Time Tracking & Visits
Updated
Time Tracking
Time Tracking lists every time entry: when someone clocked in, when they clocked out, their breaks and where they were.
Each entry has a status:
| Status | Meaning |
|---|---|
| Active | The employee is still clocked in |
| Completed | The employee has clocked out. The entry is waiting for review |
| Approved | You've approved the hours |
| Rejected | You've rejected the entry |
Filter by Employee or Status. Select an entry to see its details in the inspector, including the clock-in and clock-out locations on a map and the distance between them.
Approving hours
- To approve one entry, select it and click Approve
- To approve several at once, tick them and click Approve
- To reject an entry, click Reject and add a note explaining why
Only approved hours should go to payroll. Rejected entries are left out of reports by default.
Clocking an employee in or out
Click Clock In/Out to clock an employee in or out from the Mac, for example if they forgot their phone. Pick the employee, then clock them in, out, or start and end a break.
Visits
A visit is one employee on one shift. Visits shows every visit from the last 30 days and whether it went as planned.
Filter by Employee, Status or Date Range (Last 7 days, This week, Next 7 days or a custom range).
Exceptions
Kwilio flags visits that need your attention. A badge on Visits in the sidebar shows how many there are.
| Exception | What it means | How to clear it |
|---|---|---|
| Missed | No time was recorded for the visit | Add the time manually, or mark the visit No Show |
| No Clock-Out | The employee is still clocked in after the shift ended | Clock them out manually with the correct time |
| Late Clock-In | They clocked in after the late threshold | Approve, reject or adjust the time entry |
| Too Long | They worked more than 15 minutes over the scheduled length | Approve, reject or adjust the time entry |
| Too Short | They worked more than 15 minutes under the scheduled length | Approve, reject or adjust the time entry |
Choose Exceptions in the filter to see only visits that need attention. You can change the thresholds in Settings → General.
Fixing a visit
Select a visit to open it. Depending on what happened, you can:
- Add Time Manually: record a clock-in and clock-out for a visit with no time
- Clock Out Manually: end an entry for someone who forgot to clock out, with the correct time and break
- Adjust the time entry: change the clock-in or clock-out time for payroll. The original time is kept, and you can Remove Adjustment later
- Mark as Completed, or Mark as No Show
Manual entries and adjustments need a reason, such as "phone was off". They go to Time Tracking for approval and are recorded in the Audit Trail.
Rounding, breaks and overtime
How hours are rounded, whether breaks are taken off automatically, and when overtime applies are set in Settings → Overtime & Time Rules.