Employee Time Tracking
Track your staff's work hours accurately with Fleksa's built-in time tracking system. Employees can clock in and out directly from the POS, with all data accessible in real-time.
Overview
Feature | Description |
Clock In/Out | Staff clock in when starting and out when ending shifts |
Time Sheets | View detailed work history for each employee |
Hours Calculation | Automatic calculation of hours worked |
Multi-Device | Clock in/out from any POS device |
Real-Time Sync | Instant updates across all devices |
Accessing Employee Management
From Partner Portal
Log in to Partner Portal
Navigate to Settings > Staff Management
View and manage employee accounts
From POS (for daily operations)
Open Fleksa POS
Go to Settings > Employees
View employee list and time tracking
Employee Roles
Each employee is assigned a role that determines their access level:
Role | Access Level |
Owner | Full access to all features |
Manager | Access to most features, can manage staff |
Accountant | Access to financial reports and transactions |
Sales | Access to order management and sales |
Delivery | Limited access for delivery operations |
Data Entry | Limited access for menu and content updates |
Employee | Basic access for order taking |
Clock In/Out
How Staff Clock In
Open Employee List
On the POS, go to Settings > Employees or use the quick clock-in button.
Find Employee
Locate the employee in the list. The status shows their current state:
Green "Clocked In" - Currently working
Yellow "Clocked Out" - Not on shift
Gray "Ready" - Never clocked in
Tap Clock In/Out
Tap the menu button (⋮) next to the employee and select Clock In or Clock Out.
Alternatively, tap directly on the employee's time sheet and use the clock button.
Confirm Action
The system records the timestamp and updates the employee's status immediately.
Clock Status Indicators
Status | Badge Color | Meaning |
Clocked In | Green | Employee is currently on shift |
Clocked Out | Yellow | Employee has ended their shift |
In Progress | Orange | Shift is active (hours accumulating) |
Completed | Blue | Shift completed with hours calculated |
Viewing Time Sheets
From Employee List
Select Employee
From the employee list, tap the menu button (⋮) and select View Timesheet.
Review Entries
The time sheet displays:
Entry Date: Date of the time entry
Clock In: Start time with date
Clock Out: End time (or "Not clocked out" if active)
Hours: Total hours worked
Status: Active or Completed
Navigate Pages
Use pagination to view older entries. Adjust results per page (10, 25, 50) as needed.
Time Sheet Information
Column | Description |
Entry Date | The date the time entry was created |
Clock In | Date and time when employee started |
Clock Out | Date and time when employee finished |
Hours | Calculated hours worked (e.g., "8.5 h") |
Status | Active (shift ongoing) or Completed |
Managing Time Entries
Delete a Time Entry
Deleting time entries is permanent. Only managers and owners should perform this action.
Open Time Sheet
Navigate to the employee's time sheet.
Find Entry
Locate the time entry you need to remove.
Delete Entry
Click the Delete button on the entry row.
Confirm Deletion
Confirm in the modal that you want to delete this time entry. This action cannot be undone.
When to Delete Entries
Employee forgot to clock out (duplicate entry created)
Incorrect clock-in by mistake
System error creating duplicate entries
Employee clocked in on wrong device/account
Employee Information Display
Each employee row shows:
Information | Description |
Profile Image | Employee photo (or default avatar) |
Name | First and last name |
Employee email address | |
Role Badge | Color-coded role indicator |
Phone Number | Contact number |
Current Status | Clocked in/out status |
Last Updated | Time of last clock action |
Hours Worked | Hours from last completed shift |
Role Badge Colors
Role | Badge Color |
Owner | Purple |
Manager | Red |
Accountant | Blue |
Sales | Gray |
Delivery | Indigo |
Data Entry | Pink |
Employee | Gray |
Best Practices
For Managers
Daily Review: Check time entries at end of each day
Missing Clock-Outs: Follow up with staff who forget to clock out
Regular Audits: Review time sheets weekly for accuracy
Training: Ensure all staff know how to clock in/out
For Staff
Clock In Immediately: Clock in when starting your shift
Clock Out Before Leaving: Always clock out at end of shift
Report Issues: Tell manager if you forgot to clock in/out
Check Your Hours: Review your time sheet for accuracy
Common Scenarios
Employee Forgot to Clock Out
Scenario: Employee left without clocking out, showing as "Clocked In" next day.
Solution:
Manager opens employee's time sheet
Deletes the incomplete entry
Creates a new time entry with correct times (if supported)
Or simply lets employee clock out now and notes the discrepancy
Multiple Clock-Ins Same Day
Scenario: Employee clocked in, took a break, and clocked in again.
How It Works:
Each clock-in creates a new time entry
Multiple entries per day are allowed
Hours are calculated per entry, not aggregated
Wrong Employee Clocked In
Scenario: Staff member accidentally clocked in for wrong person.
Solution:
Clock out the wrong entry immediately
Have correct employee clock in
Manager can delete the erroneous entry later
Mobile vs Desktop View
Feature | Mobile POS | Desktop POS |
Employee List | Simplified, essential columns | Full details with all columns |
Time Sheet | Vertical scroll, compact | Table view with pagination |
Clock Actions | Quick access menu | Dropdown with more options |
Pagination | Previous/Next buttons | Full pagination controls |
Reporting & Export
Advanced reporting and CSV export of time data is available in Partner Portal under Reports > Staff Reports.
Full Staff Management
Beyond time tracking, the Partner Portal supports comprehensive employee management:
Add, edit, and deactivate employee accounts.
Assign roles that tie into permissions (see User Access & Permissions and Permissions for details on roles and access control).
Link employees to POS logins and track performance where available.
Employee Performance (if enabled)
Some setups include performance metrics such as:
Orders handled
Average handling time
Customer ratings (if integrated)
Sales contributions
View these in the employee profile or dedicated performance reports under Reports > Staff Performance (availability depends on your configuration and plan).
For roles in context of permissions, ensure staff have appropriate access without over-privileging.
Best Practices for Full Management
Regularly review employee lists and deactivate former staff promptly.
Use permissions to enforce least-privilege access.
Cross-reference time tracking with performance data for fair evaluations.
Train managers on using the full employee tools alongside time sheets.
Available Reports
Daily attendance summary
Weekly hours by employee
Monthly payroll hours
Overtime tracking
Late arrivals report
Permissions Required
Action | Required Permission |
View employee list | POS access |
Clock in/out for self | POS access |
Clock in/out for others | Manager+ role |
View all time sheets | Manager+ role |
Delete time entries | Manager+ role |
Export time reports | Owner role |
Integration with Payroll
Time tracking data can be exported for payroll processing:
Partner Portal > Reports > Staff Reports
Select date range
Export as CSV
Import into your payroll system
Related Documentation
User Access & Permissions and Permissions — Role-based access and staff permissions.
Settings Overview — General shop configuration.
Reports & Analytics — Staff performance and time-related reports (where available).
Shift Schedule — Visual weekly planning and publishing.
Need Help?
Contact your Fleksa account manager for advanced reporting needs