With the Alert and Reminder features in ClockShark you'll know if anything doesn't go according to the schedule while encouraging your employees to clock in and out on time every time.
These are divided into two parts:
Admin Alerts that notify Administrators if a clock in or out seems wrong
Employee Reminders that remind employees to clock in and out at the correct time
Admin alerts can be found under the Admin > Settings > Alerts and Reminders. Any alert selected will be sent via email and shown as red exceptions on the View Time Sheets screen.
A number of the available alerts are triggered when the times an employee records do not match the schedule you've created for them. So, in other words, you'll need to schedule your employees with ClockShark to take advantage some of those alert capabilities. A description of each Alert can be found below.
Setting up Alerts is easy. On the Alerts and Reminders page simply place a check mark next the events you'd like to receive alerts for.
Here's a quick rundown on what the various Admin Alerts in ClockShark do:
Early In: When an employee clocks in more than fifteen minutes before the scheduled time
Early Out: When an employee clocks out more than fifteen minutes before the scheduled end of a shift. Only works if the out punch is within one hour of the scheduled out time.
Late In: When an employee clocks in more than fifteen minutes after the scheduled time
Late Out: When an employee clocks out more than fifteen minutes after the scheduled out time.
Missing In: When an employee is scheduled to work, but never clocks in. For schedules with a specified in/out time, the alert is triggered two hours after the scheduled start time. For all day schedules (no in/out time specified), the alert is triggered after 6:30 pm.
Missing Out: When the system ends a shift automatically after 23 hours because no clock out was received. Note - disabling this alert only disables the alert. The system will always end a shift after 23 hours if no clock out has been received.
Daily OverTime Alert: When an employee has worked past the account's daily overtime threshold.
Weekly OverTime Alert: When an employee has worked past the account's weekly overtime limit.
Unscheduled Time: When an employee clocks in but was not scheduled for the time and job chosen.
Out of Bounds: When an employee's GPS location is received from outside of a job's GPSFence.
Location Tampering: When a mock location was detected while an employee clocks in or out.
Unrecognized Face Detected: Appears on employees' timesheets when the face detected by ClockShark's facial recognition for KioskClock does not match the reference photo for the employee.
Unapproved Time: Time was synced from an employee's phone to an approved timesheet.
When all your Alerts are selected, you can decide which users (either Admins or Employees) should receive the alert emails by adding their names to the "Notification Recipients" field. You can turn on and off Admin Alerts by either checking or un-checking the "Send Admin Notification Emails" checkbox. Be sure to click Update Settings to finalize and save your selections!
We also have the Timesheet Alerts report which allows you to get a summary of all the alerts that appear on the timesheets, and well as a detailed breakdown for each employee shift. Read more about this report here.
Employee Reminders exist to help remind your employees to clock in and out. You can accomplish this with either mobile reminders or schedule reminders. The mobile reminders can be sent as a push notification directly to the user's mobile device while the schedule reminders can be sent as push notifications or emails.
The mobile reminders allow you to create defaults to remind employees to clock in, clock out, start their break, and end their break for the day. The clock in reminder will go out at a specific time everyday, like 8:00 am for example. The other reminders are all based on when the employee actually clocks in. So you can remind the employee to take a break 4 hours after clocking in, end their break after 30 minutes, and remind them to clock out 8 hours after they clocked in. You can customize these in the way that works best for your company. But the best part about these mobile reminders is that they are also fully customizable on the employee's end!
As the admin you get to set the defaults on this page, but maybe these defaults only fit the work flow of 80% of your employees. For example, if someone starts work everyday at 10:00 am they definitely don't want their reminders to clock in to show up at 8:00 am. All users can head on their mobile app to Menu > Settings > Employee Reminders to customize their defaults or even to create new personalized reminders! Here is an article that explains the mobile functionality in greater detail!
The other reminders you can enable here are schedule reminders. If you use scheduling inside of ClockShark you can send reminders based on the start and end times of each scheduled shift instead of general reminders. Your choices for schedule based reminders are 15 minutes, 30 minutes or 1 hour before each scheduled start and end time. The default is 15 minutes. If an employee is scheduled to work at Job Site A from 8:00 am to 11:00 am and Job Site B from 1:00 pm to 4:00 pm, they will receive a notification reminding them to clock in at 7:45 am and another reminding them to clock out at 10:45 am. In the afternoon they will receive another set of notifications at 12:45 pm and 3:45 pm.
You can use either method of setting Employee Reminders or use both - whatever makes the most sense for your business. If you don't want to send any Employee Reminders at all, simply make sure all the "Mobile" and "Email" checkboxes are unchecked. 😃
Note: These settings act as the default, but once a user is set up they will customize, edit, or turn off reminders from their mobile app.
If you have any questions along the way please feel free to contact our Support team and get ready for answers! 🏆