Clocking in and out

The timeclock terminal is where employees record their working day. You pick your name, enter your PIN, and clock in, take lunch or a break, and clock out. Everything payroll later calculates starts from these punches.

Before you start: an administrator must have turned on the Timeclock & Payroll module for your organisation (see Module management), and must have set a PIN for you. A PIN has 4 to 6 digits. Administrators set it under Timeclock PIN when they edit a person in Team Management, or on the person's record in the Admin Hub (see Payroll employees). You do not need a QuantumOps role to use the terminal. You identify yourself with your name and PIN, not with your QuantumOps sign-in.

Open the terminal

1. In the QuantumOps header, select the clock icon. Its tooltip reads Employee timeclock. On a phone, open More actions (the three-dot button) and choose Employee timeclock.
2. The terminal opens in a new browser tab.

The address of the terminal includes your organisation, which is how it knows whose employees to list. Open it from the header, or from a bookmark of the address the header opens. If you open the plain /timeclock address, the page shows No tenant ID provided. Please access this page through the main application. and the list of names stays empty.

If the header has no clock icon, the module is off for your organisation. Ask an administrator.

Sign in

1. Under Select Your Name, choose your name. The list shows active agents and payroll employees. If your name is missing, ask an administrator.
2. Under Enter PIN, type your PIN with the keyboard or the on-screen keypad. The keypad has a backspace key and a check key.
3. Select Clock In / Out, press Enter, or use the check key on the keypad. The button stays disabled until you have chosen a name and entered at least 4 digits.

You land on your own dashboard.

If the PIN is wrong, the page shows Invalid PIN with the number of attempts you have left, and clears the name and PIN. After 5 wrong PINs the account is locked for 15 minutes, and the page tells you when it opens again. The unlock time is shown in UTC, not in your local time. Wrong PINs typed on the dashboard, in Confirm Your Identity or in the PIN window for a punch, count too. The count does not start again when the lock ends: one more wrong PIN after that locks the account again at once. A correct PIN resets the count, and an administrator can unlock you straight away by setting a new PIN. If the page says the PIN is not configured, ask an administrator to set one.

Confirm your identity on the dashboard

The dashboard asks for your PIN again before it shows anything. The Confirm Your Identity window opens straight away. Enter your PIN and select Confirm. Select Cancel to close the window, then Enter PIN to open it again. Return to Login takes you back to the sign-in page.

Every later action on the dashboard also asks for your PIN: each punch, and each time off request or holiday bid you submit or cancel. The window reads Enter your PIN to confirm this action.

Clock in and clock out

The status card shows Clocked Out or Clocked In. While you are clocked in it also shows Clocked in at and a running timer.

1. Select Clock In (or Clock Out when you are clocked in).
2. Enter your PIN and select Confirm.
3. A message confirms the punch. After a clock-out it shows the hours you worked.

Take lunch or a break

While you are clocked in, the status card also shows four buttons: Start Lunch, End Lunch, Start Break and End Break. The end buttons work only after the matching start. Each asks for your PIN.

Lunch is unpaid in payroll, up to 2 hours per lunch. Break punches are recorded and shown in reports, but payroll does not take them off your paid hours. Use Start Lunch for lunch and Start Break for a break, so the time is recorded as what it was. Reports list lunch and breaks separately. See How pay is calculated.

Check your day

• Current Status shows where you are in the day, for example working, at lunch or on a break.
• Total Hours Today adds up the hours of the shifts you have finished today.
• Today's Activity lists each punch from today with its time, and the hours on a clock-out.
• PTO Available shows your time off balance. Personal Time and Expiring Time appear when you have hours in them. Time off is covered in Requesting time off and bidding for holiday shifts.

You cannot edit a punch yourself. If something is wrong, ask a supervisor, who corrects it on the Supervisor tab (see Supervising punches, exceptions and time off).

What each punch records

Each punch records the time and the device, browser and IP address it came from. QuantumOps also records the approximate location (city, region and country) that the IP address points to, when it can work one out. Payroll review can use these details to spot unusual punches. Administrators see the device and IP address in the timeclock reports (see Timeclock reports and exports).

Fix a forgotten clock-out

If your last clock-in has been open for more than 12 hours, the dashboard assumes you forgot to clock out. The Missed Punch Detected window appears when you open the dashboard, and again if you try to clock in or out.

1. Under What time did you actually clock out?, enter the real clock-out time. It must be after your clock-in and not in the future.
2. Under Please explain what happened:, write a short reason. The submit button stays disabled until you do.
3. Select Submit & Clock In.

The corrected clock-out is recorded for the old shift straight away, and the dashboard then clocks you in. The window says This exception will be sent to your supervisor for approval. You can continue to clock in after submitting. A supervisor approves or rejects the correction. QuantumOps does not e-mail you when the correction is approved. If it is rejected in the payroll wizard, you may get an e-mail if your administrator has switched that e-mail on (see Timeclock and payroll e-mail notifications). Ask your supervisor if you are unsure.

The window also opens when you select Clock Out after more than 12 hours. Enter the time you actually finished. Submit & Clock In then starts a new shift, so if you are leaving, select Clock Out again once the window has closed.

If you select Cancel, nothing is changed. Your clock-in stays open and the window comes back the next time you open the dashboard.

Other ways your time is recorded

• The browser extension has a Clock tab for people with the Administrator, Service Desk Manager, Timeclock, Timeclock Admin or Payroll Admin role. See The Clock tab.
• Slack and Microsoft Teams status commands record only lunch and break. They do not clock you in or out. See Agent status commands.
• A supervisor can add a punch for you. The exported timeclock report marks it with the source Supervisor.

The dashboard is available in English and Spanish (Colombia). When you are signed in to QuantumOps, it uses the language set for your account or organisation. Otherwise it shows in Spanish (Colombia) when your browser's language is Spanish (Colombia), and in English if it is not. Some labels, for example in the time off and missed punch windows, are always in English.

If something goes wrong

Related pages

• Requesting time off and bidding for holiday shifts
• The Clock tab
• Supervising punches, exceptions and time off
• Agent status commands
• Payroll employees