ExakTime offers two different methods for your employees to track their time: with a timecard (punch based) or a timesheet (time block). An employee's time entry method is selected from their employee profile and will determine if they will populate and use the timecard or timesheet menus of ExakTime Connect and ExakTime Mobile.
- Timecard (punch based) is the typical clock in and out method that allows your employees to track when they started their work day, track their locations/cost codes in detail, and more. The timecard is the default method for any employee added to ExakTime.
- Timesheet (time block) is a method that allows your employees to enter a block of time for their work day, without needing the specific start and stop times. This is most useful for salaried workers who just need to track how long they worked.
Table of Contents
Functional Differences
The "Time Entry" method selected for an employee can affect what features/options they can access on ExakTime Connect/Mobile, and the policies affect them in ExakTime.
ExakTime Mobile Menu & ExakTime Features
Those with "Timesheet (time block)" enabled will:
-
Not be able to access the "Clock In" screen of ExakTime Mobile, as they will not need to clock in/out for themselves any longer.
- They can still access the "Clock For" menu if it has been enabled for their ExakTime Mobile Security Role to clock in/out on behalf of other employees.
- Not be listed when selecting employees from the "Clock For" or "Timecard" menus.
-
Not see or use any features that are reliant on Clocking In and Out, such as, but not limited to:
- Forms when Clocking In/Out (Library Forms are still available)
- FaceFront
- GPS position, GeoFence warnings, and GeoTrakker.
- Equipment
Those with "Timecard (punch based)" enabled will:
- Not be listed when selecting employees from the "Timesheets" menu.
ExakTime Mobile Security Role
Employees with "Timesheet (time block)" enabled will be limited from certain ExakTime Mobile features/options, while those with "Timecard (time punch)" enabled will have no limitations.
The following permissions will not be functional for employees with a "Timesheet (time block) time entry selected, even if the permission is enabled, and will only be available for those with "Timecard (time punch)":
- Clock in and out for other employees
- Clock in from schedule
- Edit unsent time records on time record history
- Who is clocked in
- How long has someone been clocked in
- Time record history
- Own GeoTrakker data
- Other employees' GeoTrakker data
- Facefront
- Geofence Clock In/Out
- Network Time for Clock In/Out
- GeoTrakker
Policies
Timecards will be affected by all possible policies, while Timesheets will only be affected by specific policies as listed below:
Policies that Affect Timesheets:
- Weekly
- Daily (Employee and Location)
- Day of Week (Employee)
- Consecutive Day
- Excluded Cost Code
Policies that Do Not Affect Timesheets:
- Autolunch
- Exceptions
- Midnight split
- Shift-based Policies
- Time Range and In/Out rounding
- Travel
Can An Employee Use Both Methods?
An employee can only have one time-tracking method at a time. If an employee has "Timecard" enabled, then they will not appear on the "Timesheets" page, and vice versa. If an employee is switched to a different time tracking method in the middle of a pay period, their previous time will be retained, but it cannot be modified while they have a different time tracking method enabled. If time created through a previous time entry method must be edited, the employee's time entry method must be switched back.
For example, an employee has been using the timecard method at the beginning of the pay period. In the middle of the pay period, the admin switches him to timesheets. The time they created at the beginning of the pay period will be kept, but cannot be modified, as the employee will now appear on the timesheets page instead of the timecard page.
We recommend switching an employee's time entry method at the beginning of a new pay period to limit any possible complications.
How Timesheet Blocks Appear on Timecards
If an employee tracking their time with timesheets is switched to timecards in the middle of a pay period, their timesheet hours will display system-generated start/stop times beginning at 12:00 AM, cannot be modified, and will have a timesheet icon .
How Timecard Records Appear on Timesheets
If an employee tracking their time with a timecard is switched to timesheets in the middle of a pay period, their timecard records will only show the overall hours of the time record and cannot be modified. The edit and delete icons will be grayed out, and there will be an i icon that will display "Info - Timecard records cannot be edited on timesheets" when hovering over the icon.
Resources for Using Timecards & Timesheets
We offer a variety of resources to help you use timecards and timesheets. The primary resources are:
- Guide to Timecards for ExakTime Connect - How to use and understand the Timecards page.
- Guide to Timesheets for ExakTime Connect - How to use and understand the Timesheets page.
- Various Resources for Timecards - A collection of resources focusing on Timecards.
- Various Resources for Timesheets - A collection of resources focused on Timesheets.