Site Rules
Site rules set limits for one site: overtime threshold, maximum shift length, breaks, rest between shifts, face only, auto clock-out and early clock-in. Each rule says on screen whether anything acts on it.
Last checked against the product:
Overview
One set of rules per site.
Agency console: Sites > Site rules. Client dashboard: Sites > Site rules. The page lists your sites on the left. Pick one to see and change its rules. A field left empty means no rule.
Under each rule the page shows Enforced with the place that acts on it, or Not enforced. That line is worked out from the installed code, so it is always current.
Before you start
- Agency console: a super admin or an Admin. Client dashboard: a tenant manager or tenant admin.
- The site exists on Sites > Locations. See Managing Locations.
Set the Rules
Four clicks.
Open Site rules
Go to Sites > Site rules.
Pick the site
Under Select Location, click the site. A count of its rules shows next to each site name.
Enter the values
Type a number, or choose from the list, for each rule you want. Leave a field empty for no rule.
Save
Click Save Rules. The change is audited.
Each Rule
What it does today.
| Rule | Where it acts | What happens |
|---|---|---|
| Weekly Overtime Threshold (hours) | Payroll pricing, only when switched on | Overtime pay starts after this many hours in the pay week, when the rate rule has no threshold of its own. It is used for pay only when the agency sets Site weekly overtime threshold (Site Rules) under Payroll Policies to pay overtime after it. Until then the page says Not used for pay. |
| Maximum Shift Length (hours) | The Exceptions report | Longer shifts are listed as long shifts, on screen and in scheduled exception reports. |
| Mandatory Break After (hours) | The Exceptions report | Longer shifts with no logged break are listed as missed breaks. |
| Minimum Rest Between Shifts (hours) | Shift booking | Booking a worker with less rest than this shows a warning. With no rule, the warning uses 11 hours. |
| Require Facial Recognition | Kiosk PIN clocking | Yes (face only) refuses a PIN clock-in at this site. A PIN clock-out is still allowed and flagged. |
| Require Badge Number | Nothing | The kiosk asks every worker for a badge number, card or badge QR code before face or PIN at every site, whatever this is set to. |
| Auto Clock-Out After (hours) | The alerts job, every 15 minutes | A shift left open this many hours past its booked end is closed at the booked end, flagged and kept pending approval. With no booking, it is closed at clock-in plus these hours. |
| Allow Early Clock-In (minutes) | Kiosk clocking | An earlier clock-in is still recorded, and flagged as early for review. |
Auto clock-out only closes a shift within 24 hours of the time it fell due. It never sweeps up old forgotten clock-outs the first time you switch it on: those stay on the missed clock-out list for a person to fix. Shifts in a locked pay week are left alone. Values above 48 hours are saved but ignored: use 48 or less. A worker still on site past the booked end plus these hours is cut back to the booked end, so set it longer than any overtime they might do.
Enforced or Not
Read the line under each rule.
| You see | Meaning |
|---|---|
| Enforced by a named place | The rule works. The line below says what happens there. |
| Not enforced | The value is saved, but nothing acts on it. |
| Not used for pay | Only for the weekly overtime threshold, while Payroll Policies is set not to use it. |
| Only works while the alerts job is scheduled | Only for auto clock-out, when the alerts job has not run for over 2 hours. Raise a ticket so TempClock can check the server schedule. |
24/7 Sites and Rest
Suggested values for round-the-clock sites.
Troubleshooting
Common questions.
| Problem | Check |
|---|---|
| Overtime is not paid after the site threshold | The rate rule has its own threshold, or Payroll Policies is set not to use the site rule. |
| Open shifts are not being closed | Read the warning under Auto Clock-Out After (hours). Shifts more than 24 hours past due are left for a person. |
| A worker could clock in with a PIN | Set Require Facial Recognition to face only, or set PIN clocking on the client. See Client Settings. |
Related guides
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