Time Clock Administration and Approvals
Managers and administrators can review, adjust, and approve employee timecards from the Time Clock → Admin panel. Access to this panel requires the TC_VIEW_ALL_TIMECARDS permission.
Admin Panel Sections
The admin panel is organized into three sections:
- Pending Approvals — Timecards that have been submitted and are waiting for manager review.
- All Timecards — A complete list of timecards with filters for status, date range, employee, and location.
- Exception Monitor — Entries that have been automatically flagged for issues such as missed clock-outs, shifts exceeding the auto clock-out threshold, or clock-ins outside the grace period.
Approving Timecards
To approve a timecard, select the entry from the Pending Approvals list and click Approve. The timecard's status changes from Open to Approved, and it becomes ready for payroll processing. You can select multiple timecards and approve them in bulk.
Rejecting Timecards
If a timecard contains errors, select the entry and click Reject. AccuArk requires you to enter a reason for the rejection. The employee will see this reason and can correct their hours or provide clarification. Rejected timecards return to Open status.
Making Adjustments
To correct a timecard entry, select it and click Edit. You can change the clock-in time, clock-out time, or break duration. AccuArk requires a mandatory reason for every adjustment. Click Save to apply the changes.
Every adjustment creates an immutable adjustment record that captures:
- The original value
- The new value
- Who made the change
- When the change was made
- Why the change was made
This audit trail ensures full accountability and cannot be deleted or modified.
Timecard Status Flow
Timecards move through four statuses during their lifecycle:
| Status | Description |
|---|---|
| Open | The employee is still working or the shift has ended but has not been reviewed |
| Closed | The timecard period has ended and the entry is ready for review |
| Approved | A manager has reviewed and approved the entry for payroll |
| Locked | The entry has been exported to payroll and can no longer be modified |
Required Permissions
Three permissions control access to time clock administration:
- TC_VIEW_ALL_TIMECARDS — View all employee timecards across the location
- TC_EDIT_TIMECARD — Make adjustments to timecard entries
- TC_APPROVE_TIMECARD — Approve or reject timecards
Assign these permissions through Employees → Roles & Permissions to ensure the right people have the right level of access.