Clock In / Manual Entry Shortcut on Manage Users Page

🕘 Clock In / Manual Entry Shortcut (Gray Box) on Manage Users Page
 

In Ontraccr, the gray box on each user card in the Manage Users page provides a quick way for admins and managers to either clock in a user live or create a manual time entry. This tool is essential for managing time on behalf of field workers who may forget or are unable to log their own time.

This article explains how the shortcut works, the options it opens, and how permissions control access.

📍 Where to Find the Shortcut

1. Go to Staff > Manage Users.
2. Locate a user’s profile card in Card View.
3. Click the gray box— this is the Clock In / Manual Entry Shortcut.

🧭 What Happens When You Click the Gray Box

Clicking the icon opens a clock-in/entry slider, where you can choose from two options:

1. Clock in the user live (real-time start)
2. Create a manual time entry (backdated or custom entry)

🕓 Option 1: Clock In a User Live

You can initiate a live clock-in on behalf of the user.

Required fields:

• Project: Select the project they’ll be working on
• Cost Code: Select the task or category
• (Optional) Shift time overrides if your role allows

✅ Once submitted, the user is now considered actively clocked in — and their time card will reflect this entry in real time.

✏️ Option 2: Add Manual Time Entry

Instead of clocking the user in live, you can create a manual record.

Required fields:

• Start Time
• End Time
• Project
• Cost Code

Manual entries are helpful for:

• Backfilling missed clock-ins
• Correcting errors
• Logging time for users without mobile access

🔐 Permissions Required

This feature is permission-restricted.

To use it, your role must have:

• Manual Entry
• Clock in Other Users

If you don’t have these permissions:

• The gray icon will not appear.
• Or, clicking it will show a limited/inactive interface.

🧠 Use Case Example

An Admin receives a call that two users forgot to clock in this morning:

• They open Manage Users.
• Click the gray clock on each user.
• Either clock them in now or enter the correct times manually.

This avoids time loss and ensures payroll remains accurate.

🧩 Related Features

• To view current pay period entries, use the yellow Time Card shortcut.
• To approve time entries later, use the Time Cards module or the Team Cards view if you’re a supervisor.

📌 Summary

The gray Clock In / Manual Entry shortcut on user cards gives admins and supervisors fast access to essential time logging functions. Whether it’s correcting missed punches or clocking someone in while they’re en route to site, this tool ensures accurate time capture in the moment.