Using The Timesheet Scan Function

How To Use The Timesheet Scan Function

In this article we cover how to use the Timesheet Scan Functions. 

With Hectre, you can Clock employees in using their badges and the Timesheet scan function.  Once employees are clocked in, you can use the new scan function to Clock Out workers, Change Jobs workers are doing or Change Locations where they're working. This new feature allows for smoother, faster operation in the field and also helps with employee acceptance requirements some countries need to adhere to.  

*This functionality is available to supervisors, managers and owners. If you are trying to use the Timesheet scan function and can't, you may not have permission. Please see your supervisor.

Part 1 - Check In/Build Your Team With Timesheet Scanner

If you already know how to use this Check In/Build Your Team scan option and want to know how to scan for Clock Out, Change Job or Change Location, skip this section and go to Part 2 of this help document.

1. Click on the scan symbol at the top right corner of the screen 

*Make sure you're viewing "Clocked Out" since the scan symbol disappears if you're viewing "Clocked In" and there is nobody clocked in.  

2. The app will automatically initiate a Check In scan for you to scan your team's badges- If there is anybody that isn't ordinarily on your team, they'll be added when their badge is scanned too. You'll see a notification letting you know that the badge is checked in at the top of the screen and a Select Job button at the bottom that also shows the number of badges scanned. After the last badge is scanned, press the Select Job button. 

3. After the Select Job button is pressed, you'll be taken to the job selection screen; Here, you can select what job the scanned workers will be doing. Select a job from the listed options to continue.

4. Next is the location selection screen where you can set where your workers will be doing the selected job. Press the Select Time button at the bottom of the screen once your selections are made.

5. In the Time Selection Screen, set the date and time your selected workers began to work. You can also leave any optional comments in the Comments box below. Press the Clock In button at the bottom of the screen once you're done.

6. Congratulations, your employees are now checked in!

Part 2 - Use Timesheet Scan to Change Job, Change Location or Clock Out 

Change Job 

Here's how you Change a Job for some workers using the scan function. 

1. Navigate to the Timesheet Module and make sure you're viewing your Clocked In workers. 
2. Press the scan button at the top right of the screen and select the Change Job Scan button from the listed options. This will open up the scan function.

3. Begin scanning badges for workers whose jobs you wish to change. A notification will pop up at the top of the screen telling you when a badge is scanned and you'll see a running count of the badges scanned in the Select Job button at the bottom of the screen. 

4. Once your last worker's badge is scanned, press the Select Job button.

5. Select the new job you want those workers to move to, from the list of options, and proceed to the next step.

6. Since we're only changing job and not location, leave the filled in location information as is and press the Select Time button at the bottom of the screen to continue.

7. Select the time the scanned workers began the job change and add optional comments if needed. 

8. Press the Clock In button when you're finished.

9. Congratulations, your scanned employees have now changed jobs!

Change Location Scan

1. Navigate to the Timesheet Module, make sure you're viewing your clocked in workers.

2. Press the scan button at the top right of the screen and select the Change Location Scan button from the listed options. This will open up the scan function.

3. Begin scanning badges for workers whose location will change. A notification will pop up at the top of the screen telling you when a badge is scanned and you'll see a running count of the badges scanned in the Select Location button at the bottom. 

4. Once your last badge is scanned, press the Select Location button.

5. In the Location screen, select a new location that the scanned workers will change to.

6. Press the Select Time button at the bottom when you're finished.

7. Select the time the scanned workers began the location change and add optional comments if needed. 

8. Press the Clock In button when you're finished.

9.Congratulations, your scanned employees have now changed locations!

Clock Out Scan

1. On your Timesheet Module, make sure you're viewing your clocked in workers. 

2. Press the scan button at the top right of the screen and select the Clock Out Scan button from the listed options. This will open up the scan function. 

3. Begin scanning badges for workers who are going to be clocked out. A notification will pop up at the top of the screen telling you when a badge is scanned and you'll see a running count of the badges scanned in the select Location button at the bottom. 

4. Once your last badge is scanned, press the Select Clock Out Time button at the bottom. 

5. Select the time the scanned workers are clocking out and add optional comments if needed. 

6. Press the Clock Out button at the bottom when finished. 

7. Congratulations, your scanned employees have now been clocked out!