9.4.1 – Review Timeclocks Daily

Every day, the Managers should review the staff’s time clocks from the day before. Run the report in Datatrak “Employee Time Sheets by Club” for required day/dates. If an employee missed a clock in/out, add in the correct time, print a copy of the correction and have the employee sign off on the correction. Keep all copies of these on file in the Timesheets binder.

Run the Employee Time Sheets by Club Report

  1. Open Datatrak.
  2. Type your User Name and Password.
  3. Press Enter.
  4. Click the report Employee Time Sheets by Club.
  5. Select the relevant Club.
  6. In the Date Range fields, select the previous day’s date.
  7. Click Run Report.
  8. View the report as a .pdf file. Look at each staff member in the report to ensure that:
  • They took a break within a 7.5 hour time period.
  • That they remembered to clock in and out each day.

If the employee has not clocked in or out, you will need to update his/her time record.

Update an Employee Time Record

  1. In Datatrak, scroll over Setup and select Manage Employees. The Manage Employees screen displays.

ManageEmployeesScreen

  1. Select your Club from the drop-down list.
  2. Enter the employee’s Last Name.
  3. Click Search.
  4. Click the employee name hyperlink that displays in the results. The Edit Employee screen displays.

TimeSheetScreen

  1. Click on the Time Sheet link at the top of the screen.
  2. In the Clock In Date section, select the relevant timeframe in which to make changes by entering dates in the From and To fields.
  3. Click Search. The relevant timekeeping records display.
  4. Click the relevant Clock In or Clock Out hyperlinks.
  5. Make the necessary adjustments.
  6. Click Save.

The employee will need to sign off on the time adjustment you have made. Print the updated time record using the steps below.  Once the employee has signed the adjustment, save the page in the Timesheets binder.

Add Hours to an Employee Time Record

  1. Open Datatrak.
  2. Type your User Name and Password.
  3. Press Enter.
  4. Scroll over Setup and select Manage Employees. The Manage Employees screen displays.

ManageEmployeesScreen

  1. Enter the employee’s Last Name and First Name.
  2. Click Search.
  3. Click the employee name hyperlink that displays in the results. The employee record displays.

TimeSheetScreen

  1. Click the Create link in the top right corner of the page.
  2. Add the necessary hours to the employee record.
  3. Click Save.

The employee will need to sign off on the time adjustment you have made. Print the updated time record using the steps below.  Once the employee has signed the adjustment, save the page in the Timesheets binder.

Print an Employee Time Record

  1. Inside the Employee Record, click on the Time Sheet link at the top of the screen.
  2. In the Clock In Date section, select the relevant timeframe in which to make changes by entering dates in the From and To
  3. Click Search. The relevant timekeeping records display.

PrintButton

  1. Click Print.