Set up and import
Automations: let ClockinBee do the routine work
Auto-approve clean timesheets, remind approvers, lock pay periods, repeat the schedule and more.
Steps
- Open Automations.
- Read what each one does and flip its switch. It saves by itself.
- Change the numbers next to it, such as the time of day or number of days.
- Check Recent activity now and then to see what was done for you.
The ones most teams turn on
- Approve clean timesheets automatically: a submitted timesheet is approved without waiting when nothing on it is flagged or typed in and its hours are close to the person's schedule or contract hours. You set how close with Within.
- Remind approvers: once a day each approver is told how many timesheets and time off requests are waiting. After the number of days you set, admins are told too.
- Lock finished pay periods: a few days after a pay period ends, its approved time is locked so nothing changes after payroll has run.
- Repeat the schedule: each location's last published week is copied forward, so the weeks ahead are never empty. Choose Leave as drafts to check or Publish automatically.
- Automatic time off approval: short requests that fit the balance, notice and blocked dates are approved straight away. The limit is set in each time off policy.
Also available
- Timesheet reminder and Reminder to enter time, for people who forget.
- Automatic clock-out and Automatic unpaid break. The break changes paid hours, so check the rules that apply to you first.
- Overtime alert, Long shift alert and Late for a shift.
- Cover for time off and Open shift reminder.
- Project budget alert and Pay period reminder.
Always on
Pre-check timesheets, Time off accruals, Carry-over and expiry and Blocked dates are marked Always on, because the rest of ClockinBee relies on them.
Unlock a pay period for a correction
Under Lock finished pay periods, find the period and choose Unlock. Make the correction, then choose Lock again.
Tip. Going quiet over a holiday? Pause all stops every optional automation in one go.
Where to find it
Automations
Who has it: People with the Company settings permission can change them. People with the Audit log permission can view them. If it is not in your menu, your role does not include it.
Open Automations Opens the app. You may be asked to sign in first.
If something goes wrong
- A timesheet was not approved automatically.
- Something on it was flagged or typed in, or its hours were further from the schedule than your Within percentage. It is waiting in Approvals with the reason.
- Nothing seems to run.
- Check the page does not say Paused. Automations run every few minutes, and reminders go out at the hour you chose in your company's time zone.
- The schedule did not repeat.
- Weeks that already have shifts are left alone, and a week you cleared stays clear. There must be a published week to copy from.
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