Fleksa

Employee Time Tracking

Track employee work hours with clock-in/out functionality and manage time sheets

Employee Time Tracking

Track your staff's work hours accurately with Fleksa's built-in time tracking system. Employees can clock in and out directly from the POS, with all data accessible in real-time.

Overview

FeatureDescription
Clock In/OutStaff clock in when starting and out when ending shifts
Time SheetsView detailed work history for each employee
Hours CalculationAutomatic calculation of hours worked
Multi-DeviceClock in/out from any POS device
Real-Time SyncInstant updates across all devices

Accessing Employee Management

From Partner Portal

  1. Log in to Partner Portal
  2. Navigate to Settings > Staff Management
  3. View and manage employee accounts

From POS (for daily operations)

  1. Open Fleksa POS
  2. Go to Settings > Employees
  3. View employee list and time tracking

Employee Roles

Each employee is assigned a role that determines their access level:

RoleAccess Level
OwnerFull access to all features
ManagerAccess to most features, can manage staff
AccountantAccess to financial reports and transactions
SalesAccess to order management and sales
DeliveryLimited access for delivery operations
Data EntryLimited access for menu and content updates
EmployeeBasic access for order taking

Clock In/Out

How Staff Clock In

Open Employee List

On the POS, go to Settings > Employees or use the quick clock-in button.

Find Employee

Locate the employee in the list. The status shows their current state:

  • Green "Clocked In" - Currently working
  • Yellow "Clocked Out" - Not on shift
  • Gray "Ready" - Never clocked in

Tap Clock In/Out

Tap the menu button (⋮) next to the employee and select Clock In or Clock Out.

Alternatively, tap directly on the employee's time sheet and use the clock button.

Confirm Action

The system records the timestamp and updates the employee's status immediately.

Clock Status Indicators

StatusBadge ColorMeaning
Clocked InGreenEmployee is currently on shift
Clocked OutYellowEmployee has ended their shift
In ProgressOrangeShift is active (hours accumulating)
CompletedBlueShift completed with hours calculated

Viewing Time Sheets

From Employee List

Select Employee

From the employee list, tap the menu button (⋮) and select View Timesheet.

Review Entries

The time sheet displays:

  • Entry Date: Date of the time entry
  • Clock In: Start time with date
  • Clock Out: End time (or "Not clocked out" if active)
  • Hours: Total hours worked
  • Status: Active or Completed

Use pagination to view older entries. Adjust results per page (10, 25, 50) as needed.

Time Sheet Information

ColumnDescription
Entry DateThe date the time entry was created
Clock InDate and time when employee started
Clock OutDate and time when employee finished
HoursCalculated hours worked (e.g., "8.5 h")
StatusActive (shift ongoing) or Completed

Managing Time Entries

Delete a Time Entry

Deleting time entries is permanent. Only managers and owners should perform this action.

Open Time Sheet

Navigate to the employee's time sheet.

Find Entry

Locate the time entry you need to remove.

Delete Entry

Click the Delete button on the entry row.

Confirm Deletion

Confirm in the modal that you want to delete this time entry. This action cannot be undone.

When to Delete Entries

  • Employee forgot to clock out (duplicate entry created)
  • Incorrect clock-in by mistake
  • System error creating duplicate entries
  • Employee clocked in on wrong device/account

Employee Information Display

Each employee row shows:

InformationDescription
Profile ImageEmployee photo (or default avatar)
NameFirst and last name
EmailEmployee email address
Role BadgeColor-coded role indicator
Phone NumberContact number
Current StatusClocked in/out status
Last UpdatedTime of last clock action
Hours WorkedHours from last completed shift

Role Badge Colors

RoleBadge Color
OwnerPurple
ManagerRed
AccountantBlue
SalesGray
DeliveryIndigo
Data EntryPink
EmployeeGray

Best Practices

For Managers

  1. Daily Review: Check time entries at end of each day
  2. Missing Clock-Outs: Follow up with staff who forget to clock out
  3. Regular Audits: Review time sheets weekly for accuracy
  4. Training: Ensure all staff know how to clock in/out

For Staff

  1. Clock In Immediately: Clock in when starting your shift
  2. Clock Out Before Leaving: Always clock out at end of shift
  3. Report Issues: Tell manager if you forgot to clock in/out
  4. Check Your Hours: Review your time sheet for accuracy

Common Scenarios

Employee Forgot to Clock Out

Scenario: Employee left without clocking out, showing as "Clocked In" next day.

Solution:

  1. Manager opens employee's time sheet
  2. Deletes the incomplete entry
  3. Creates a new time entry with correct times (if supported)
  4. Or simply lets employee clock out now and notes the discrepancy

Multiple Clock-Ins Same Day

Scenario: Employee clocked in, took a break, and clocked in again.

How It Works:

  • Each clock-in creates a new time entry
  • Multiple entries per day are allowed
  • Hours are calculated per entry, not aggregated

Wrong Employee Clocked In

Scenario: Staff member accidentally clocked in for wrong person.

Solution:

  1. Clock out the wrong entry immediately
  2. Have correct employee clock in
  3. Manager can delete the erroneous entry later

Mobile vs Desktop View

FeatureMobile POSDesktop POS
Employee ListSimplified, essential columnsFull details with all columns
Time SheetVertical scroll, compactTable view with pagination
Clock ActionsQuick access menuDropdown with more options
PaginationPrevious/Next buttonsFull pagination controls

Reporting & Export

Advanced reporting and CSV export of time data is available in Partner Portal under Reports > Staff Reports.

Available Reports

  • Daily attendance summary
  • Weekly hours by employee
  • Monthly payroll hours
  • Overtime tracking
  • Late arrivals report

Permissions Required

ActionRequired Permission
View employee listPOS access
Clock in/out for selfPOS access
Clock in/out for othersManager+ role
View all time sheetsManager+ role
Delete time entriesManager+ role
Export time reportsOwner role

Integration with Payroll

Time tracking data can be exported for payroll processing:

  1. Partner Portal > Reports > Staff Reports
  2. Select date range
  3. Export as CSV
  4. Import into your payroll system

Need Help?

On this page

Employee Time TrackingOverviewAccessing Employee ManagementFrom Partner PortalFrom POS (for daily operations)Employee RolesClock In/OutHow Staff Clock InOpen Employee ListFind EmployeeTap Clock In/OutConfirm ActionClock Status IndicatorsViewing Time SheetsFrom Employee ListSelect EmployeeReview EntriesNavigate PagesTime Sheet InformationManaging Time EntriesDelete a Time EntryOpen Time SheetFind EntryDelete EntryConfirm DeletionWhen to Delete EntriesEmployee Information DisplayRole Badge ColorsBest PracticesFor ManagersFor StaffCommon ScenariosEmployee Forgot to Clock OutMultiple Clock-Ins Same DayWrong Employee Clocked InMobile vs Desktop ViewReporting & ExportAvailable ReportsPermissions RequiredIntegration with PayrollRelated DocumentationNeed Help?