Time Recording Policy

A time recording policy defines how employees register their working hours, how those records can be reviewed, and whether incidents are automatically generated from them. A policy can be assigned to one or more employees from their employee profile.

Policies are managed at /panel/employee-timesheet-policies.

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General

Create records automatically

When enabled, MyChronos automatically generates time records for each employee for the previous day, based on their assigned schedule. The employee does not need to clock in manually — the records are created by the program.

Require confirming current location when registering hours

When enabled, the mobile app requires the employee to explicitly confirm their current GPS location on a map every time they clock in or out. This prevents errors caused by inaccurate GPS readings due to poor coverage, ensuring that the location attached to each clocking is real and confirmed by the employee.

Require being inside allowed zones to register hours

When enabled, if the employee's assigned workplace has predefined permitted zones, the mobile app will not allow them to clock in or out unless their GPS position is within one of those zones. Zone restrictions are configured in the workplace settings.

Allow requesting schedule changes

When enabled, employees can request a schedule change for a specific day from the mobile app. See Schedule Templates for how templates are created and how the request process works.

When this option is on, an additional field appears:

Schedule change request approval flow — Defines how the request is approved:

• Only direct manager approval required — A single manager assigned to the employee is enough to approve the request.
• All managers must validate — Every manager assigned to the employee must approve before the request is confirmed.

Do not allow clocking in before scheduled time

Only applies when clocking via a kiosk device. If the employee tries to clock in before their scheduled entry time, the kiosk will block the clocking and display a warning.

When enabled, a grace period field appears — the number of minutes before the scheduled entry time that are still allowed. For example, a grace period of 5 minutes means the employee can clock in up to 5 minutes early without being blocked.

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Record review

The record review feature lets employees confirm their own time records from the mobile app — for the previous day, week, or month depending on the frequency selected. Employees receive a push notification when records are ready to review.

Record review frequency — Choose between daily (previous day), weekly (previous week), or monthly (previous month).

Require editing the record if it was auto-closed — If the employee forgot to clock out and the record was automatically closed by the system, the employee will be forced to correct the exit time during validation, since the auto-assigned time is not real.

Require entering a time record if scheduled to work that day — If the employee had scheduled working hours for the day being validated but there is no time record, they must either add a clocking or justify the absence before they can complete the validation.

Allow editing a record already reviewed by the company — Controls whether employees can modify records that a manager has already marked as reviewed in the admin panel. Disable this to prevent employees from changing records after a manager review.

Invalidate records edited by an administrator — If a manager edits a time record that the employee had already validated, the employee will need to re-validate that day to confirm the change.

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Incidents

This tab configures which incidents are automatically generated from time records. Incidents can be viewed and managed in the Time Log.

All incident checks are based on the employee's assigned schedule.

Control records within the allowed zone — Creates an incident when the GPS position of a clocking is outside the permitted zones defined for the employee's workplace.

Create incident for clocking in early — Creates an incident when the employee clocks in before their scheduled start time. An optional grace period (in minutes) can be set to avoid incidents for minor early arrivals.

Create incident for clocking in late — Creates an incident when the employee clocks in after their scheduled start time. A grace period can also be configured.

Create incident for clocking out early — Creates an incident when the employee clocks out before their scheduled end time.

Create incident for clocking out late — Creates an incident when the employee clocks out after their scheduled end time.

Related pages

EmployeesManage your employee directory — create and edit employee profiles, assign schedules, policies, roles, and organise staff into groups.Time LogView and manage all employee time records — review clockings, filter incidents, generate reports, and compensate overtime.Schedule TemplatesCreate reusable schedule definitions that employees can request from the app or that can be assigned directly from the calendar.Kiosk DevicesSet up a shared clocking terminal that multiple employees can use to clock in and out without logging into their personal accounts.