How To Set Up Overnight Employees

Last Updated: Nov 17, 2016 03:08PM EST
 While accurately calculating the arrangements of employees who work from one day to the next can be difficult for some time tracking systems, FingerCheck allows you to easily build rules to tell the system how to consider worked overnight time. All it takes to set up this arrangement is to navigate to the master profile assigned to your desired employees and fill out two specific fields. Here's what to do:
 
  • Log onto your FingerCheck account and go to the "Setup" tab. From the drop down menu on the top left of the page, select "System Menu" and then "Master Profiles." Click into the Master Profile you wish to edit.
  • The fields you would fill out would be either the "Maximum Pair Hours" and "Latest Logout Time" fields. The difference in which you choose has to do with how you prefer the system to recognize the overnight hours. You can either set your system to count all punches up to a certain time past midnight as being a part of the same work day (latest logout time), or create a window of time starting from the first punch that will still constitute as being worked on the same day (maximum pair hours).
  • To elaborate further, the "Maximum Pair Hours" field allows you to enter the maximum amount of hours an employee can be on the clock from their initial clock-in time that the system will still calculate as the same day. Simply enter the number of hours from punching in one day to punching out the next you would like to be counted as the same work day. In this instance, we set the maximum pair hours to be 13 hours from the employee's IN punch.
  • If you look at the time card below, you'll see that an employee punched in at 6:00 PM and out at 6:00 AM (12 hours). Since the amount of hours falls under the number of hours we entered for the "Maximum Pair Hours" rule (13 hours), the employee's time worked will be calculated on the same day.
  • Moving onto our other option, "Latest Logout Time," if your business operations end at a set hour and no employees will be punching past a certain time, you can enter that time and any punches UP TO that time will be considered a part of the same work day. Any punches that occur past that point will automatically be a part of the next day. As you can see in this example, we entered 3 AM.
  • There is one final field to consider before you save your work, and that is the "Separation Minutes" field. This field is meant to be used in conjunction with the Maximum Pair Hours field and the Latest Logout Time field. This field allows you to enter a duration of time in which your employees can clock in/out and still have that time count as the same day. For instance, with maximum pair hours, your employee only gets two punches - an in punch and an out punch. If you would want your employees to be able to take a break between those punches, you could enter a set number of minutes here, like 30. This will ensure that that time gets counted as part of the work day you wish.

  • Allow us to give you a final example to explain how Separation Minutes works with the Latest Logout Time. Here is an example time card of an employee working overnight with both the "Latest Logout Time" and "Separation Minutes" enabled. Even though the screenshot doesn't apply, let's pretend the "Latest Logout Time" is set to 6:01 AM and the "Separation Minutes" is set to 45. The employee came in at 7PM, clocked out for break at 12 AM and came back at 12:45 AM. They then clocked out at the end of their shift at 4 AM. Since the Last Logout Time is 6:01 AM, the last punch is within the allotted time, but the Separation Minutes rule is what keeps everything working smoothly. Because the Separation Minutes was set to 60, the 45 minute time frame in between the employee punching out for break, and then punching back in, would still be calculated as a part of the same day. Had the Separation Minutes not have been set accordingly, the punches that occurred AFTER the punch out would have been calculated on the next day, instead of the previous day. 
Being that today’s workforce is one that is constantly increasing in flexibility, your time and attendance solution should also be able to account for that flexibility, and the multiple scenarios that are sure to arise. Understanding how to properly configure and implement overnight rules can save a lot of time and frustration later on down the line.

To learn more about our cost effective and user-friendly cloud-based time and attendance software, check out our website at FingerCheck.com. Interested in our services? Sign up for a 30-day free trial and get started with FingerCheck today.
 
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