Help center

Get help with Clockspot, from first setup to everyday tasks.

Find step-by-step guidance for configuring your workspace, tracking time, managing schedules, reviewing reports, and preparing payroll.

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  1. 01How Clockspot works
  2. 02Setting up your workspace
  3. 03Time entries
  4. 04Running payroll
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Getting started

  1. How Clockspot works

    Follow a workday from employee clock-in through manager review, timesheet approval, reports, and payroll export so you can see how Clockspot's parts fit together.

  2. Glossary

    Look up plain-language definitions for the terms Clockspot uses across time tracking, schedules, reports, payroll preparation, and workspace setup.

  3. Signing in

    Sign in with the one-time link Clockspot sends to your email, without creating, remembering, or resetting a password.

  4. Creating your account

    Create a Clockspot workspace by starting a free trial and confirming the one-time email link, then continue to employee and time-tracking setup.

  5. Accepting your invitation

    Accept the invitation sent by your employer, confirm your email, and join the correct Clockspot workspace without creating a password.

  6. Setting up your workspace

    Work through the owner setup checklist, add billing for continued access, and put the remaining employee, policy, and clocking setup in a sensible order.

  7. Set up employee clocking

    Choose how employees will clock in, set only the rules the first shift needs, and test the complete clock-in and clock-out path before rollout.

  8. Connecting Clockspot to ChatGPT

    Install Clockspot from ChatGPT's Plugins Directory, connect your Clockspot account, review access, and start asking about employee time.

Troubleshooting

  1. Why payroll is not ready

    Use Payroll Readiness to identify the exact employees and records blocking payroll, fix each issue at its source, and rerun reports before exporting.

  2. Fixing missed or open clock-ins

    Find missing punches, open shifts, and incorrect time entries, then correct the source record so approvals and payroll reports update cleanly.

  3. Fixing an approved timesheet

    Safely reopen an approved timesheet from Approvals History, correct the underlying entry, approve the period again, and recheck payroll reports.

  5. Employee invite or access problems

    Diagnose why an employee cannot enter Clockspot by checking invitation status, archived records, access levels, and clocking setup as separate access paths.

  6. Time off request or balance looks wrong

    Identify whether a time off problem belongs to the request, recorded entry, current balance, or accrual policy, then make the correction in the right place.

Clocking & time entries

  1. Time Clock

    Clock in and out for a shift, select a job when required, add useful notes, and see the status Clockspot records after each action.

  2. Timesheet

    Review the time entries in your current period, spot missing or incorrect details, and submit the complete timesheet to your manager for approval.

  3. Requesting a time entry edit

    Request a correction to a recorded time entry or break, explain what should change, and track the request until a manager reviews it.

  4. Time entries

    Review employee time by period, add or correct entries and breaks, and move accurate records through approval without losing their history.

  5. Who’s Working

    See each employee's current work status at a glance, including who is clocked in, on break, scheduled, on time off, or off duty.

  6. Edit Requests

    Review the original and requested time-entry details side by side, then approve or reject employee changes to shifts and breaks.

  7. Approvals

    Review submitted timesheets by employee and pay period, then approve accurate records, reject work that needs correction, or reopen a previous decision.

  8. Breaks & Lunches

    Create meal and rest break types, choose whether each one is paid, and configure minimum durations, automatic deductions, or break reminders when your policy calls for them.

  9. Checklists

    Build end-of-shift checklists, apply them to the right jobs or work sites, and choose whether employees can finish later or must submit before clocking out.

  10. Clock Activity Map

    Plot employee clock-in and clock-out events on a map, inspect the underlying entry, and focus on locations that may need attention.

Scheduling

  1. Schedule

    Build and publish assigned or open shifts, review employee requests, and resolve schedule issues before work begins.

  2. My Schedule

    Review your published shifts, request available open shifts, and share when you are available to work.

Time off

  1. Time Off

    Check your available time off by type, choose the dates and hours you need, and submit a request for your manager to review.

