Time clock: settings, incidents, and reports

The time clock in Skolar combines three administrative tasks: enabling the module, defining how incidents are notified, and reviewing reports by employee or date range.

What you can configure#

From institution settings you can control:

• whether the time clock is enabled for the school
• whether incident tracking is active
• whether emails are sent for lateness, absences, or missed check-out
• which user roles receive notifications
• a forced check-out time for unfinished records

Before you enable it#

Make sure:

• the right employees already exist in Skolar and are active
• the base schedules for classes or activities are updated
• your school knows which team will receive incident alerts
• the forced check-out time is defined for forgotten check-outs

Recommended setup flow#

1. Open institution settings.
2. Enable the main time clock setting.
3. Enable incident tracking if your school wants to justify or comment on absences and lateness.
4. Define whether emails are sent for lateness, absences, and missed check-out.
5. Select the notification roles.
6. Set the forced check-out time and save.

Reviewing incidents#

The administrative time clock view shows:

• recent check-ins
• recent attendance incidents
• a comparison between expected schedule, course attendance, and check-in/check-out records

When you open an incident, Skolar lets you:

• review the expected schedule for that day
• compare actual check-ins against the active event
• add comments
• mark the incident as excused or not excused
• resend the employee notification if needed

Employee-level operation#

Beyond the global admin view, each employee can also have:

• time tracking enabled or disabled individually
• a QR code for check-in
• QR regeneration when needed
• a personal incident and comment trail

This is why it is worth deciding which staff should really use the time clock before turning it on broadly.

What employees see in self-service#

When hourly tracking is enabled, each employee can open their my attendance view to:

• review recent check-ins
• open a specific incident
• compare the record against the expected schedule
• submit an initial justification
• add later comments on the same incident

The employee view does not replace admin review. It is meant to provide context and evidence before finance, HR, or coordination marks the incident as excused or not excused.

Justifications versus follow-up comments#

There are two different moments in the flow:

1. Initial justification The employee explains why the lateness, absence, or missing check-out happened.
2. Follow-up comment Used when more context needs to be added after the incident is already open.

Both are saved as comments on the incident. That is why employees should be encouraged to write one clear explanation instead of several fragmented notes.

Managing hourly tracking#

From the employee profile, admins can:

• enable or disable hourly tracking
• view or regenerate the QR code used for check-in
• review recent check-ins
• jump directly to the employee’s time clock tab

Before disabling hourly tracking, confirm whether there are still open incidents or pending reports for the period.

Time clock reports#

Reports work by date range and can be filtered for one employee or all active employees.

In those reports you can review:

• worked hours
• base scheduled hours
• detected absences
• records grouped by weekday within the selected period

Always read these figures together with justified incidents and schedule quality before treating differences as non-compliance.

The report is most useful as a final validation layer after individual incidents have already been reviewed. It does not replace case-by-case follow-up.

Good practices#

• enable the main module first and alerts second
• review recent incidents during the first days of rollout
• document internally when an incident was excused by management
• validate base schedules before treating missing hours as real attendance issues

Common issues#

Attendance alerts are not being sent#

Check that the time clock is enabled, incident tracking is still active, and notification roles are still configured.

Incidents do not match the expected schedule#

Before excusing or closing the case, compare the scheduled day with actual check-ins and confirm the class or activity was really on the calendar.

The report does not reflect all expected hours#

Validate the date range, the employee filter, and whether the base schedule had already been configured for the period you are reviewing.

The employee says the incident was already justified#

Check whether they submitted an initial justification or only added a follow-up comment. The case may still remain open until administration reviews it and changes the status.