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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GeneralCopy Anchor Link

Create records automaticallyCopy Anchor Link

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 hoursCopy Anchor Link

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 hoursCopy Anchor Link

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 changesCopy Anchor Link

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 timeCopy Anchor Link

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 reviewCopy Anchor Link

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).

Only request a review when there are incidents — By default, the review is always created: every day, week or month, depending on the chosen frequency. If you check this option, the review of the period is only created (and the employee only gets notified) when one of the selected reasons happened during that period:

• Incidents that trigger the review — Choose which incident types trigger the review (for example, Clock-in later than scheduled or Core hours not covered). Every incident on the records of the period counts, whatever its status. The list also includes Automatic closing: the review is requested when a record of the period was closed automatically because the employee did not clock out.
• Workable day without records — The review is also requested when, on a day the employee had to work according to their schedule, there is no time record nor any absence or holiday. Days with an absence (approved or pending) or a holiday do not count.

At least one incident or the workable day without records must be selected. Periods without any of these reasons are left without a review.

If, after the reviews are generated, a record of an already closed period arrives (for example, from a device that syncs late) or an incident is raised on it (such as early clock-out or core hours, which are checked later), the period is checked again after a few minutes and, if one of the reasons is now met, the review is created. Only periods ended in the last 35 days are checked again, and changes made by an administrator in the panel never create it. A review already created is not deleted even if the incident disappears later.

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.

Require approval when changing records — When the employee reviews their records and changes their times, adds or deletes one, the change is sent to the approval flow and is not applied to the record until it is approved. Workplace, project or occupational group changes are applied directly, since they do not change the worked hours. The day is still reviewed by the employee; if the change is rejected, the original record is kept.

Allow editing records from the check-in component — The employee can click a record of the day in the web check-in component and propose new clock-in and clock-out times (on a record in progress, only the clock-in). A clock-out earlier than the clock-in means the next day, and the form shows a Next day label. In both cases the timesheet cannot last longer than the Maximum duration of a timesheet record of the global settings. This change always goes through the approval flow, and the record shows it while it is pending. The workplace (if the employee is allowed to choose it) and the project can be changed too. Breaks are shown but cannot be changed.

Allow requesting manual timesheets from the check-in component — The web check-in component shows a Request manual timesheet button, which lets the employee request a new timesheet (for example, if they forgot to clock in) with its date, clock-in and clock-out, as well as the workplace and the project, following the same rules as when clocking in. As when editing, a clock-out earlier than the clock-in belongs to the next day. A future timesheet, or one overlapping another record, cannot be requested. The timesheet is only created once the approval flow approves it; meanwhile, the component shows it as pending approval.

Approval flow for record changes — Shown when any of the options above is enabled, and required. It defines who approves the changes (see Approval Flows).

Requests can be reviewed, approved or rejected from Timesheets → Record changes, as well as from the pending approvals panel. When an employee proposes a new change on a record that already has a pending one, the new one replaces it. Once resolved, the employee gets a notification.

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IncidentsCopy Anchor Link

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.

Create incident when the core hours are not fully worked — Creates an incident when the employee was not working for the whole Core hours range defined on the schedule blocks. It is checked from the day's time records once the core hours are over (and checked again if the records are corrected later). With the Grace period to create incident (core hours) (in minutes), gaps that do not exceed it are ignored; each gap is assessed separately. Breaks do not count as gaps, partial absences cover their own range, and days with an all-day absence are not checked. The incident type is Core hours not covered, with a text such as Core hours 09:00-14:00 not covered: 09:00-09:20.

Create incident for breaks outside the break window — Only shown when Enable breaks is on in Global Settings. Creates an incident for each break taken fully or partly outside the block's Break window. Only applies to schedule blocks with a break window. The incident type is Break outside window, with a text such as Break from 15:00 to 15:10 outside the break window (09:00-14:00).

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BreaksCopy Anchor Link

This tab only appears when Enable breaks is on in Global Settings. It defines how the breaks employees clock from the app affect worked time.

Break computation — Choose how clocked breaks count:

• Paid (counts as worked time) — Default: breaks are not deducted (the behaviour until now).
• Unpaid (fully deducted) — All break time is subtracted from worked time.
• Paid up to the expected break (excess deducted) — Breaks count as worked time up to the Break time defined on the schedule blocks; only the excess is deducted. If there are several breaks in a day, the expected break is shared across all of them: for example, with 20 expected minutes, two breaks of 15 and 10 minutes deduct 5 minutes.

Deduct breaks outside the break window — Break time taken outside the Break window defined on the schedule blocks is always deducted from worked time, whatever the break computation.

Deducted time is subtracted from the day's worked time, so it affects the Balance in the Hours Summary, the hours debt and hour compensation. See Work Schedules for a full example.

The Break time per employee and day and Break time summary per employee reports show a Deducted column when break time has been deducted (the per-day detail also adds the day's Allowed time, from the schedule). The Excel export of the per-day report adds a Deducted column to each break. The time deducted from each break is stored when the day is calculated, so the reports do not change if the policy is edited later.

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.Work SchedulesDefine work schedules — days, hours, and shift blocks — and assign them to one or more employees so MyChronos knows when each person is expected to work.