  2. Time Off Requests

    Review employee time off requests with their dates, hours, notes, and available balance, then approve or reject each request.

  3. Time Off Entries

    Review recorded time off across employees, add or correct entries when needed, and archive records that should no longer remain active.

  4. Time Off Balances

    Review each employee's current balance by time off type, make a documented adjustment, and understand how the change affects available hours.

  5. Time Off Types

    Create vacation, sick, and other time off types; choose whether each is paid; and define how employees receive and carry their balances.

  6. How time off accruals work

    Understand how fixed grants and earned accruals add time, how caps limit balances, and how carryover changes what remains at renewal.

Reports

  1. How overtime works

    See how Clockspot applies your overtime rules to worked hours, separates each overtime tier, and presents the result in payroll reports.

  2. Running payroll

    Follow a repeatable payroll workflow from closing the pay period and resolving readiness issues through reviewing totals and exporting provider-ready numbers.

  3. Reports

    Choose the report that answers your hours, attendance, payroll, job-cost, time off, Work Site, or clock-verification question instead of searching through every export.

  4. Scheduled Reports

    Schedule recurring report exports by email, review the saved files Clockspot generates, and keep routine payroll or operations reporting on time.

  5. Daily Summary

    Review one day's workforce activity, including who is working, recorded versus scheduled hours, time off, and exceptions that may need attention.

  6. Attendance

    Review daily attendance by employee, including worked, absent, scheduled, time-off, and off days alongside the recorded in and out times.

  7. Breaks

    Audit recorded meal and rest breaks by employee, including their duration, paid status, and whether each break was entered or deducted automatically.

  8. Schedule vs Actual

    Compare completed scheduled shifts with recorded work to find missed shifts, early or late differences, and time worked without a schedule.

  9. Schedule Coverage

    Find published work that still needs staffing or employee confirmation.

  10. Schedule Changes

    Review who changed published shifts, what changed, when, why, and which shifts changed together.

  11. Hours Summary

    Compare worked, regular, overtime, and time off hours by employee while keeping paid or unpaid time off separate from worked totals.

  12. Overtime

    Find employees approaching overtime before it happens, then review recorded overtime hours and the rule that placed time in each tier.

  13. Payroll Readiness

    Check payroll blockers and warnings by employee, follow the suggested cleanup action, and confirm the underlying time and pay records are ready.

  14. Payroll Summary

    Review each employee's worked hours, regular and overtime pay, time off, and incomplete payroll facts before sending totals to your provider.

  15. Timesheet Audit

    Audit direct edits and employee change requests with the original value, new value, person responsible, timestamp, and stated reason.

  16. Job Hours

    Break employee hours down by Job, compare what recorded time was for, and use the totals for operations, billing, or payroll review.

  17. Labor Budgets

    See whether each job is on track by comparing planned hours with published shifts and completed work, then review results by job or client.

  18. Labor Cost by Job

    Compare worked hours, straight-time pay, overtime premium, and total labor cost by job so you can see where payroll dollars went.

  19. Labor Cost by Work Site

    Compare worked time and labor cost across attributed Work Sites, including entries that have no Work Site.

  20. Time Off Usage & Balances

    Find negative or unknown time off balances, then compare approved usage, pending requests, adjustments, and current availability for each employee.

  21. Work Checklists

    Review every checklist a shift owed in a period, which ones reported a problem, and which ones were never answered.

  22. Mileage

    Review current work trips and exact distance totals by employee, Job, and Work Site without counting voided or superseded records.

  23. Qualification Status

    Review accepted employee qualifications as of a selected date, including records that start later, end soon, have expired, or have been revoked.

  25. Verification Exceptions

    Review unverified clock events, conflicting Work Site approvals, missing kiosk photos, and missing phone voice recordings that may need follow-up.

  26. Work Site Summary

    Compare worked hours, time entries, and employee headcount across Work Sites to understand how activity is distributed between sites.

  27. Work Site Activity

    Review the Work Site attributed to each clock-in and clock-out, with enough detail to investigate unexpected or missing site activity.

