Supervising punches, exceptions and time off

The Supervisor tab of the Admin Hub is where you keep punch data honest from day to day. You see today's punches, add or delete a punch, force a clock-out, resolve punch exceptions and approve or reject time off requests.

Before you start: the Timeclock & Payroll module must be on, and you need the Administrator, Timeclock Admin or Payroll Admin role. Some actions also need the Supervisor setting on your own agent record. See Make changes that need the Supervisor setting.

Open the Supervisor tab

1. In the left menu, under Hubs, choose Payroll Management. The Admin Hub opens (see The timeclock and payroll Admin Hub).
2. Select the Supervisor tab. A badge on the tab counts the pending exceptions plus the clock-ins that have been open more than 12 hours.

The tab has four sub-tabs: Overview, Exceptions, Time Off Requests and Live Status. The Exceptions and Time Off Requests sub-tabs carry their own badges. The badge on the Exceptions sub-tab counts pending exceptions only, so it can be lower than the badge on the Supervisor tab.

Make changes that need the Supervisor setting

Adding a manual punch and forcing a clock-out change another person's time, so QuantumOps first checks your own agent record. It matches your sign-in e-mail to the agent with the same e-mail and looks for the Supervisor option on that agent. If it does not find it, the action fails with Unauthorized: Supervisor permissions required.

To switch it on, an administrator opens the person in Team Management and ticks Supervisor. The tick box appears only for people who are HaloPSA agents, and QuantumOps matches it to your sign-in by e-mail address. If you are not an agent, these actions are not available to you, even with the Administrator role.

Review today's punches

Select Overview. It shows four counters: Clocked In, Exceptions, Hours Today and Entries Today. Exceptions counts the same things as the badge on the Supervisor tab: pending exceptions plus clock-ins open more than 12 hours. Below the counters, Today's Activity lists the latest 50 punches with the time, employee, type, hours and notes. When there are none it says No entries for today.

To delete a punch, select the delete icon on its row and confirm. You cannot undo a deletion from this screen.

Add a manual punch

Use this for a punch that was never made.

1. Select Add Entry.
2. In Add Manual Entry, choose the Employee.
3. Choose the Entry Type: Clock In or Clock Out. This dialog offers no lunch or break types.
4. Enter the Date/Time, in your organisation's time zone.
5. Enter the reason under Notes.
6. Select Add Entry.

The list of employees shows active agents only. A payroll employee who is not an agent is not in it; add that person's punches in the payroll wizard (see Correct punches). The exported timeclock report marks the punch with the source Supervisor.

Adding a punch also sets the agent's current status, even when the time is in the past: a clock-in sets them online, a clock-out offline, and a lunch or break start sets them to lunch or break.

A clock-out has to close a clock-in. If there is no clock-in before it, QuantumOps refuses the clock-out and tells you to add the clock-in first. If the clock-in before it is already closed, the message tells you to delete that clock-out and then add the new one. To correct a wrong clock-out time, delete the wrong clock-out first and then add the right one.

See who is on the clock

Select Live Status. Live Employee Status shows a card for each active agent: how long they have been clocked in, or Off the clock. Payroll employees who are not linked to an agent do not appear here.

To clock someone out, select the red icon on their card (tooltip Force clock-out) and confirm. QuantumOps records a clock-out now, with the source Supervisor, and sets the agent to offline.

Resolve exceptions

Select Exceptions. It has three parts.

Fix an open clock-in older than 12 hours

When someone has been clocked in for more than 12 hours, the Stale Clock-Ins card lists them with the hours open and the time they clocked in. The card appears only when there is at least one. For each person you can choose one of three actions:

• Email Reminder asks the employee to fix their punch. It appears when the person has an e-mail address in QuantumOps. It sends the Missed Clock-Out Detected e-mail, and only while that card is switched on: to the address on the person's payroll record when Notify affected employee is ticked, and to the card's additional recipients (see Timeclock and payroll e-mail notifications). The confirmation that starts Reminder email sent to appears even when the card is off, so switch it on first. For an agent who has no payroll record, the button shows an error instead.
• Fix Manually opens Fix Stale Clock-In. Enter the Actual Clock-Out Time, which must be after the clock-in and not in the future, and the Notes explaining the correction. Select Create Exception & Clock Out. The clock-out is recorded and an exception is logged for the record. It waits under Pending Exceptions for approval.
• Force Clock Out Now records a clock-out at the current time. The confirmation tells you how many hours that adds to the shift. Use it only when the shift really lasted that long. Otherwise use Fix Manually. For a payroll employee who is not a HaloPSA agent, the clock-out is recorded as an exception that waits under Pending Exceptions for approval, as with Fix Manually, and it does not need the Supervisor setting.

