Time Tracking Overview
With Exercise.com’s staff management software for gyms, your team members can clock in and out to keep track of their working hours. See how time tracking works below:
Time Tracking Overview
Here is an overview of how Time Tracking works. This guide includes the following key actions: Locating the Time Clock Tab, Creating your Tasks, Setting the Default Pay Rates, Customizing Staff Permissions and Pay Rates, Reporting, and Permissions.
Locating the Time Clock Tab
1. Navigating to the Time Card Page
Start from the “Account” tab of your dashboard.
2. Click on “Time Card”
Navigate to the “Time Card” tab on the left side bar.
Creating your Tasks and Pay Rates
1. From the “Time Card” page, click on “Manage Tasks”
The first step is to create your time clock tasks. Click on “Manage Tasks”.
2. Click “Add”
Then click on the “Add” button.
3. Fill in the Task Details and Save
Add a description, the default pay rate, the sort order and click on update to create the task. Repeat steps to create as many tasks as needed. The sort order will determine how the list of tasks is ordered when someone goes to clock in.
Customizing Staff Time Clock Permissions
1. Go to the “Staff Members” Tab
To set staff member permissions for time card, look for your Staff Members tab on the left side bar.
2. Edit Staff Member
Next to the trainer you would like to edit, click on the edit icon.
3. Click on the “Permissions” Tab
Go to the Permissions tab.
4. Select Permission for Time Card
Scroll down to the Manage Time Card Permission and select an option from the drop down list.
Permissions: Can Manage All
A staff member with the permission “Can Manage All” will have admin access to the Time Clock and Time Clock entries.
Permissions: Can View Others and Clock In and Out
A staff member with the permission “Can View Others and Clock in and out” will have access to the “Time Clock ” tab but will only be able to clock themselves in and out.
They will also be able to view other staff members’ time card entries by clicking on the arrow next to that staff member.
However, unlike the admin view, they will not be able to edit any of their own time clock entries or any other staff member’s entries.
Permissions: Can Clock In and Out
A staff member with the permission “Can Clock in and out” will only be able to view their own log entries. They do not have access to the Time Clock Tab.
Permissions: Cannot Clock In/Out
The remaining permission “Cannot Clock in and out” will not have access to the Time Card at all and can only be clocked in/out by an admin.
Permissions: “Time Clock” Report
Further down on the permissions page you can give access to the “Time Clock” report by selecting it in the reports. Only staff members who have access to the “Time Clock” tab will be able to export the report.
Customizing Staff Pay Rates
1. Click on the Staff Member You Want to Update, then Click the “Revenue” Tab
Once you’ve found the correct staff member, go to the “Revenue” section to set the staff member’s pay rate.
2. Task Default Pay Rate
Scroll down to the task pay rates. The default tasks and pay rates will be shown here. If you enter a different pay rate into the field and save, this staff member will receive the customized rate instead of the default.
3. Save “Staff Member”
Save the staff member to save your changes.
Clocking In and Out
1. Click on the Clock Icon at the Top of the Website
You can clock in from any page by clicking on the clock icon at the top of the page.
2. Select Task and Clock In
When clocking in, select the task and add any notes. Then click on the “Clock In” button.
3. Admins Can Clock in other Staff Members
Back on the “Time Card” tab, you can also clock in staff members by clicking on the clock icon next to their name.
Time Clock Reporting
1. View Time Clock Entries
Clicking on the arrow icon next to a staff member will take you to their time clock entries.
2. Edit or Delete Entry
From here, admins can edit or delete a staff member’s entry by clicking on the edit or delete icon.
3. Updating an Entry
When editing an entry you can change the start and end times and add notes. Click on “Update” to save changes.
4. Exporting Reports
On the “Current Time Clock” tab, you can export the time clock report.
5. Select Report Filters
In the Export modal you can filter by staff members, tasks and dates. Click “Export” to generate the report. It will automatically download when finished.
Now you can easily keep track of your team’s working hours within your platform!