  28. Clock Verification

    Find clock events that did not match a configured approval and time entries attributed to different Work Sites at clock-in and clock-out.

  29. Work Site Coverage

    Compare each employee's attributed Work Sites by day so you can spot coverage patterns, site changes, and unexpected activity.

  30. Work Site Overview

    Scan each Work Site's worked hours, time-entry volume, and employee activity before opening a site for more detailed review.

Notifications

  1. Inbox

    Work through urgent manager reviews, your own unfinished tasks, and notification history from one place without losing your position in the queue.

  2. Team Updates

    Read workplace updates, confirm the ones that require acknowledgment, or publish an update to the right employees at the right time.

  3. Team Update delivery readiness

    Check which employees can receive Team Update email or SMS alerts and which will rely on the Team Updates page before you publish.

  4. Notifications

    Catch up on recent Clockspot alerts and workspace activity, open the record behind a notification, and clear items you have finished reviewing.

  5. Notification Preferences

    Choose which Clockspot events should notify you, whether each alert arrives by email or SMS, and which channels you want to leave quiet.

Locations & devices

  1. Enable Geolocation

    Turn geolocation on in your browser or device settings so each clock-in records where it happened.

  2. Work Sites

    Define the physical places where work happens, add optional GPS areas, and connect jobs or clocking approvals when those relationships are useful.

  3. Kiosks

    Create and manage shared kiosk clocks on a tablet or computer, then give employees a simple screen where their own PIN records each clock event.

  4. Clocking in at a kiosk

    Use a shared kiosk to select your name, enter your PIN, choose any required job, and record a clock-in or clock-out.

  5. Phone clocking

    Set up employee phone clock IDs and PINs, share the dial-in number, and optionally restrict calls to approved workplace numbers.

  6. Clocking in by phone

    Call the phone-clock number, enter your employee phone ID and PIN, and follow the prompts to record a clock-in or clock-out.

Workspace setup

  1. Employees

    Invite Employees, update their profiles and employment details, archive people who have left, and manage Employee, Administrator, and Owner access.

  2. Employee Pay

    Set an employee's pay type, hourly rate when applicable, exemption status, and pay schedule while preserving the effective-dated history behind payroll calculations.

  3. QuickBooks Online

    Send approved employee and contractor time to QuickBooks for time tracking, job costing, reports, and customer billing.

  4. Payroll Files

    Create reusable files that carry reviewed Clockspot hours into supported payroll providers.

  5. Access

    Understand how Employee status differs from Administrator and Owner access, then choose what each person needs.

  6. Jobs

    Define what employees can record time against, assign Jobs where needed, and use Job-coded time to understand hours and labor costs.

  7. Clients

    Group related jobs and work sites for each customer, then report time consistently by client without asking employees to select one separately.

  8. Work types

    Add optional service, task, or accounting detail within jobs and carry it through clocking, schedules, reports, and QuickBooks Online.

  9. Company Profile

    Update the company image, name, time zone, locale, currency, and address so the workspace uses the right business and display defaults.

  10. Settings

    Find workspace setup for company details, employees, pay, time rules, alerts, jobs, clocking, or billing.

  11. Workweek

    Choose the day your workweek begins and understand how that seven-day boundary groups schedules, timesheets, reports, and overtime calculations.

  12. Time Entry Rules

    Choose required clock details, clock-time rounding, and schedule-based clock-in restrictions.

  14. Overtime Rules

    Set the daily, weekly, or consecutive-day thresholds and pay multipliers Clockspot uses to classify and report overtime hours.

  15. Alerts & Reminders

    Choose when Clockspot creates automatic clocking, shift, timesheet, and overtime notifications for the workspace.

Account & billing

  1. My Profile

    Update your name and contact information, choose your personal display preferences, and keep the details associated with your Clockspot sign-in current.

  2. Subscription & Billing

    Review the workspace subscription, update the payment method, inspect past invoices, and see the billing details that determine continued access.