Approve or reject a pending exception

Pending Exceptions lists each exception with the employee, its type, when it was detected and its description. When an employee corrects a forgotten clock-out on the terminal, the corrected hours are already recorded and the exception waits for you. See Clocking in and out.

• Select Approve to accept it as it stands.
• Select Reject to open Reject Exception, enter the Rejection Reason and select Reject.

Rejecting an employee's missed clock-out correction removes the shift it corrected, both the clock-in and the corrected clock-out, so those hours stop counting. QuantumOps then adds a new pending exception for that day, described as an unresolved shift. The day pays nothing until you enter the hours the employee actually worked, for example with Add Entry, and approve that exception. If QuantumOps cannot remove the shift safely, for example because another exception still refers to one of its punches, the hours stay and the exception's notes say so. Review that employee's punches by hand.

Approving or rejecting here does not e-mail the employee. Tell them directly, or reject in the payroll wizard, which e-mails the employee when Punch Exception Rejected is switched on (see Timeclock and payroll e-mail notifications).

The payroll wizard also lists punch exceptions, so you can resolve them there (see Payroll wizard: reconcile).

Scan for old shifts over 12 hours

Historical Excessive Shifts Scanner finds completed shifts that logged more than 12 hours.

1. Enter a Start Date and End Date.
2. Select Scan for Issues.
3. The table shows the Employee, Clock In, Clock Out, Hours Logged and whether the shift Has Exception. Shifts over 24 hours and over 48 hours are highlighted.
4. To fix a shift, select the edit icon. In Edit Historical Excessive Shift, enter the Corrected Clock-Out Time and the Correction Notes. The dialog compares the original and corrected hours. Select Save Correction.

The correction updates the clock-out, recalculates the hours and logs an exception that is approved straight away, so there is an audit trail. The corrected clock-out must be after the clock-in. The mail icon appears when the person has an e-mail address in QuantumOps. It works like Email Reminder: it sends the Missed Clock-Out Detected e-mail only while that card is switched on, its confirmation appears even when the card is off, and for an agent who has no payroll record it shows an error instead.

Approve or reject time off requests

Select Time Off Requests. Pending Time Off Requests lists each request with the employee, request type, balance, dates, hours, when it was requested and the employee's note. When there is none it says No pending time off requests.

To approve a request:

1. Select the green check on its row.
2. In Approve Time Off Request, read the employee's current balances. Under Deduct From Balance, choose PTO Balance, Personal Time, Expiring Time or Unpaid (No Deduction). Always choose the balance yourself. The field does not start at the balance the employee asked for: it is filled from the request type, so a Personal Day request starts at Personal Time even when the employee asked for PTO or unpaid time. The balance the employee chose is in the Balance column of the list.
3. Optionally, add Approval Notes (Optional).
4. Select Approve Request.

The hours leave the balance you chose at this point. If that balance is too small, the approval fails with a message such as Insufficient PTO balance and the hours available.

To reject a request, select the red cross, enter the Reason for Rejection, and select Reject Request. The employee sees only the new status on the terminal. The reason reaches them by e-mail only if the PTO Request Rejected notification is on.

The payroll wizard also lets you approve time off. See Requesting time off and bidding for holiday shifts for what the employee sees.

The stand-alone Supervisor page

The same area is also available as its own page at /timeclock/supervisor. No menu links to it, so open it by address. It needs the same role. It is titled Supervisor Dashboard, with Refresh and Add Entry at the top.

The Add Entry dialog and the Adjustments form offer all six entry types: Clock In, Clock Out, Lunch Start, Lunch End, Break Start and Break End. Use them for a missing lunch or break punch.

Two things to know about this page.

• The force clock-out icon records an ordinary clock-out at the current time. It is not marked as a supervisor punch, so the exported report shows the source Employee, and it does not need the Supervisor setting. It cannot close a clock-in that has been open more than 12 hours: the page still shows Clock out successful but records nothing. Use Fix Manually on the Admin Hub Exceptions sub-tab for those.
• The edit and delete icons on Today's Activity do not change punches. To correct a punch, delete it in Today's Activity on the Admin Hub Supervisor tab, then add the right one with Add Entry.

Related pages

• Clocking in and out
• Payroll wizard: reconcile
• Team Management
• Timeclock and payroll e-mail notifications
• Requesting time off and bidding for holiday shifts