Time clock and attendance

AirQR has a built-in time clock. Staff clock in and out, and take breaks, either from the Clock in button at the top of their own AirQR screen or with their name and PIN on a shared counter tablet. Managers see who's in right now, hours worked, late arrivals, absences and overtime on Team → Attendance, and fix mistakes there.

The time clock and attendance are included in the Growth plan and above, and in the free trial. Everyone can clock in; the Attendance page is for owners and managers.

Clocking in and out from the top bar

Anyone signed in to their own AirQR account can use the clock button at the top of the dashboard:

1. Tap Clock in. You'll see "Clocked in — have a good shift!" and the button shows your time, for example Clocked in 3h 12m.
2. Tap the button to Start break and later End break. While on break it shows On break.
3. At the end of your shift, tap Clock out. You'll see how long you worked.

The clock panel also shows your Next shift. A clock-in up to 2 hours before a published shift is linked to that shift, which is how lateness is worked out. Clocking out while on a break ends the break automatically. You can't clock in twice: if you're already clocked in (even at another outlet), AirQR says "Already clocked in since …".

Never clock in or out for someone else. The PIN and the login are personal.

The shared tablet: Team → Time clock

For a counter tablet everyone shares:

1. On the tablet, sign in as a manager (or any staff login) and open Team → Time clock.
2. Tap Full screen and leave the tablet on that screen.
3. Each person taps their name under Who's clocking? (or types it with Type my name instead), enters their PIN and taps OK.
4. They see Hi and their name with Clock in, Start break, End break or Clock out. After they tap, the screen confirms and resets for the next person.

The screen goes back to the start by itself after 30 seconds of no activity. Only people with a PIN appear in the list. Tap X (Leave the time clock) to return to the dashboard.

Hide the staff list: an owner or manager can tap the eye icon (Hide names — staff type their name) so the list isn't shown. Staff then type their name as it appears on the staff list (first name is enough if it's unique). The tablet remembers this setting.

Setting time clock PINs

A PIN is 4 to 6 digits and can't be the same digit repeated (1111 is refused).

• Staff with their own login set their own: Team → My shifts → Time clock PIN. Enter New PIN and Repeat PIN, then Save PIN. To change it later, tap Change and enter the Current PIN first.
• Managers set or reset a PIN: Staff → ⋯ → Time clock PIN & pay rate. Enter a new PIN, or tap Remove PIN. This is the only way for PIN-only staff (people added without an email), who can't sign in to My shifts. When you add someone on the Staff page you can type their PIN, or leave it empty and AirQR creates one and shows it once. Tell the person their PIN in person; it isn't shown again. Only owners can change an owner's settings.
• Forgot your PIN? Ask a manager to set a new one on the Staff page.

If some team members have no PIN yet, the Time clock screen tells managers how many and links to the Staff page. Never write PINs down at the counter.

PIN lockouts on the time clock

Wrong PINs are limited to stop guessing:

• 5 wrong PINs for one name within 15 minutes locks that name: "Too many wrong PINs for this name. Try again in … minutes, or ask a manager."
• 10 wrong PINs on one tablet within 10 minutes locks the device: "Too many wrong PINs on this device. It's locked for … minutes."
• Too many wrong tries across your network also locks for a while.

A correct PIN clears that person's wrong attempts. The message for a wrong PIN is always "That name and PIN don't match. Please try again." If the confirmation step takes too long, you'll see "That took a little long — please enter your PIN again." Changing your own PIN in My shifts with the wrong current PIN too many times gives "Too many tries — please wait 15 minutes."

The Attendance page for managers

Team → Attendance starts with Who's in now: who is clocked in and since when, who is On break, who is expected but hasn't clocked in (marked Late once they are more than 10 minutes past the start), and anyone who Forgot to clock out.

Choose a period with Today, This week, Last week, This month, Last month, or From / To dates (up to about three months), then Show. You'll see:

• Worked against scheduled hours, and Labour cost as a percentage of sales (needs hourly rates).
• Late arrivals, absences and Overtime, and how many entries need fixing.
• By staff member: scheduled, worked, breaks, late, absent, overtime, rate and cost per person.
• Absences: published shifts with no clock-in. If the person did work, add the entry.
• Timesheet: every clock-in in the period, with flags such as Late, Left … early, OT (overtime), Over 16 h and Forgot to clock out.

Fixing a missed clock-out or adding a missing entry

1. On Team → Attendance, tap Fix next to the entry (in Who's in now or the Timesheet), or tap Add entry for someone who forgot to clock in.
2. Set Staff, Date (clock-in day), Clock in, Clock out and Break (minutes). Leave Clock out empty if they're still working. A clock-out earlier than the clock-in means the next morning.
3. Write a Note (required) saying how you know, for example "Forgot to clock out — left at 11:15 pm (checked with CCTV)".
4. Tap Save. To remove a wrong entry, tap Delete; a note is needed for that too.

Every fix is saved as a manager entry with your name and note, kept in the audit log, and shown to the staff member as Edited by manager. Entries can't be in the future, can't be longer than 24 hours, and can't overlap another entry for the same person.

Late, absent, overtime and forgot-to-clock-out rules

All in the outlet's local time:

• Late: clocking in more than 10 minutes after the shift starts.
• Left early: clocking out more than 10 minutes before the shift ends.
• Absent: a published shift has ended and there was no clock-in.
• Overtime: per person per day, time worked above the scheduled hours, or above 9 hours, whichever is lower (9 hours when nothing was scheduled). The first 10 minutes are ignored.
• Forgot to clock out: an entry still open after 16 hours. It counts as 0 hours until a manager fixes it, and it doesn't stop the person clocking in again.

Late and absence rules need a published roster (see Staff roster and shifts).

Troubleshooting the time clock

• My name isn't on the tablet: you have no PIN yet, you don't work at this outlet, or you've been deactivated. Set a PIN in My shifts if you have your own login, or ask a manager to set one on the Staff page.
• "You're not clocked in. Your clock-in from … was never closed": an old entry was left open. Clock in now as normal; a manager will fix the old one.
• "You're already on a break." or "You're not on a break.": refresh the page and check the clock button's status.
• There's no Clock in button at the top, or the Time clock page shows a lock: your plan doesn't include staff roster & attendance (Growth and above). The top-bar button only appears on plans that include it.
• Hours look wrong in reports: check for Forgot to clock out entries and fix them first.