Managing employee time shouldn’t be complicated — and with Netchex Time & Attendance, it isn’t. This session is a quick tour of how time flows through the system, from the moment an employee punches in to the moment that time moves into payroll.

Three ways to capture time

However your team works, Netchex gives you three flexible ways to capture time, and every punch flows automatically into the employee’s digital time card — no manual entry and no guesswork.

• Hardware clocks — support facial recognition, badge readers, and fingerprint scanning.
• The web time clock — works on a desktop browser.
• The Netchex mobile app — punch in and out from a phone.

What employees see

No matter how they punch in, employees have instant visibility into their own time card. That includes a summary of punches, a distribution view showing earnings by pay type and rate, and the ability to toggle between weekly and pay-period views — so employees always know where they stand.

What managers and admins do

Reviewing and updating time is straightforward. From an individual employee’s profile or from the time card edit view, you can add or remove punches, update department or project details, add earnings like bonuses, and review punch update requests submitted by employees — all in one place.

The time card edit view is especially useful for managing a group of employees at once, with built-in alerts and filtering by payroll group or pay period. Once time looks accurate, approving time cards is a simple final step before payroll — and just as easy to undo if a correction is needed afterward.

Reporting throughout the pay period

Netchex offers several reports to keep you informed as the pay period unfolds:

• Approaching Overtime — flags employees nearing overtime thresholds so you can adjust before the cost hits.
• Detail report — a full punch-and-earnings export in Excel, ideal for pre-payroll review.
• Audit report — a complete record of any time card changes: who made them and when.

This session walks through the Time & Attendance Company Rules features in Netchex. To follow along, navigate to Time and Attendance, then select Company Rules from your dashboard. Most of these settings are already in place when you onboard, so much of this is a “set it and forget it” area — but it’s good to know where to come back as your company grows.

Client Project Transfer

If your company uses client projects, this feature lets you assign a specific pay code that’s tied directly to a client project. When an employee clocks in or out and selects that client project, the pay code is applied automatically. You can even set a fixed dollar amount — useful for roles that aren’t time-based, like fitness or exercise classes where employees are paid a flat rate per session rather than by the hour.

Department Transfer

Similarly, Department Transfer lets you assign a specific pay code to a department when employees are permitted to clock in and out across multiple departments. You’ll select both a pay code and an overtime code (daily, weekly, or bi-weekly), and you can also link a department directly to a client project for even greater flexibility.

Legacy Hardware Clocks & Force Collect

If your company uses one of Netchex’s original hardware clocks, you’ll view and manage those devices under Legacy Hardware Clocks. This is where you add clocks to your account or run a Force Collect.

Here’s when Force Collect matters: if a clock loses its internet connection overnight but employees keep punching, the clock holds those punches locally. Once the connection is restored, come back to this section and run a Force Collect to push all stored punches straight to your employees’ time cards — and you can do it for all clocks at once.

Facial-recognition clocks

Netchex also offers a newer generation of hardware clocks with facial recognition. These are set up in the same area and support three identification methods — facial recognition, fingerprint scan, or badge reader — so you can choose what works best for your workforce. You can review connection statuses and serial numbers under the hardware clock setup. One helpful note: when you purchase or rent a clock through Netchex, it arrives already configured in your account, so there’s very little setup on your end.

Payroll Group Rules

Payroll Group Rules displays all of your payroll groups with their pay frequencies (for example, semi-monthly or bi-weekly) and how many employees are in each. Select a group to see its configuration options.

The pay period start date determines the first day that appears on your time cards — in other words, what day of the week your time cards begin. If your pay period starts on a Monday and you want your time cards to reflect that, this is where it’s configured.

A few other settings worth knowing here:

• Punch-time selections — allow employees to select their department, division, business unit, or client project at the moment they clock in or out. If you want to start tracking time at that level of detail, this is where you enable it.
• Web Terminal restrictions — control which departments or client projects specific employees are allowed to clock into.
• Rounding rules — round employee punches to the nearest interval (for example, rounding a clock-in that’s five minutes early back to the top of the hour). We recommend looping in your service team before changing rounding rules.
• Missed punch settings — define when the system flags an open punch. For predictable schedules you might trigger it at 8 or 9 hours; many companies prefer a longer window (12, 24, 36, or 48 hours) to allow for overtime or extended shifts. This is what prompts the employee to submit a punch correction request.

Shift setup

Shift setup is also organized by payroll group, and it’s where you configure shift variances and holiday schedules. If an employee clocks in on a company holiday, you can set up a holiday pay rule to apply automatically. Because changes here are reflected immediately on all unapproved time cards, we strongly recommend coordinating with your service team before making updates.

