Time Tracking and Attendance

Petsoft has a built-in time clock. Employees clock in and clock out from the left navigation. Managers with the necessary permission can review and correct time entries.

note

Employee scheduling and time entry come with Starter and Professional. On the Free plan, the Schedules tab and the Clock In/Out item are hidden, and the schedule and time-entry pages show a message that the feature comes with a paid plan. Time entries and schedules that already exist are kept. If an employee is still clocked in when your organization moves to the Free plan, Clock In/Out stays available until that employee clocks out, up to 24 hours after clocking in.

Clock In and Out

Click Clock In/Out in the left-hand navigation. This opens a window that more than one employee can use. Each punch requires the employee to sign in again, no matter who is signed in to the browser.

1. Enter Username and Password, then click Authenticate.
2. The Note and Facility fields appear. Your Recent Activity shows your last three punches.
3. You may add a Note and select your Facility.
4. Click Clock In.

After you select Authenticate: the Note and Facility fields appear, Recent Activity lists your last punches, and the button reads Clock In. Any employee can punch from any signed-in screen. The window checks that employee's own sign-in.

note

The field is labelled Username, but you must enter your email address — the same address you use to sign in.

Why can't I clock in?

There are four common reasons, each with its own message:

Message	What it means
"The employee is not scheduled to work on this date."	Without a schedule entry for today, you cannot punch.
"The employee is clocking in too early: expected start …"	You are more than 15 minutes before your scheduled start.
"The employee is already clocked in."	An earlier shift is still open. See the warning below.
"The employee is not assigned to that facility."	You are not assigned to the facility you picked.

warning

A forgotten clock-out blocks the next punch. If an employee does not clock out, the shift stays open. The employee cannot clock in again until a manager closes the shift. This is not only a gap in the timesheet — it locks the employee out of the time clock until a manager fixes it. No process closes open shifts automatically. Managers must close open shifts immediately.

This block on clocking in again expires automatically after 3 months, even if a manager has not closed the shift.

Editing a Time Entry

Sometimes a time entry is wrong. Managers with the Edit Employee Time Entries permission can correct punch times or add a missing shift. Managers also need the Manage Employees and Schedules permission to reach this area.

1. Go to Employees > Schedules.
2. Open the schedule day you want. You open a day on the employee's schedule, not the employee record itself.
3. Click the pencil icon to edit an entry, or click Create New Clock In/Out Time to add a new one.
4. Enter the Clock-In Time (required) and the Clock-Out Time. To create an open shift on purpose, leave the Clock-Out Time empty. An empty Clock-Out Time is also the usual problem you are fixing.
5. You may add a Clock-In Note or Clock-Out Note to explain the change. Notes are not required.
6. Click Save.

The clock-out time must be after the clock-in time: "The Clock-Out Time must be after the Clock-In Time."

tip

Every entry has a History button. Time Entry History shows each change: when it happened and who made it. This is useful when someone disputes a timesheet.

Payroll

The Payroll report shows scheduled hours and worked hours for all employees at your facility, over a date range. Use this report to compare an employee's punches with their schedule. Find the report under Reports. If you cannot see it, your report group does not include it.