Time Clock

Estimated reading: 7 minutes

Use the Time Clock module to keep track of staff hours.

Before you start

Security

Introduction

The Cornerstone Time Clock is a computerized version of a standard time clock. In addition to recording staff hours, it also does the following:

  • Records sick and vacation time.
  • Prints a customizable report of attendance information.

Note: Timeclock does not calculate pay or overtime.

Staff members can record their own hours. Security is not required for this. The staff member will see only their name and hours on the Time Sheet. Staff can perform functions other than logging in if security is set for those functions within the Time Clock module.

Only an Administrator can correct mistakes or make changes to entries.

Note: Timeclock does not calculate pay or overtime.

Time Clock uses the Cornerstone Print, Help, and Exit toolbar buttons, from Cornerstone. It addition, the following toolbar buttons are used.

IconDescription
Time Sheet
Password Entry: Log a different staff member on
Clock In
Clock Out
Sick Hours
Vacation Hours
Edit Times
Display Week: Select a different week to display hours for
Reports

Set up Time Clock

All of the staff members set up in Cornerstone are automatically set up as employees in Time Clock.

The only additional set up needed are defaults.

Within Cornerstone Time Clock, navigate to Activities > Data Defaults.

  1. Select the day of the week on which the hours should start to track.
    Example: If your pay period is a two-week timeframe that starts on a Sunday, select Sunday.
  2. Select Split 3rd shift at the end of the week, to have hours split between weeks if a shift overlaps with a new week.
    Example: It is Saturday, the end of the second week of a pay period. An employees hours are 10:00 PM to 6:30 AM. If you check this box, the hours from midnight to 6:30AM will be part of the next two week time period.

    Use Time Clock

    To access the Cornerstone Time Clock module, double-click the Time Clock icon on your computer desktop.

    Log into the Time Clock module using the same username and password you use for Cornerstone. Once logged in, the Timeheet window displays automatically.

    Select your name or ID from the list of staff members, and your hours display.

    If you close the Timesheet, do one of the following to reopen it:

    • Toolbar > Time Sheet
    • Activities > Time Sheet

    Clock in/out

    1. If not already open, click Time Sheet.
    2. Select/highlight your name from the list of staff members. If necessary, use the scroll bar to scroll through the list of names.
    3. Click Clock In.
    4. To clock out, repeat steps 1 – 2 and click Clock Out.

    Recording sick time

    1. From the Timesheet, select the name from the list of staff members.
    2. Click Sick Hours.
    3. Click Add. The current date and 8 hours appear. If needed, change the date or number of hours.
      • To add another sick day, choose Add again, and enter the date and number of hours. Repeat as needed.
    4. Click OK.

    To learn how to update sick hours, see Adding and Editing hours.

    Recording vacation time

    1. From the Timesheet, select the name from the list of staff members.
    2. Click Vacation Hours.
    3. Click Add. The current date and 8 hours appear. If needed, change the date or number of hours.
      • To add another vacation day or holiday, choose Add again, and enter the date and number of hours. Repeat as needed.

    4. Click OK.

    To learn how to update vacation hours, see Adding and Editing hours.

    Adding and editing hours

    You may need to change a staff member’s hours. Example: A staff may forget to clock in or out, or sick hours need to be edited. Only a staff member with security access to Edit Times can add or modify a staff member’s hours.

    1. From the Timesheet, select the name from the list of staff members.
    2. Click Edit Times.
    3. Select the administrator user name and enter the password.
    4. Enter the Date to edit, and click Retrieve.
    5. The staff member’s hours for that date appear.
      • If no hours have been entered for that date, a message asks if you want to add hours.
      • Click Yes to add hours or No to enter a different date to edit.
    6. Select the type of hours that need to be changed: Regular, Vacation, or Sick.
    7. Edit the hours for the staff:
      • Regular hours: Change the applicable Date and Time In or Date and Time Out. The Hours are calculated automatically.
      • Vacation or Sick hours: Change the Date or number of Hours.
      • Delete hours: Click Delete. A message appears asking you to confirm the decision. Click Yes.
      • Add hours: Click Add.
    8. Type the reason for the change in the Note box.
    9. click OK. A message asking if you are finished editing this staff member’s hours appears. Click Yes to finish, or No to edit additional hours.

    Printing attendance hours

    The Staff Hours report details your staff’s hours. For each date in the selected period, the report displays the:

    • Times each staff member clocked in and out.
    • Number of hours clocked in for each period.
    • Total number of hours for all dates included on the report.
    • Type of hours (Regular, Sick, Vacation), based on which hours you want to view.

    To print or preview the Staff Hours report, navigate to either:

    • Toolbar > Reports
    • Reports > Report Selection
    1. Under Date Range, select the Begin Date and End Date. This is the date period the report will reflect.
    2. Select by: Select ID, Last name, or Classification
    3. Sort by: Select to sort by ID or Last name
    4. Depending on what was selected in Select by, do one of the following:
      • Staff ID: Enter the Begin ID and End ID of the staff members to generate the report for.
        • To generate a report for one staff member, enter that staff member’s ID in both fields.
        • To generate a report for all staff members, leave these fields blank.
      • Staff Last name: Enter the Begin last name and End last name of the staff members to generate the report for.
        • To generate a report for all staff members, leave these fields blank.
      • Classification: To generate the report for a specific classification, click on the class to highlight it. To select more than one classification, hold down the Ctrl key and select the staff members.
        • To generate the report for all staff classifications, do not select/highlight any classifications.
    5. Deselect any Hour Type that you do not want displayed in the report. All types are selected by default.
    6. Click New page per staff if you want to print only one staff per page on the report. If you print your report this way, the total for all staff will not print.
    7. Preview: Preview the report before printing.
    8. Print: Print the report. The Cornerstone Print Options dialog box appears. Click OK to print the report.

    Additional information

    Time Clock

    Related reports

    • Staff Hours report

    Resources

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