Tag: time clock exception

Time Clock Exceptions

This article is for Time Clock Administrators. You must have the “Time Clock Administrator” role active under “Time Clock Rights” in your member profile in order to manage time clock exceptions.

Options for Reviewing Exceptions

There are two ways to review exceptions:

  1. The Time Clock Exception Report. This option allows you to review exceptions for multiple members at once.
  2. Looking at an individual member’s time card. This option is only available if your organization has this feature active. Contact our Support Team for more information.

Time Clock Exception Report

  1. Navigate to “Time Clock > Time Clock Exceptions”.
  2. If needed, adjust the filters at the top of the screen by using the “View more sort / filter options” icon:


  3. Multiple options for viewing time card exceptions are available including:
    1. Member
    2. From Date & To Date
    3. Exception Status (“Ex Status”) —
      1. All – View all
      2. Complete – Exceptions that have been previously marked as complete
      3. Pending – Exceptions that are pending completion/review
    4. Type – All, Compensated, Volunteer
    5. Member Status — All, Active, Inactive
    6. Sort By — This will alter the default sorted data view.
  4. Click the “Refresh” icon.
  5. Select All – Will select all exceptions on the screen that are pending completion/review.
  6. Unselect All – Will unselect all records on the screen.

Approving/Accepting an Exception

  1. Click the checkbox next to the shift you wish to approve.
  2. You can select multiple shifts at once, if needed.
  3. Click “Approve Selected Shifts” at the bottom of the screen.
  4. At this point, the exception “status” will change from “Pending” to “Complete”.

Standard Exception Codes

Exceptions will appear in the “In Ex” column (clock-in exceptions) and “Out Ex” column (clock-out exceptions).

  • IE: in early
  • IL: in late
  • OE: out early
  • OL: out late
  • ABS: absent
  • MCIO: manual clock in/out (time entered using the “Enter Time” feature; formerly known as Manual Clock In & Out)
  • MCO: manual clock out
  • OA: other activity

The number after the exception code corresponds to the number of minutes related to the punch. For example:

  • IE9: member punched in 9 minutes early
  • OL48: member punch out 48 minutes late

Custom Exception Codes

In addition to the standard exception codes listed above, it is possible for our Support Team to create custom exception codes that are specific to your organization.

Editing a Punch Via the Exception Report

There are two options for editing a punch:

  1. Click the exception code (in the “In Ex” or “Out Ex” column).
  2. If an exception code doesn’t exist, click the the shift date/time in the “In” or “Out” column.

All of these options will take you to the Administration Clock In/Out screen, allowing you to make to make the necessary changes.

Managing Exceptions on Member’s Time Card

An alternate way to view and approve exceptions is to review them on the member’s time card.

  1. Navigate to the member’s time card.
  2. To approve an exception, click the checkbox in the “check mark” column. You can click multiple exceptions if needed.
  3. Click “Approve”.

Editing a Punch Via the Time Card

  1. Click the the shift date/time in the “In” column.
  2. This will take you to the Administration Clock In/Out screen, allowing you to make to make the necessary changes.

Time Cards

This article applies to all eSchedule users who have the Time Clock / Timekeeping Module activated.

Video Help

Time Clock & Time Cards
(for Members)

Time Cards – for Career Members

  1. Navigate to “Time Clock > Time Card – Career”.
  2. The time card for the current time/pay period will appear. Your time card is “view only”.
  3. To view your time card for a prior period, adjust the “Pay Period” field.
  4. As you work a shift and clock in/our, your hours will automatically appear along with your scheduled shift name/position, clock in/out time, exception codes and comments.

Note: If your time cards had more than 10 pay codes/columns, it will “auto condense” and only display columns that have data. To show all columns, uncheck the “Condensed View” box.

Time Cards – for Volunteer Members

  1. Navigate to “Time Clock > Time Card – Volunteer”.
  2. Your time card for the current month will appear. To adjust the date(s), use the “From” and “To” fields.
  3. As you work a shift and clock in/our, your hours will automatically appear along with your scheduled shift name/position, clock in/out time, exception codes and comments.
  4. You may also view your “Service Hours”.
  5. If your organization has the VIP / Reward Points Module activated, you will also see available points.

Paid Time Off Balances

The amount of available PTO will appear within each “bank” on your time card. For example, if your organization tracks PTO for vacation and sick separately, each of those will appear as their own line item.

Note: As soon as a PTO request is approved, the available hours within the associated bank is reduced.

If you do not see hours listed within the PTO bank, your organization does not track the available hours within eSchedule. It is most likely stored elsewhere; in your payroll provider or software. Contact your supervisor for more information.

Time Card Approval / Signature

Depending on your organization’s settings, you may see a “Time Card Approval” area on the time card. To sign your time card, you can use a mouse (point, click & hold) on a computer or sign with your finger on a tablet device.

The timeframe for which you can approve your time card will vary depending on your organization’s settings within eSchedule.

For Time Clock Administrators: You can receive an e-mail alert/reminder for unapproved time cards, or this can be turned off. Contact our Support Team for assistance.

Time Cards – for Time Clock Administrators

General Time Card View

  1. Navigate to “Time Clock > Time Card”.
  2. The time card for the current time/pay period will appear.
  3. Your personal time card will appear by default. You can view other member’s time cards by either selecting their name in the pull-down or by toggling via the “< and >” arrows next to pull-down.
  4. To view time cards for a prior period, adjust the “Pay Period” field.
  5. You can view inactive member’s time cards by changing the “Status” field to “Inactive”.

Exception Approval in Time Cards

Depending on your organization’s settings, you may have the ability to approve or delete “exceptions” right on the time card.

To approve an exception:

  1. Click the box(es) under the “check mark” column.
  2. Click “Approve”.

To delete an exception:

  1. Click the box(es) under the “x” column.
  2. Click “Delete”.

Note: To edit a specific time card entry, use the “Time Clock Exceptions” or “Administration Clock In/Out” screens.

Time Card Approval

Depending on your organization’s settings, you may see a “Supervisor Time Card Approval” area on the time card. To sign the time card, you can use a mouse (point, click & hold) on a computer or sign with your finger on a tablet device.

The timeframe for which you can approve time cards will vary depending on your organization’s settings within eSchedule as well as the time at which payroll is processed.