ClockWise HR

ClockWise HRGuideHow ClockWise fits together

How ClockWise fits together

A punch becomes a day's attendance, a month of days becomes a salary, and a closed salary becomes a payment. Every other page in this manual is one stop on that line.

From a punch to a payment A punch on a clocking machine reaches ClockWise and is turned into one attendance day per person, measured against that person's schedule and shift and any leave. A correction to a day goes through a change request that somebody approves. The days of a month add up inside the branch's salary period, which is recalculated while it is open and then closed. Closing cannot be undone. A closed period is paid through payment batches. A punch a clock-in at the machine by the door every two hours An attendance day late, early, overtime, breaks, errors The salary period one per branch, recalculated while open Closed the numbers are fixed — no way back Paid payment batches, slips, bank files Schedule and shift when this person should work Leave a day that is not a working day A correction never typed over the day — requested, then approved

Nothing to prepare. This page has no steps to follow. It is the map the rest of the manual is drawn on, and it is worth five minutes before your first day.

1A punch arrives

Each branch has a clocking machine — face, palm, fingerprint or card. When somebody clocks in on it, the machine records who and when — and nothing else. It does not know whether that person was late, on a break or on the wrong shift.

The punch reaches ClockWise either because the branch sends it automatically or because somebody imports it from the machine. Either way it waits, marked Pending, until it is processed.

Why it works this way

Punches are turned into attendance every two hours, not the moment they happen. A punch from a few minutes ago is in the system but not yet in anybody’s attendance. If the dashboard shows a punch as Pending, it has not been missed — it has not been reached yet.

2The punches become an attendance day

Every person gets one attendance day per date. ClockWise lines the day’s punches up against that person’s schedule — which shift they work on that weekday — and the shift’s rules, and works out what happened: when they arrived and left, how late or early, how long their breaks were, whether they worked overtime.

A day that does not add up is flagged as an error: an odd number of punches (somebody forgot to punch out), or no punches at all on a working day.

3A correction goes through a request

When a day is wrong, it is corrected — but never by typing over the calculation. Depending on what your account allows, a correction is either applied straight away or sent as a change request to somebody who approves it.

Why it works this way

The day ClockWise calculated is kept. A correction sits on top of it, with who asked, who approved and when. That is what lets anybody answer “why was this person paid for that day?” months later.

4The days add up in a salary period

Each branch has a salary period — usually a month. While it is open it can be recalculated as often as you need, so it keeps up with corrections to the days inside it.

5The period is closed

Closing a period turns its numbers into salaries and fixes them. There is no way to reopen a closed period. Days inside it can no longer be recalculated, and a schedule cannot be changed for them.

6The closed period is paid

Payment is recorded on the closed period: one person at a time, all at once, or through payment batches that produce a bank file.

What happens next

The rest of the manual follows this line. Start with The dashboard, then Finding an employee. If you set the system up, read Deciding what someone can see before anybody else signs in.

If it goes wrong

What you see What it means
A punch shows as Pending It has not been processed yet. It will be, within two hours.
You cannot change a schedule for last month That month’s salary period is closed or locked. Its days are fixed.
A day you corrected still shows the old figures The correction is probably still a request waiting for somebody to approve it.