Lesson #2 - Staff Portal - Enter Time

Check with your supervisor on which method of time entry you will be using.

• Clock In/Out Method
• Manual In/Out Method
• Total Hours Method

Staff with a time entry method of Clock In/Out will click the Clock-In button at the start of each workday, and their time will be recorded.

At the end of the day, the staff person will click the Clock-Out button to clock out. Their time will be recorded.

The Time Clock calculates the hours worked based on the Time In and Time Out.

If the staff person is set to Yes for the Can split time between Departments setting on the Portal Settings tab of their Staff record, a ÷Split option appears after they select the Clock-Out button. 

The staff person can split their total hours for the time entry between as many departments or locations as necessary. The split hours must add up to the total hours for the time entry before the system will allow the split to be saved.

Alert Message

When a staff person's time entry method is Clock In/Out (and you have the Attendance feature activated), they will be alerted if they have classes at that location on that day with incomplete portal attendance. They will have the option to go to the class and complete attendance or continue clocking out.

Manual In/Out staff will enter their Time In and Time Out for each day. If a staff person worked for 2 different departments or locations, or if they took a lunch break during their day shift, they should add a new line for the day by clicking the + button. 

Approved hours cannot be deleted and will not have a Delete icon displayed.

Staff with the Manual In/Out time entry method have the ability to record time entries after the date worked. This is true even if the pay period has closed. Example: The pay period runs from 5/1-5/14. Staff person Jen Beta forgets to enter her 5/13 time and the pay period has been closed. On 5/20 Jen remembers she forgot to enter this time. She can then add the time entry with the accurate date of 5/13. Any time entry which is outside of the current pay period can be found during the Close Pay Period process. 

Total Hours staff will enter their hours worked (rather than time in/out). If a staff person worked for 2 different departments or locations they should add a new line for the day by clicking the + button. 

Staff with the Total Hours Method have the ability to record time entries after the date worked. This is true even if the pay period has closed. Example: The pay period runs from 5/1-5/14. Staff person Jen Beta forgets to enter her 5/13 time and the pay period has been closed. On 5/20 Jen remembers she forgot to enter this time. She can then add the time entry with the accurate date of 5/13. Any time entry which is outside of the current pay period can be found during the Close Pay Period process.

To delete an entry, a staff member should use the Trash Can icon next to the entry.

Important Notes:

• Time entries that have been approved cannot be deleted.
• Staff members with the Clock In/Out time entry method cannot delete time and will not see the Trash Can icon.

Time entries made by a staff member in the Staff Portal > My Time Card (tab) have an option to add a note to a daily time entry. Notes created here can be viewed by a supervisor.

Click the Note icon to open a window where a note can be entered and saved.

If a note has been saved the icon changes from a blank page icon to a solid page icon in the Staff Portal. In your database, the note icon will display the word Note and appear to have text on the page as an indication that a note exists for the time entry.

Management can view this note from the Staff record or on the Approve/UnapproveTime page and can add a Management Note which the staff person can view in their portal. Jackrabbit will stamp the Note with the name of the last person to update the note and the date of that update.

When you have worked through all of the articles outlined in the lesson, select the Take the Quiz button to be taken to the Lesson #2 Quiz for your time entry method (select only one quiz) where you can test your understanding of the concepts in this lesson.  You will be asked to enter an email address for quiz results to be sent. The quiz includes Review questions.

Quiz #2 - Staff Portal-Enter Time

Each staff person enters their time using only one method.  Please check with your supervisor and select the quiz for your time entry method below.

Clock In/Out Method	Manual In/Out Method	Total Hours Method

Return to Coaches / Instructors and Staff Menu to continue to next lesson

Click here to provide feedback for this lesson