Time Cards
Review clock-ins, review flags, breaks, and adjustments. Time cards can come from the staff portal, dashboard, or POS.
Time cards record when someone started and finished work at a specific location. Managers use the Time cards page and the schedule calendar to review hours before payroll.
Where clock-ins come from
| Source | When it is used |
|---|---|
| Staff portal | Employee clocks in or out on their phone (staff.*) |
| Dashboard | Manager clocks someone in manually |
| POS | Clock tied to register operator workflow (when configured) |
| Manual adjust | Corrections entered in the dashboard |
Every time card stores the location, clock-in time, optional clock-out time, status (open, closed, or adjusted), optional GPS when geofencing required it (including accuracy in meters), and any soft flags.
Soft flags
Soft flags mark unusual punches for review. They do not block the clock-in.
| Flag | Meaning |
|---|---|
| early | Clocked in before the published shift window for that location |
| late | Clocked in after the published shift start |
| off_schedule | No overlapping published shift at that location |
| after_hours | Outside the location's usual operating hours |
| before_hours | Before the location's opening hour |
| Automatically closed | Clocked out automatically because the shift ended and no one clocked out (see Auto-close forgotten punches) |
Outside the geofence is a hard block for staff when geofencing is on (not a soft flag). Staff clock-ins at geofenced sites also need a clear, recent GPS reading. Managers with time-card permission can still clock someone in without GPS, but must enter an override reason that is stored in the audit log.
Breaks and clock-out
Staff start and end unpaid breaks from the portal while a time card is open. Clock out stays disabled until the break is ended. Breaks appear on the time card detail for managers.
Auto-close forgotten punches
Staff sometimes forget to clock out at the end of a shift. GreenSails handles this with a two-step policy:
- Reminder: after the scheduled shift ends (immediately, by default), the employee gets a "Don't forget to clock out" notification if their card is still open.
- Auto-close: if the card is still open after a delay past shift end (shift end + 2 hours, by default), the system closes it automatically: any open break ends at the same time, the clock-out time is set to shift end plus the configured delay, and the card is flagged Automatically closed.
Only open cards that match a published shift for the same employee and location are eligible. Open cards with no matching shift are left for a manager to close manually. Auto-closed cards are ordinary time cards afterward. Use Adjust to correct the hours like any other flagged punch, and the Flagged only filter to find them quickly.
Organizations use sensible defaults for clock-out reminders and auto-close timing (remind at shift end; auto-close 2 hours after shift end). Changing those punch rules is not available in Settings yet, contact GreenSails support if your venue needs different timing.
Reviewing time cards
- Open Workforce → Time cards.
- Filter by status, location, or Flagged only to focus on soft-flagged punches.
- Open a row to see breaks, flags, GPS accuracy (when recorded), regular minutes, overtime minutes, and source.
- Use Adjust when you need to correct times (requires
workforce:manage-timecards).
Open time cards (someone still on the clock) appear on the schedule calendar so you can see who is on the floor right now.
Compare schedule to actual hours
Use the schedule calendar alongside time cards:
- Scheduled shift shows what you planned.
- Time card shows what actually happened, including soft flags.
Large gaps between planned and clocked hours are a signal to follow up before you approve payroll.
Permissions
| Action | Typical permission |
|---|---|
| View time cards | workforce:view |
| Manager clock-in or adjustments | workforce:manage-timecards |
| Overtime policy | workforce:manage-employees |
| Punch policy (reminders/auto-close) | workforce:manage-employees |