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Managing user clock in and out

In Retail POS you can accurately track employees' time and attendance by using the time clock feature. This feature allows you to streamline payroll processing, monitor employee attendance, and ensure accurate pay for hours worked. You can also create timesheets using clock in and out data, further streamlining your payroll.

Using the time clock feature

When a user is clocked out, the only option will be to clock in. Likewise, when the user is clocked in, the only available option will be to clock out.

After a user logs into Retail POS, they can then clock in to record hours worked. To clock in, click the user’s name > Clock in.

User sidebar with clock in button.

While clocked in, the user panel will show how long the user has been clocked in for.To clock out, click on the user’s name > Clock out.

User sidebar showing time worked and clock out button.

Viewing employee clock in and out data

You can view and track your employees’ time and attendance from the Users page. Only managers and admins have permissions to view user activity. Cashiers can only access their own account information on the Users page. For more information on user permissions, refer to our article Setting user roles and permissions.

To view clock in and out data:

  1. Navigate to Setup > Users.
  2. Click the Activity tab. Here you can view all the activity for all users. For more information about tracking user logins, refer to our Tracking user logins in Retail POS article.
  3. To view clock in and out info, select Clocked in and out from the drop down. You can narrow your search further by using the date range and user filters.
  4. Click Search.
    Activity tab in the users page showing clocked in and out filter.

Creating a timesheet from .csv export using Google Sheets

You can create a timesheet for one or all your employees using their clock in and clock out data. Creating timesheets can help improve payroll efficiency and accuracy.

To create a timesheet from a .csv export using Google Sheets:

  1. Navigate to Setup > Users.
  2. Click the Activity tab.
  3. Select the following filters:
    • Action: Clocked in and out.
    • Date range: The pay period.
    • Users: The employee you wish to create the timesheet for or all users.
  4. Click Search.
  5. Click Export list.
    Activity tab with export list highlighted.
  6. Open the export file in Google Sheets.
  7. Select the Time column and click Data > Split text to columns. This will split the Time column into separate columns for Time and Date.
    Note: If using Excel, this button is Text to columns.
    Google sheets page with split text to columns option highlighted.
  8. Rename the columns so Date matches the calendar date and Time matches the hours.
  9. Select the whole table and click Insert > Pivot table.
  10. Configure the pivot table:
    • Rows: Display name and Date.
    • Columns: Action.
    • Values: Time.
      Google sheets page with pivot table configurations.

This will create a table with calculations of days and hours worked per user.

If a clockin or clockout field is blank, it is because the employee forgot to clock in or out for the day.

To create a total hours worked per day column for each employee, subtract the clockin column from the clockout column. Add the total hours worked for each day to find the total hours for each employee for the pay period.
Google sheets page with formula for calculating total hours worked displayed.

Creating a timesheet from .csv export using Excel

You can create a timesheet for one or all your employees using their clock in and clock out data. Creating timesheets can help improve payroll efficiency and accuracy.

To create a timesheet from a .csv export using Excel:

  1. Navigate to Setup > Users.
  2. Click the Activity tab.
  3. Select the following filters:
    • Action: Clocked in and out.
    • Date range: The pay period.
    • Users: The employee you wish to create the timesheet for or all users.
  4. Click Search.
  5. Click Export list.
    Activity tab with export list highlighted.
  6. Open the export file in Excel.
  7. Create an empty column to the right of the "Time" column.
  8. Select the "Time" column.
  9. Click Data >Text to columns.Excel sheet with text to columns highlighted.
  10. Select Fixed width and click Next.
  11. Ensure there is a line dividing the time and date columns in the preview and click Next.Dividing columns wizard showing the line between the time and date columns in the preview.
  12. Select Date (YMD) for the first column and General for the second column.Dividing columns wizard showing Date (YMD) selected for the first column. The second column is general.
  13. Click Finish.
  14. Rename the columns so Date matches the calendar date and Time matches the hours.
  15. Select the date column, right click, and select Format cells.
  16. Change the cell format to Date > OK.
  17. Select the whole table and click Insert > Pivot table.
  18. Select New worksheet and click OK.Create pivot table window open, new worksheet selected.
  19. Configure the pivot table:
    • Rows: Display name and Date.
    • Columns: Action.
    • Values: Time.
  20. Click on the Count of time value and select Value field settings.
  21. Change the value to Sum and click OK.Time value field settings with sum highlighted.
  22. Select the clock in and clock out times on the table.
  23. Right click and select Format cells.
  24. Select Time and change to 24 hour clock format.Clock in and out fields highlighted and format cells to 24 hour clock selected.
  25. Click OK.

This will create a table with calculations of days and hours worked per user.

If a clockin or clockout field is blank, it is because the employee forgot to clock in or out for the day.

To create a total hours worked per day column for each employee, subtract the clockin column from the clockout column. Add the total hours worked for each day to find the total hours for each employee for the pay period. Total hours worked per day column shown with calculations.

The clock in and out event is also available through the Vend API. For more information visit the Vend API documentation hub.

What's next?

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Learn how to switch between users.

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Set sales targets for your employees.

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