?width=670&height=109&name=time-clock-admin-14.png)

**15.** The **Employees** list shows each active employee's status, when they clocked in, how long they have been on the clock, their hours today and this week, overtime this week, and current pay rate. Click **Refresh** to update the list, or click **Timesheet** to open that employee's entries.

![time-clock-admin-15](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-15.png?width=670&height=273&name=time-clock-admin-15.png)

##### Review and correct timesheets

**16.** Open the **Timesheets** tab. Choose one employee or **All employees**, then click **This week**, **Last week**, **This pay period**, or **Last pay period**, or pick dates. Tick **Show voided** to include voided entries.

![time-clock-admin-16](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-16.png?width=670&height=104&name=time-clock-admin-16.png)

**17.** The list shows the number of entries and the hours for closed shifts in the range. Each entry shows the date, employee, clock-in and clock-out times, hours, review flags, and notes. When a time has been corrected, the originally punched time is shown under it in red. Use the buttons under **Actions** to view an entry's **History**, **Correct** it, or **Void** it.

![time-clock-admin-17](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-17.png?width=670&height=119&name=time-clock-admin-17.png)

The **Review** column can show these flags:

- **Changed by another user**: someone other than the employee created, corrected, or voided the entry.
- **Edited by employee**: the employee corrected their own entry.
- **Manual time**: a time was typed in by a person instead of punched.
- **Long shift**: the shift is longer than the long-shift limit in Settings.
- **On the clock**: the employee is still clocked in. An open shift is not counted in the payroll report until it ends.
- **Locked**: the entry is on or before the payroll lock date and can no longer be changed.

**18.** Click the **History** button to see every transaction on an entry: the clock-in, the clock-out, and each correction or void. Each transaction shows who made it, when, and from which network address, along with the values before and after and the reason. Changes made by someone other than the employee are highlighted.

![time-clock-admin-18](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-18.png?width=670&height=343&name=time-clock-admin-18.png)

**19.** To correct an entry, click the **Correct** (pencil) button. The dialog shows the originally punched times, which are kept after the correction. Change the clock-in, the clock-out, or the note. To close a shift someone forgot to clock out of, set its clock-out. Enter a **Reason**, then click **Save correction**.

![time-clock-admin-19](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-19.png?width=670&height=642&name=time-clock-admin-19.png)

**20.** To add time that was never punched, click **Add missing time** and choose the employee. Enter the **Clock in** and **Clock out** times in the Time Clock time zone (the dialog names it), add an optional **Note**, enter a **Reason**, and click **Add time**.

![time-clock-admin-20](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-20.png?width=670&height=652&name=time-clock-admin-20.png)

**21.** To void an entry, click the **Void** button and enter a reason. The hours stop counting, but the entry and its history are kept. Entries are never deleted.

**Note:** Every change needs a reason, and the reason is permanent. Write one that names who confirmed the real time, for example *Forgot to clock out; manager confirmed he left at 6:30 PM*. The Time Clock refuses:

- A time in the future.
- A clock-out before the clock-in.
- A shift longer than 24 hours. This is usually a wrong date, so split it into two entries.
- Times that overlap another entry for the same employee.
- A time skipped by daylight saving, for example 2:30 AM on the spring-forward night.
- Anything on or before the payroll lock date.
- A change without a reason.

##### Run the payroll report

**22.** Open the **Payroll Report** tab and choose a range, for example **Last pay period**. The tiles show the **Total hours**, **Regular hours**, and **Overtime hours** for the range, the **Gross pay** (when employees have pay rates), and how many entries were **Changed by another user**. Click **Export CSV** to download one row per employee per workweek, plus a total row for each employee with the change counts. The file header names the time zone and currency.

![time-clock-admin-21](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-21.png?width=670&height=149&name=time-clock-admin-21.png)

**23.** The table shows each employee's regular, overtime, and total hours in decimal hours (8h 15m = 8.25), their regular, overtime, and gross pay, and the **Changes** to review. Click an employee to see each workweek and each day in the range, where the overtime fell, and the entries to review. Only closed shifts are counted. A shift that is still open is counted once it ends.

![time-clock-admin-22](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-22.png?width=670&height=120&name=time-clock-admin-22.png)

**Note:** A shift that crosses midnight is split at midnight, so each part counts toward the day it was worked. If the range starts or ends mid-week, the whole workweek is still used to decide where overtime starts.

##### Check the audit trail

**24.** Open the **Audit Trail** tab to see every manual add, correction, and void in a date range. Filter by employee, or tick **Only changes by another user**. If nothing has been changed, the tab shows that every entry is exactly as punched.

![time-clock-admin-23](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-23.png?width=670&height=154&name=time-clock-admin-23.png)

**25.** Tick **Include clock-in / clock-out punches** to list every punch as well. Each row shows when the change was made, the action, the employee, who made the change (**Changed by**), the clock-in and clock-out, and the **Reason**. Rows where someone other than the employee made the change are highlighted.

![time-clock-admin-24](https://help.rentworksplus.com/hs-fs/hubfs/KB%20Images/How%20to%20Set%20Up%20and%20Administer%20the%20Time%20Clock/time-clock-admin-24.png?width=670&height=175&name=time-clock-admin-24.png)

##### Lock a paid period

**26.** After running payroll, open **Settings** and go to **Payroll lock** (see step 12). Click **Lock last pay period**, or pick a **Locked through** date, then click **Save settings**. Nobody can add, correct, or void time on or before that date, and those entries show the **Locked** flag. The lock date can be at most yesterday.

##### Best practices

- Set the time zone and overtime rules before employees start clocking in.
- Give **Time Clock Administrator** only to payroll and time-keeping staff. Other employees can ask them for corrections, or be given **Correct Own Time Clock Entries**.
- Before running payroll, check the **Changed by another user** tile and each employee's entries to review, and close any open or long shifts.
- Lock every pay period once it is paid, so paid hours cannot change afterwards.

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