Track your working hours

This article explains how to track your working hours and check your attendance information.

With ZenEmployee, you can track your working time as you’re working, or add time entries at any time during the day. For both scenarios, you can use our mobile app, or do this while logged into your account on a browser. Your company might have set up a shared device to track your working hours. 

If you don’t see the option to track time, ask the ZenEmployee Administrator in your company to check you have the necessary access rights.

Track your working hours in real time

Time tracked using the browser and a shared device is synced. Switch between them as you wish. If you use the app instead, stick to it for the day to avoid overlapping time entries and attendance errors.

Browser

If your company enabled this option, you can track your working hours in real time from your Homepage. Follow these steps:

1. Log into your account to land on the Homepage.
2. In the Time clock widget, click the Play button. A timer starts, and time keeps tracking while you work.
3. Click the Pause button to take a break, and click it again to resume the time tracking.
4. Click the Stop button to stop tracking time completely, and to submit the time entry.

After submitting the time entry, click Time tracking in the sidebar or directly in the widget to access your Attendance calendar view. There, you can edit the time entry, add more details to it, or clear it, if you recorded it accidentally.

Mobile app

1. Make sure that you have the latest version of the app installed.
2. Go to the app dashboard and tap Start tracking. A timer will appear and will continue to run in the background.
3. Open the app again and tap on the Stop icon next to the timer.
4. In the summary window that appears, check that times entered for that day are correct. If needed, enter break times, projects, and a comment.
5. Tap Submit. To dismiss the time entry, tap Cancel instead.
6. Go back to the dashboard to check the status of the attendance request. When approved, you’ll see the time entry on your Attendance tab on a browser.

Shared device

If your company set up a shared clock-in device, you might be required to clock in and out on it. To do so, you don’t need to log in. Based on your company settings, you can use either a PIN code, a QR code, or both. Follow these steps:

1. If you don’t know your PIN code or don’t have the QR code, go to Time Tracking > Gear icon > Entrance App codes.
2. Make a note of the PIN code, or take a picture of the QR code.
3. On the shared device, follow the instructions on the screen to clock in, take a break, resume work, and clock out.
4. For a breakdown of all the tracked times during the day, tap View this time entry.
5. When you clock out, the system saves the time entry on ZenEmployee. If your company has set up rules on your work schedule, you might see warnings on the screen.

I forgot to clock out

On the browser, the time tracking continues until you clock out manually. When you do, a warning prompts you to click Edit Time Tracked before saving and adjust the tracked time.

On the mobile app, the tracking automatically stops at 00:00, and the tracked time is not saved. The next time you log in, a warning prompts you to manually enter the incorrect time entry.

On a shared device, the tracking stops automatically after two days, at 00:00. If your company has set up restrictions, you might not be able to save the time entry even if you clock out before then. If this happens, contact your supervisor or HR department.

Add a time entry

To add a time entry at any time during the day, follow the steps below. Depending on your company's settings, you might not be able to add time entries to past or future days.

Browser

If your company enabled this option, you can add a time entry directly from your Homepage. Follow these steps:

1. Log into your account to land on the Homepage.
2. In the Time tracking widget:
   • Click Work: 00:00 → 00:00 to input your work start and end times.
   • Click Break: 00:00 → 00:00 to input your break start and end times.
3. Click Save time entry.

You can also add a time entry from the Time Tracking view. Follow these steps:

1. In the sidebar, click Time Tracking.
2. Click the day you want to track time for.
3. In the expanded section, enter your work and break periods.
4. Optional: Add extra periods or comments, or choose a project from the dropdown menu.
5. Save your entry. If your company has set up rules on your work schedule, you might see warnings on the screen.

Mobile app

1. Make sure that you have the latest version of the app installed.
2. Go to the app dashboard and tap on the + button > Track time.
3. In the window that appears, manually enter your working hours.
4. If needed, add your break times, projects, and a comment.
5. Tap Submit.
6. Go back to the dashboard to check the status of the attendance request. When approved, you’ll see the time entry on your Attendance tab on a browser.

Add time entries to multiple days

While you can't copy already tracked time to other days, you can add time entries in bulk from your browser. If your company has set up specific restrictions, you might not have this option. Follow these steps:

1. In the sidebar, click Time Tracking.
2. Select the checkbox next to the days you want to track time for.
3. At the bottom of the screen, click Track time in bulk.
4. In the window that appears, enter your work and break periods. You can also add extra periods or comments, or choose a project from the dropdown menu.
5. Optional: If you’ve selected off-schedule days, select the checkbox to include them.
6. Save your entries. If your company has set up rules on your work schedule, you might see warnings on the screen.

Check, edit, or delete your time entries

Review your attendance data

At the top of the Timesheet, you can see an overview of your attendance:

Feature	Description
Tracked / target hours	All the hours you’ve tracked, including ones pending approval, against the number of hours you’re expected to work. This is based on your work schedule minus public holidays and any standard absences, during which you're not expected to work.
Time off	Approved daily and hourly standard absences, excluding long-term leave.
Overtime/deficit	Approved overtime. If your company has set up a monthly cliff or deficit hours, they will be deducted from this number. Click the widget title to access your total overtime balance and history.

To export the timesheet, click the gear icon on the top right and select the relevant option. This PDF file includes:

• A monthly overview.
• A detailed daily breakdown of tracked working hours and break time.
• Project hours and comments.
• The attendance approver.

Edit or delete time entries

Depending on your company's settings, you might not be able to take some of these actions. To edit or delete your time entries, follow these steps:

1. In the sidebar, click Time Tracking.
2. For each day you tracked time on, you see a summary of your working hours and the status of your attendance request. You might also see other notes, including:
   • A purple clock symbol for registered overtime hours.
   • A message for excessive or insufficient breaks.
   • A message for longer working periods than expected. In this case, you can provide a reason.
   • A message on working days without a time entry.
3. To edit a time entry, click a day and enter your changes, then save the edits.
4. To delete a time entry, select the checkboxes next to the days you want to delete time entries for.
5. At the bottom of the screen, click the bin icon.
6. Confirm the deletion.