How to Set up Missed Punch Notifications

Last Updated: Aug 17, 2015 01:22PM EDT
If you like to stay on top of your staff's time and attendance, FingerCheck's punch alerts can make it so that you always stay in the know. To be notified whenever an employee doesn't punch in at their scheduled in or out time, you can set up missed punch notifications that alert you to missed punches. Follow the following instructions to set them up:
 
  • To detect whether your employees miss their scheduled start or end times, you'll need to set up a schedule that outlines your employees' hours. If you are new to making schedules using FingerCheck, see our article on how to create a scheduled policyNext you'll need to build your missed punch exception policyAssuming you have both set up, the next step is to create the actual missed punch alert. From the drop down menu on the top left of the page, select "Policies Menu." 
  • Once you're within the Policies Menu, click on "Alert Policies." As you can see, we've already built an alert policy for the sales division and the support division. Within each policy you can apply multiple alert rules. We will show you how to build a new alert rule in an existing policy. 
  • This is the policy window where you will build your policy. As you can see we've labeled our policy with a "Code" and "Description." For "Action Type" select how you want to be notified of all your alerts within this policy. There are four options - "Email," "Text," "Push Notification," or "All." Fill out the fields according to the action type you select. (Note that you can enter multiple email addresses into the field separated by commas.) If you want to get notified by more than one method, select All and enter the information to get alerted to (for instance, if you want to be notified by email and push notification but not text, enter the corresponding information and leave the phone number field blank. If you chose to be alerted by push notification, tick the users you want notified in the "Available Users" box. 
  • The next section, "Alert Rules" is where you'll add the specific alerts of your policy. As you can see we already have a "Notify After Punch" alert. To add an alert rule for missed punches, click on the gray "Add" button.
  • By "Alert Type" select "Notify if Employee Didn't Punch." Check "Enabled." By "MinutesPassedSchedule" enter the time frame during which you want the alert to trigger once the actual infraction has occured. For instance, if your employee is supposed to clock in at 2 PM, entering 20 minutes will limit the alert to triggering only during that time frame, and stop the alert from triggering throughout the day. Then you can check any of the "NotifyEmployee" fields to notify employees of their own missed punches, and type up your own message to be included in the alert to them. Make sure your employee has an email, text, or has loggen into the mobile app to get the notifications checked. Then click "Apply." Once you are back in the main window, click "Save." 
  • Now your missed punch alert policy is complete! The final step is to create a scheduled task. What this scheduled task does is automatically recalculates the employee's hours at a given time each day so you do not have to manually recalculate in order for the system to recognize that the employee missed a punch. Go to the "Setup" tab and from the drop down menu on the left, select "System Menu." 
  • From the left sidebar menu click on "Scheduled Tasks" and then the yellow "Add" button. 
  • Fill out the fields as follows - create a "Code" to label the scheduled task and a "Description" that describes your policy. For "Last Execution Time" and "Next Execution Time" enter today and the next day. For "Job Status" select "Scheduled." For "Run Task as User" select the user to run the job as. Then click "Add" next to "Task Actions." 
  • Select the job action as "Automatic Missed Punch" and then click "Apply." 
  • Now click on "Add" by "Task Triggers." 
  • For "Start Date," enter today's date and the same date far into the future (like 2099) so you do not have to re-set the scheduled task any time soon. For "Time," enter the time you would like the system to automatically recalculate your employees' time cards. Since the schedule starts at 2:30, it makes sense to enter a minute or two minutes after that time to recalculate. You can have multiple triggers within one schedule task. For "Trigger Type" select "Daily" if you want the task to run every day. For "Every # of Days" enter "1." Then click "Apply." 
  • To finish, click "Save." 

Now you're done! To sum up:

a) The schedule is needed to tell the system when your employees come in.
b) 
The system knows how to flag punches out of the norm through the exceptions policy you have built. 
c) The alert policy recalculates the time card up to twenty mins after the employees have missed a punch. Anything beyond that will not trigger an email to be sent. 
d) A
uto recalculate triggers the system to automatically recalculate the hours of everybody at a certain time to bring you the most up to date information possible.
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