Terminal Group Setup

Terminal groups are managed under Terminal Group Setup, where you can create as many groups as your organization needs. A few things to keep in mind:

• Geofence restrictions are limited to one per terminal group. If employees need to clock in from multiple locations, use an IP restriction or enable the punch map instead.
• There’s no cap on how many employees or clocks you can add to a terminal group — a legacy clock, a facial-recognition clock, and mobile devices can all live in one group.
• However, each employee can only be assigned to one terminal group at a time.

In Netchex, managers and admins can manage punches directly in the system, all in one place. This session covers the Time Card Editor from the manager and admin view.

Getting to the Time Card Editor

From your dashboard, navigate to Time and Attendance, then select Time Card Edit. The Time Card Editor is your home base for punch management.

Finding the right employees

You have robust filtering to find exactly who you’re looking for — filter by company code, payroll group, division, business unit, department, approving manager, employee, and employee status. So whether you need one specific person or an entire group, you can get there quickly.

You can also choose how you view time cards. Viewing by pay period lets you confirm there are no missing punches from the previous pay period as you gear up for payroll; a proactive manager can just as easily review the current pay period. And you can toggle between a weekly view and a pay-period view, whichever works best for your workflow.

Alerts at a glance

On your employee list you’ll notice a column called Alerts — a quick visual snapshot of which employees have items that need attention. At the top of the screen, a legend explains what each alert indicator means. For example, if you’re focused on missing punches, you can see right away which employees have a missing punch flagged.

Fixing missing punches

From an alert, you can click directly into an employee’s time card and begin making updates. A quick best-practice note: if someone went out to lunch but you don’t know the exact time, it’s worth checking in with them directly to confirm the details before updating a missing punch.

Reviewing and approving pending punch requests

Back in the Time Card Editor, you can also see employees who have pending punch update requests. Walk through each one and approve it if it’s correct — for example, an end-of-day punch the employee forgot to submit, or an in-from-lunch punch. Once a punch has been approved, you’ll see a blue flag indicating that the punch has been changed.

More than punches

The Time Card Editor also gives you a holistic picture in one place. You can see schedule violations such as late arrivals or missed shifts, and any unapproved time cards that employees still need to sign off on before payroll is processed.

This session walks through the key Time & Attendance reports in Netchex. To follow along, navigate to Time and Attendance from your admin dashboard, then select Reports. A quick format note up front: many T&A reports generate only as PDF, the Daily Hours report is Excel-only, and a few (Detail and Summary) can do both.

Approaching Overtime

A great tool for monitoring working time throughout the pay period — run it at the end of a completed workday for the most accurate picture. On the settings page, select your company code and payroll group, set your date range, then enter a tolerance amount: the number of hours before an employee reaches 40 that you want to flag. Enter 4 to surface anyone within four hours of overtime, or 8 if your employees work standard 8-hour shifts. Hit Generate (top-right). This report is PDF-only.

Approval Report

Select your company code and payroll group — leave it on All Payroll Groups if they share a schedule, or pick a specific group if they differ — then choose your pay period. You can also filter by department, client, project, employee, or geofence, and check a box to show only employees with unapproved days. The report displays a day-by-day breakdown showing which days were approved by the employee and which by the supervisor, along with the supervisor’s name and the exact date and time of approval.

Audit Report

Select your company code, apply any filters (department, project, or a specific employee), set your start and end dates, and hit Generate. This report surfaces the punch or earnings date/time as it appears on the time card, the action taken (add, edit, or delete), the punch type, and the associated business unit, department, or client project. The two most important fields are the user code (who made the change) and the action date and time (when it happened) — giving you a clear, traceable record of any time card changes.

Comments Report

Useful any time time cards contain comments — a PTO notation, a note a manager added in response to a punch update request, or an employee’s reason for clocking in late or leaving early. Select your company code, narrow by department, project, or employee if needed, enter your date range, and Generate to return all comments that match.

Daily Hours Report

One of the few T&A reports available exclusively in Excel. Select your company code, apply filters, and enter your date range; you can also include report totals broken out by department, business unit, division, or company. Choose Export to Excel and you’ll get each employee’s name, each date in range, the hours worked per day, an individual total, and an overall company total.

Detail Report

A more in-depth look at those same daily hours, and it can be produced in Excel or PDF. The Excel version is comprehensive — company and employee identifiers, payroll group, and (starting in column H) a punch-by-punch breakdown (in day, out to lunch, in from lunch, out day) with daily totals. It can feel like a lot at first glance, which is where the PDF version shines: the same information laid out much like a traditional time card, organized by employee and date.

