How to Activate Time Tracking and Manage Clocking Gaps
This feature includes two major improvements:
✅ A more precise system for configuring leeway margins.
✅ A new clocking gap detection system, allowing real-time notifications to Managers so they can take immediate action.
? Table of Contents
1️⃣ New Configuration for Leeway Margins
2️⃣ Clocking Gap Detection
3️⃣ Managing Clocking Gaps
1️⃣ Configuring Leeway Margins
It is now possible to define leeway margins for:
• Before and after the start of the shift
• Before and after the end of the shift
• Before and after the start and end of breaks
Two types of breaks are differentiated:
• Short break
• Long break (e.g., lunch break)
? Important: All leeway margins must be set in minutes.
? Automatic Handling of Clocking Deviations
You can configure the system’s automatic response to clocking gaps, depending on the situation:
• Notif = Send a notification to the Manager when a coworker clocks in outside the defined leeway margin.
• Adjust = Automatically adjust the clock-in time to the scheduled shift time if it is within the defined leeway margin.
? How the Leeway and Clocking Gap System Works
➡️ If “Automatic Clocking Adjustment” is enabled:
• Any clocking within the leeway margin is automatically adjusted to the scheduled time.
• Any clocking outside the leeway margin triggers a clocking gap.
? Notes:
• Real clocking times are never modified; they remain visible in reports (this is a legal requirement).
• When a clocking is adjusted, the system creates an entry in the “Adjusted Clocking” field, which is used for calculating actual working time.
2️⃣ Generating Clocking Gaps
Whenever a coworker clocks in outside the defined leeway margins, a clocking gap is automatically generated.
? Process
1️⃣ The coworker is notified that their clocking is outside the leeway margin.
2️⃣ They must provide a reason (mandatory; otherwise, the system will not allow clocking).
3️⃣ They can optionally add a comment to provide more details for the Manager.
4️⃣ If they select “Other” as the reason, adding a comment becomes mandatory.
? Notifications to Managers
Each clocking gap triggers an automatic notification to the Primary Manager of the respective calendar.
This notification is sent to the Beam mobile app and the Beam web application for the Manager.
3️⃣ Managing Clocking Gaps
The Primary Manager can review clocking gaps from:
• The Beam mobile app
• The Beam web application
? How to Handle a Clocking Gap?
✅ The Manager has two options:
• Adjust the clock-in time to the scheduled shift time.
• Keep the actual clock-in time recorded by the coworker.
? Special Case: Breaks Without a Fixed Time
If a break is scheduled with a duration but no fixed start time, the adjustment is based on the break duration rather than a specific time.
? Why Adjust Clocking Times?
The actual working time is calculated based on clocked hours, whether real or adjusted.
If no adjusted time is available, the system uses the actual clock-in time.
? Where to Find Clocking Gaps?
• ? On the mobile app: via the Requests tab (Calendar ➝ Request Management).
• ? On the web application: in the “Pending Requests” section of the left-hand panel.
? Viewing Clocking Gaps in Detail
? On the Beam mobile app:
• Access the clocking gap details.
• Adjust the time or validate the real clocking time.
? On the Beam web application:
• View the clocking gap history.
• Adjust times via the clocking report.
? Customizing Clocking Gap Reasons
? Clocking gap reasons are defined at the company level.
• Only Super Administrators can edit or create new reasons.
• To request a new reason, contact the HR department or submit a support ticket via the Beam support portal.
? Importance of Real-Time Clocking Gap Management
It is recommended to handle clocking gaps as they occur to ensure:
• Accurate work time tracking.
• Better transparency on logged hours.
If a clocking gap is generated and the scheduled time is unavailable, the Manager will be prompted to adjust the clocking time via the Daily Report.
? All clocked times can be reviewed, modified, and adjusted via the Daily Shift Report, accessible by clicking on the coworker’s name in the Weekly Planning View.
? Reviewing and Adjusting Clocking Times
The Clocking Detail View displays:
• ⏳ Actual clocking times recorded by the coworker
• ? Adjustments made by the Manager or system
• ⚠️ Clocking gap reasons and associated comments
• ? Total working hours compared to the scheduled shift
? These details are reflected in monthly work hour reports and the annual coworker calendar.
? Conclusion
With these enhanced clocking management features, you can ensure:
✅ More accurate tracking of working hours
✅ Fewer errors and missed clockings
✅ Greater transparency for both coworkers and managers
? For more details, visit the Beam support portal.