Punch clock is the work hours tracking tool within the Entryfy Board.
Punch clock is designed to automatically collect and arrange the data about who came through a certain door and when in a coherent and easy to read way. Punch clock doesn't work until you set up the Checkpoints. More on this below.
Use the Punch clock for:
- Analyzing how many of the expected business hours an employee actually spent at the workplace.
- Tracking when employees arrive at the workplace and when they leave it.
- Understanding how much time do lunch and coffee breaks take.
- Observing the tailgating events.
- Getting an automatically generated report in a CSV format for both a specified employee and an organization in general.
Important: Punch clock doesn't work until you set up the Checkpoints.
- Go to the Checkpoints tab.
- Click on .
- Type in the checkpoint name. You can change the name later.
- Select the doors that you need to be monitored. Read the Checkpoints article to learn which doors should belong to a checkpoint and which don't to make sure the setup is correct and the punch clock data is relevant.
- Click and return to the Punch clock tab.
Once a Checkpoint (or a few of them - you can create as many checkpoints as you want) is set, the system starts to gather the attendance data on everyone who opens the doors that belong to at least one checkpoint.
Therefore, the Punch clock setup can be considered complete at this point.
Note: Punch clock doesn't work with PIN, Remote, Remote+PIN and REX auth types. Learn more about it in the How to best choose auth types for groups? article.
How to work with Punch clock data
- Choose the needed time interval. By default, it's 1 last month.
- Choose the user from the list. By default, the list shows sessions of all users in all checkpoints.
- Choose the Checkpoint from the list. You won't be shown a graph until the checkpoint is selected.
Use the search field if you need more specific results.
If you need a report, click on to download data for the selected time, user and checkpoint. Click to download data for all users and all checkpoints from the moment they were created up to now.
With the User and Checkpoint selected, a graph appears. The graph depicts the actual data of user's attendance while also informing about tailgating over the selected period of time.
How to interpret data from the Punch clock graph?
The vertical scale shows the amount of time (in minutes) that user spent inside the given Checkpoint during a day. Which exactly day is what the horizontal scale indicates. Day is a conventional 24-hours interval.
On the example graph, Carry Spenser spent 590 minutes at her workplace on Monday, 01.06.
590 minutes are equal to roughly 10 hours, meaning that Carry was clearly overtiming on Monday. On Thursday 01.09 though, she was working for about 310 minutes - just over five hours. Note: Vertical scale changes its range automatically, respectively to the time recorded, so be careful examining the columns. Horizontal scale changes its range respectively to the time interval you select. By default, it's 1 month.
On Tuesday, Carry tailgated - the red column indicates that the user didn't check in one or more times during the day. Even one tailgating event makes data for the entire day completely inaccurate - the system cannot detect when user entered or left the space, which makes all sessions during the day marred. Use the red-colored columns to learn about tailgating itself. Don't assess the number of employees' actual working hours if the tailgating is the case.
Tailgating means that user either entered or, most commonly, left the checkpoint without checking in with her/his personal credentials. If user neither enters nor leaves the space using his/her personal credentials, the session won't be recorded at all.
For Punch clock to collect relevant and accurate data, tailgating must be prohibited among your employees. The only way for the system to learn that the given user entered or left the space is by analyzing when and where the credentials assigned to this user were applied. If you want to rely on the Punch clock data, you have to make sure the employee actually applies the credentials.
The detailed information about each session
Whereas the graph serves as an ostensive source of somewhat generalized information, the table below the graph gives a more precise information about user's sessions.
Session is a period of time that user spends within the given checkpoint. Each door has a direction In and direction out. This is provided by readers, QR codes or cameras placed from the corresponding sides of the door. When user checks in from the outside, the session begins. When the user checks in from the inside, the session ends.
Punch clock graph shows the sum of user's sessions within a day. To learn when each of user's sessions started, how many minutes it lasted and when it ended, go to the table below the graph.
Note: A user can freely enter and leave the area using multiple doors for as long as all the doors being used belong to the same Checkpoint. If the user leaves the area through the door that doesn't belong to the Checkpoint, tailgating will be recorded.
Here is the example of how an average business day of an employee looks like.
The table shows:
- User's email - to identify the user.
- The time the session started.
- The time the session ended.
- The session duration - in minutes.
- The Checkpoint name.
- The Session status - normal or tailgating.
From the example above, you can see that Carry arrived at the office at 7:03 and then left it 40 minutes later to presumably grab some coffee.
She returned 20 minutes later and stayed inside for 3 hours and 57 minutes before leaving for lunch.
She came back at 13:10 to stay inside for another 3 hours 20 minutes.
Then, she was absent for 14 minutes and, 56 minutes later, for another 3 minutes.
She left the office at 18:40. No tailgating was recorded.