Company Settings

The “Company Setting” tab allows the user to edit select fields related to a company profile.

Fields that are not editable:

• Company ID

• Company URL

• iFrame Code

• Employee Screen Monitoring

• Account Created Date

Editable fields:

COMMON SETTINGS

• Company Short Name – The unique company short name.

• Account Owner Email – This email address is associated with the primary administrator or owner of the account. This email address is used for important communications regarding the account, such as notifications, password resets, and account-related updates.

• Camera – This allows you to set the rules regarding the use of a Camera to log in/out.

• Week Start Day – Sets the day for the start of the work week.

• Round Time To – Rounds up to the closest X minute over if the employee is past the set time. Example. If the setting is for a 15-minute interval, the first 7 minutes over the set time are not counted (rounded down). Anything over 7 minutes up to 15 minutes is counted (rounded up).

• Auto Lunch Deduction – Automatically calculates lunch clock in/out without the employee doing it. If “Yes” is selected, the admin can enter the variable for the length of the break per duration of time worked. Example: 30 minutes every 6 hours.

• Date Format – Allows Admin to select the appropriate date format.

• Time Format – Allows Admin to select 12 or 24-hour format.

• Time Totals Format – Allows Admin to select format to display time worked.

• Default Time Zone – Sets the master time zone for the company.

• Pay period – Allows you to set the pay period to weekly, bi-weekly, semi-monthly, or monthly, depending on your company's rules.

ADVANCED SETTINGS

• Late Penalty – Automatically adds extra minutes as a penalty for employees clocking in late.

• Minimum Break/Lunch – Sets the minimum duration of a break or lunch period; system adjusts the clock-in time accordingly.

• Unpaid Break/Lunch – Defines a gap (in minutes) between clock-out and clock-in to treat as unpaid break or lunch.

• Clock In Gap – Prevents employees from clocking in again within a set number of minutes after the last clock-in.

• Clock Out Gap – Prevents employees from clocking out again within a set number of minutes after the last clock-out.

• Employee Edit Note – Limits how many days after the fact an employee can edit or add notes to their time records.

• Currency Symbol – Sets which currency symbol appears on reports or pay-related data.

• Daily Overtime Auto Clock Out – Automatically clocks out employees if they exceed a certain number of work hours in a day.

• Weekly Overtime Auto Clock Out – Automatically clocks out employees if they exceed a set number of work hours in a week.

• Forgot Clock Out (first) – Tells the system how to handle forgotten clock-outs if the end time passes midnight.

• Forgot Clock Out (second) – Considers a shift as “forgotten clock-out” if total work hours exceed a defined continuous duration.

• Allow Request PTO – When Controls under what conditions employees can submit PTO (paid time off) requests.

• Enter Note When Clock In – Requires or allows employees to enter a note, job, shift, or photo at clock-in.

• Force GPS (non-phone apps) – Forces GPS tracking when clocking in from web browsers or desktop apps.

• Force GPS (phone app) – Forces GPS tracking when clocking in from the mobile app.

• Extra Attributes for Employees (A1–A5) – Custom fields to store additional employee information if needed.

• Company Logo – It is optional; you can add your company logo with a max height of 40 pixels

CLOCK INTERFACES

• It offers different clock-in and clock-out options for your employees.

Desktop (Big Web) Clock UI

• User Clock – Standard clock-in/out for individual employees.

• Name Clock – Clock-in/out by selecting names from a list.

• Face Clock – Uses facial recognition to clock in/out.

• Group Clock – Clock-in/out multiple employees at once.

• QR Code (camera scan) – Clock-in/out using QR codes via webcam.

• Offline Clock (desktop only) – Allows clocking in/out even without internet; data syncs later.

• Fast Scan Clock – Speeds up QR/barcode scanning for quicker clock-ins.

• PIN Kiosk – Enter a PIN to clock in/out at a shared kiosk.

• Quick Switch (job/department) – Quickly change the job or department without fully clocking out.

• iFrame Clock – Embed the time clock inside another web page.

Small Web Clock UI

Same options as the Desktop UI but optimized for smaller or simplified browser screens.

• User Clock / Name Clock / Face Clock / Group Clock – Same functions as above.

• QR Code (camera scan) – QR scanning on smaller devices.

• PIN Clock – PIN entry for clock-in/out on small web interfaces.

Phone App Clock UI

• User Clock / Name Clock / Face Clock / Group Clock – Same functions, but inside the mobile app.

• QR Code (camera scan) – Scan QR codes using the phone camera.

• Offline Clock – Allows clocking in/out without internet on the app; syncs later.

• PIN Clock – PIN entry for clock-in/out on mobile devices.

Login Button

• Controls which users can see or use the login button for clock-in/out (e.g., Allow All Users vs. Restrict).

FEATURE SWITCHES

• Department – Enables the Department feature so employees can be grouped by department.

• Track Department Hours – Tracks hours worked by the department for reporting and analytics.

• Shift – Enables shift assignments for employees.

• Allow Select Shift – Let employees select another available shift when clocking in (if they are scheduled).

• Shift Schedule – Enables full shift scheduling functionality for your company.

• Weekly Shift Plan – Enables weekly shift planning for scheduling employees.

  • Employees can see others’ schedules – Allows employees to view their coworkers’ schedules and weekly shift plans.

• Job – Activates the Job feature so employees can clock in/out by job.

  • Force to select a job when clocking in– Requires employees to choose a job when clocking in.

• Project – Enables the Project feature to track time by project.

• Job Schedule – Enables scheduling by specific jobs rather than only by employees.

• Overtime Rule – Activates the Overtime Rules feature for automatic overtime calculations.

• PTO (Absence) – Turns on PTO/absence tracking for employees.

• PTO Accruals – Enables automatic accrual of PTO (vacation/sick time).

• Approve (Verify All Hours) – Determines who must approve or verify time records (employee, manager, or both).

  • Manager can approve his own time records – Allows managers to approve their own time records (or disables it).

  • Force employee to approve previous time and hours before clocking in – Requires employees to confirm/approve previous time entries before they can clock in again.

• Clock Points – Restricts or controls where employees can clock in/out (e.g., only from the office or specific locations).

• Message – Enables internal messaging so admins/managers can send messages to employees. It can also force employees to read a message before clocking in.

• Notifications – Turns on notifications for time events, approvals, or other system alerts to employees or managers.

• Employee Self Notifications – Allows employees to set up their own notifications (e.g., receive an email when they clock in or out).

• Bulletin Board – Activates a company bulletin board where managers can post announcements visible to employees.

ACCESS LINKS

• Big Web URL – The main (full-size) web portal link for employees and managers to clock in/out, view schedules, or manage time. Best for desktop use.

• Small Web URL – A simplified/mobile-friendly web version of the time clock for easier access on phones or smaller screens without using the app.

• App Download URL – Direct link to download the OpenTimeClock mobile app (Android/iOS).

• iFrame Code – An embed code that lets you place the time clock interface inside another website or intranet page.

• Employee Screen Monitoring – Link to enable or access the free employee screen monitoring tool offered by OpenTimeClock.