Managing your employees' hours is an important part of tracking their shifts, paying them appropriately, and ensuring that the correct employee is clocked in when they are working.

To allow your employees to clock in and out, you need to activate Lightspeed's built-in Time Clock module. As an administrator, clocking specific employees in and out allows you to control user permissions, as well as track and edit employee hours. 

Activating the Time Clock module

Activating the Time Clock module allows your employees to clock in and out for their shifts.

To activate the Time Clock module:

1. Navigate to Settings > Optional Modules.

   

    

2. Toggle the Time Clock module on.

   

3. Select Save Changes.

Clocking an employee in or out

Clocking employees in and out as an administrator

Once the Time Clock module is activated, you can clock your employees in and out even if they are not present, so long as you have the Employee Setup permission.

1. iPad only: Navigate to the Manager tab > Settings.

   

2. Navigate to Settings > Employee Setup.

   

3. Select the clock icon next to the employee's name.

   

If an employee is clocked in, a start time will be listed for the employee and their clock icon will be orange.

If an employee is clocked out, there will be no start time listed for them and their clock icon will be green.

Clocking in and out as an employee

Your employees can also clock themselves in and out using their PIN.

• Clocking in and out on Retail POS

  1. Click the IN or OUT button next to the signed-in employee's name.

     

  2. Enter the PIN of the employee who is clocking in or out.

     

  3. Select Clock In/Out.

  The timer next to the IN button indicates how long the currently signed-in employee has been clocked in for.

• Clocking in and out on iPad

  1. Tap Time clock.

     

  2. Enter the PIN of the employee who is clocking in or out.

     

  3. Tap Clock In/Out.
  4. Tap Done.

Changing between employees

You can quickly change between employees in Lightspeed Retail using their PIN.

• Changing employees on Retail POS

  To change which employee is currently logged into the Retail POS system:

  1. Click the employee's name.
  2. Click Change Employee.

     

  3. Type in the PIN for the employee logging into the system.

     

  4. Click Log in.

  The previous employee will be logged out automatically.

• Changing employees on iPad

  1. Tap Lock to log out the current employee.

     

  2. Enter the PIN for the employee logging into the system.

     

  3. Tap Go on the keyboard.

Reviewing employee hours

You can review your employees' logged hours by navigating to Reports > Total Hours.

You can filter by date, employee name, and/or store location to refine this report.

Editing employee hours

You may need to edit employee hours if a mistake occurs, such as an employee forgetting to clock in or out of a shift. To edit or add employee hours, you will need the Edit employee time clock entries permission enabled on your account.

Editing hours from the Reports screen

To do this from the Reports screen:

1. Navigate to Reports > Clock Entries. You can use date or location filters to find the appropriate record.

   

2. Click into the CLOCK IN and/or CLOCK OUT fields and change the information as necessary.

   

You can delete a record by selecting the trash icon.

Editing hours in an employee's account

To change hours from the employee's account:

1. Navigate to Settings > Employee Setup.
2. Click on the employee's name.
3. Click Hours.

   

4. Click into the CLOCK IN and/or CLOCK OUT fields and change the information as necessary.

   

You can delete a record by selecting the trash icon.

To add hours to an employee's account:

1. Input the date/times into the Start and End fields in the Add Employee Hours section.

   

2. Select the location from the Shop drop-down.
3. Click + Add Hours.

What's next?