Time Clock
Clock in and out at a shared machine, take a break or a lunch, and see the week that comes out of it. Build the rota people are meant to work, book leave against it and share out tips. The period leaves as a payroll file.
Getting started
These are the steps in the order somebody would do them. The same list is in the tool: press F1, or the control reading "How this works" at the top of the window.
1. Clock in as yourself, or as the shared front desk
The Who picker carries everybody who can start a shift here: your organisation's people, this machine's desk roster, and the shared Front Desk for a machine nobody has signed in at. Anybody standing here can clock somebody in, and the shift records who it was for.
2. Take a break or a lunch, and end it
Two buttons rather than one, because a rest break and a lunch are counted separately. The shift stays open while either runs and that time comes off the total, so the hours on the week are worked hours. The button for the one running becomes its End.
3. Read the week, and check whose it is
Seven columns are always drawn, empty days included, because the day somebody forgot to clock in is the day this screen is opened to find. The banner over it says whose: an owner or an admin sees everybody, everybody else sees their own. These hours live in this tool's own record and no other Keyway tool reads them.
4. Correct a shift with a reason, never by overwriting it
A manager corrects on the Payroll screen; anybody else asks on Mine, and a manager answers. Each change is appended with who made it, when and why, and the original stays underneath: a record that can be edited invisibly is worth nothing the day somebody disputes it, which is the only day it is read.
5. An hourly rate is set by a manager, never by the person it pays
With a rate set, a week shows what those hours cost as well as how many there were. The box is inert for anybody who is not a manager, and for an admin looking at their own pay: only the owner sets that. This is what the business pays, not what a customer is billed - Keyway Billable Time holds that one, per client.
6. Send the period to payroll
Payroll is the third tab. Set the two dates this business pays on and write the whole period out: a spreadsheet of everybody you can see, per person per day, or one person's timesheet as a page. Breaks are already off, overtime is split by your own rule, and corrections show.
7. The rota, leave and tips are the last three tabs
Clocking in and out, the week and the payroll file are free and stay free. Rota builds the week people are meant to work and publishes it, Leave books and answers time off against an allowance you set, and Tips shares a pool across whoever was on the clock. Those three are a paid addition, and each screen says what it costs.
The screens, and what to do first on each
Each of these opens with nothing on it on a new install. What the tool says on that screen is what this section says, because it is the same sentence.
The clock this whole desk shares
No shift has been recorded here yet. The hours kept here reach your payroll through the file on the Payroll screen.
First thing to do: Pick a name under Who and press Clock in. On a machine nobody has signed in at, that is Front Desk.
No hours on this week yet
This is your own week and nobody else's - seven columns, empty days included, so a day you forgot to clock in shows as a gap rather than as nothing. An owner or an admin is the only person who sees anybody else's.
First thing to do: Clock in and out once above, then press This week.
No hours on this week for the person you picked
You are a manager on this organisation, so the week picker carries everybody. Seven columns are drawn whoever is chosen, empty days included, because the day somebody forgot to clock in is the day this screen is opened to find.
First thing to do: Pick another name in the week picker, or press Previous to look at the week before.
No finished hours on this week, and a shift is still running
A shift nobody has clocked out is on no week yet, so this board reads empty while the card below says somebody is on the clock. Seven columns are drawn whoever is chosen, empty days included.
First thing to do: The card below says who is on the clock. Clock that shift out and its hours land on the week it started in.
Nobody is on the rota for this week
A rota is who is meant to be working: a week per person, published so the people it names can read it at the desk. Reading a published rota is free on any install; building one is part of Rota, leave and tips.
First thing to do: Pick a name and a day under Put somebody on a day, then press Save.
Nobody is on the rota for this week
A rota is who is meant to be working: a week per person, published so the people it names can read it at the desk. Building one takes a manager; reading a published one is free on any install and free to everybody here.
First thing to do: An owner or an admin puts somebody on a day. Press Previous or Next to read another week.
Nobody has booked time off yet
Leave is who is not working: a run of days somebody asks for, answered by an owner or an admin at this desk, against a holiday allowance the business sets. Approved leave shows on the rota and in the payroll file.
First thing to do: Fill in Who, From and To under Book time off, then press Save.
Nothing of yours is waiting on anybody
Mine is your own week and the only thing you can do about it. A shift the clock got wrong is put right by asking: what the clock recorded, what you say it should be and why go to an owner or an admin, and the change is appended to the shift with their name on it if they agree.
First thing to do: Pick a finished shift under Ask for a correction, type what it should have been and why, then press Save.
Nothing has been shared out yet
A pool is what a service took, against a day and a window. Sharing it out divides it across everybody who was on the clock inside that window, by the one rule this business chooses once.
First thing to do: Put the day and the amount under Record what was taken, then press Save.
Nothing has been shared out yet
A pool is what a service took, against a day and a window. Recording one and sharing it out take a manager; a split already made is readable here by anybody who can open this screen.
First thing to do: An owner or an admin records what a service took and shares it out. The shares then appear here.
Nothing on this week, and other hours in this record
A pay period does not have to be a week. The Payroll screen writes out whatever this business pays on - a fortnight, a month, the fifteenth to the end - for everybody you can see at once, without finding the right seven days first.
First thing to do: Open Payroll, set the two dates, then press Export period.
Nothing has been recorded to pay yet
A pay period is however many days this business pays on, and this screen writes one out for everybody whose hours you may read. It also puts a forgotten clock-out right, with who changed it and why kept beside the original.
First thing to do: Clock somebody in on the Clock screen. Every shift this machine records is in the period from then on.
If you get stuck
Write to support@keywaysuite.com. We answer within one business day. Keyway can send us what it knows about your installation: open the hub, go to About and press Get support. It writes one file wherever you choose and never includes your licence, a password, a customer name or a customer address.