Employee Status Report

This one is different: it gives a real-time snapshot of where your employees are right now, so it can only be run for the current day. Select your company code, narrow by department, project, or a specific employee, then Submit. You might see, for example, that an employee is currently clocked in, with the timestamp of that punch.

Payroll-Based Journal (PBJ)

Designed specifically for nursing homes and skilled nursing facilities, the PBJ report is a required submission for Medicare- and Medicaid-certified long-term-care facilities. It provides a detailed breakdown of staffing hours, employee information, labor categories, and census data needed for compliance reporting.

Shift Detail Report

Shows exactly what your shift setup looks like by payroll group. Select your company code and payroll group — pull all shifts across all groups in one report, or narrow to a single group. Available in Excel or PDF.

Sign-Off Sheet Report

Produces a printable time card that both the employee and their supervisor can physically sign — a great tool for companies that need verifiable paper records. Select your company code and filter by payroll group, department, client project, or employee; enter your date range; optionally include terminated employees with time in the period; and choose whether to show wages (pay rate and estimated earnings) or leave them out. Each employee prints on their own page with signature lines for both parties.

Summary Report

Very similar to Daily Hours, but it can also generate as a PDF in addition to Excel. Enter your company code, optionally select a payroll group, apply filters, and set your date range. Like the Sign-Off Sheet, you can include terminated employees and show wages, choose employee- or company-level totals, and even print each employee on a separate page. In PDF, it breaks down each pay code on the time card for the period, total hours worked, any units added, and associated earnings (if you display wages).

This session shows the employee side of Time & Attendance — how employees punch in and out from their profile, and how they submit punch updates when something needs to be corrected — on both desktop and mobile.

Punching in and out (desktop)

Once an employee has been assigned to a terminal group, they’ll see the blue Punch In / Punch Out button right on their dashboard. Selecting it brings up the available punch options and shows a helpful indicator of when their last punch occurred. For an employee already clocked in, choosing Start Lunch records the break; once submitted, a confirmation indicator lets them know the punch was accepted.

Checking the time card and fixing a missing punch

From the dashboard, employees can open their time card to review punches for the current period — the punch they just made will be reflected there. Any missing punches are visible too, and can be corrected right from the time card.

To submit a punch update, the employee clicks the missing punch and confirms the date, punch type, and punch time — typing it in directly or using the clock icon. If the company uses client projects or department transfers, those can be assigned here as well. A reason for the update is required — something as simple as “Forgot to punch out” works fine. Then click Request Time Punch Update. The punch turns a golden color, indicating it’s now pending manager approval.

The mobile experience

Mobile mirrors the desktop. Employees see the same blue punch-in/punch-out icon on their dashboard and can punch just as they would in a browser. To review time, they tap Timecard, where any day with an issue is highlighted with a red square. Tapping the drop-down for that day reveals the missed punch, along with any golden punch update requests awaiting manager approval.

As long as the time card hasn’t been approved yet, employees can still edit other punches with the pencil icon — for example, correcting a 1:05 p.m. punch to 1:00 p.m. They select Update Punch, enter the correct time, assign a client project or department transfer if applicable, provide a reason, and submit. Submitted updates show as golden punches, ready for manager review.

One important reminder

Punch update requests are exactly that — requests. They don’t take effect until a manager approves them. And employees shouldn’t forget to address any remaining missed punches.

The Time Off dashboard lives under Time and Attendance → Time Off. When you land on it, it automatically defaults to showing you who is off on the current day.

Searching and filtering

You can search for specific employees, select specific company codes and departments, and even filter by manager hierarchy to focus the view on the people you’re responsible for.

Time Off Requests

Below, the Time Off Requests section displays any requests that are currently pending. From here you can approve, decline, or view more details on a request.

Approved, declined & FMLA

Toggle over to the Approve tab to view approved requests scheduled for the future, along with any declined or FMLA requests. You can adjust the date range with the calendar filters to view a specific period. You’ll also see a calendar view with red dots on specific days — a quick visual indicator of which employees have time off on any given date.

Adding a time-off request

You can also add time-off requests directly from the dashboard. Click Add Time Off Request, then select the employee, the status you want the request to be in, and the time-off plan that applies to that employee. Enter the applicable dates and the number of hours — the hours default to the amount configured in the plan but can be adjusted as needed. You can mark specific days to exclude and add a reason. The reason field is optional by default, though you can make it required on the back end of the plan. Once you hit Submit Request, it flows into the Time Off Requests section under the appropriate status.