How to Use Alerts, Notifications, and Reminders

Alerts, notifications and reminders are all different ways of being aware of employee activity in ClockShark.

Timesheet alerts notify administrators of unexpected events during an employee’s shift, such as clocking in late. Timesheet alerts are set up in Company settings and are displayed on an employee’s timesheet.

To receive timesheet alerts personally, employees with manager permissions can set up notifications to receive in the web portal or by email. With notifications set up, you can know exactly which employees’ timesheets need additional review.

Set up alerts

Only administrators can enable and disable timesheet alerts.

To set up alerts:

Go to Admin > Alerts and Reminders.
On the Timesheet Alerts page, select the check boxes for the alerts you want to show on employee timesheets.
Click Save at the top of the page.

The alerts you can choose from are:

Early In	Employee clocks in more than 15 minutes before their scheduled start time.
Early Out	Employee clocks out 15 minutes or more before the end of their scheduled end time.
Late In	Employee clocks in more than 15 minutes after their scheduled start time
Late Out	Employee clocks out more than 15 minutes after their scheduled end time
Missing In	Employee never clocked in for a scheduled shift
Missing Out	Employee clocked in but never clocked out.
Missing Break	Employee worked over 5 hours without a 30 minute break or over 10 hours without two 30 minute breaks.
Daily Overtime Alert	Employee worked past your company’s daily overtime limit, set up in Admin > Company > Payroll and Overtime.
Weekly Overtime Alert	Employee worked past your company’s weekly overtime limit.
Unscheduled Time	Employee clocked in but wasn’t scheduled for the time and job chosen.
Time Discrepancy	The device time differs from the actual time, which may indicate manual clock manipulation.
Out of Bounds	Employee clocks in or out outside the job’s geofence.
Location Tampering	Employee clocked in our out and a mock location was detected.
Unrecognized Face Detected	Employee used the Kiosk Clock feature with facial recognition to clock in or out but the picture taken did not match the employee’s reference photo.
Unapproved Time	Employee logged a shift during a time period that’s already been approved by an administrator or manager

Any timesheet alerts will show as red exceptions on the View Timesheets page.

You can also view a summary of all timesheet alerts and a detailed breakdown of each employee shift in the Timesheet Alerts report.

Customize notifications

Only administrators and employees with manager permissions can receive notifications.

By default, all timesheet alerts selected will send notifications.

To customize your notifications:

Hover over your initials in the top right corner and click My Account.
Go to Notifications and select the boxes for the alerts you’d like to receive.
Click Save.
Click Emails in the left panel.
Select the boxes for the notifications you’d like to receive as emails.
Click Save.

Notifications that can be customized are:

Time Off Requests	Choose to receive time off requests from some or all of the employees you manage.
Comments	Choose to receive emails when anyone comments on a job or customer you’re following, or only if you are mentioned in a comment. Also, you can select the frequency of these notifications.
Quotes	Choose to receive email notifications for the quote and invoice status updates you selected on the Notifications page. Also, you can select the frequency of these notifications.
Timesheet Alerts	To receive notifications for all timesheet alerts, select Receive All Timesheet Alerts via Email. Or, select Customize Timesheet Email Alerts and then select individual alerts to receive them. A timesheet alert can only be selected here if it was previously selected when setting up company timesheet alerts.

Set up reminders

As an administrator

To set up defaults for all employees:

Go to Admin > Alerts and Reminders.
Click Reminders on the left.
For time-based reminders: Under Mobile App, select the defaults you would like your employees to use.
- For Clock In, and Clock Out enter a time next to Remind employees at and select the days of the week to send the reminder.
- For Start Break and End Break, enter the number of hours and minutes to remind employees after clocking in and starting a break respectively.
For schedule-based reminders: Under Schedule, select the defaults you would like your employees to use.
- Instead of the same set time every day, these reminders are sent according to the schedule for that employee. For example, you can set a reminder for 15 minutes before the employee is scheduled to start a shift.
Click Save.

Note that as an admin you are setting the defaults for your employees, but they have to enable reminders on their mobile device in order to receive the alerts.

As an employee

Employees can edit, add or turn off reminders in their mobile app.

To enable or edit reminders:

Open the ClockShark app.
Tap your initials in the upper right corner.
Tap My Account.
Tap Time Clock Reminders.
Slide to enable each reminder you’d like and tap Save if you want to use the defaults your admin has set for you. Or, select other days or times to receive the reminders and tap Save.
Use the back arrows to navigate back to the time clock.