> ## Documentation Index
> Fetch the complete documentation index at: https://docs.decodahealth.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Staff Time Tracking
> Track staff clock-in and clock-out times, compare scheduled vs. worked hours, and export data for payroll.
**Where to find it:** Go to **Check-In > Clock In / Out**.
**Module required:** The Clock-In feature must be enabled for your organization. If you see a message saying "Clock-In Module Not Enabled," contact your account administrator.
## Clocking In and Out (Staff)
As a staff member, you clock in and out using the **Clock In** button in the top bar of the screen. You do not need to navigate to a separate page.
### On Desktop
The **Clock In** button appears in the top right area of the screen while you're logged in.
Look for the **Clock In** button in the top navigation bar on the right side of the screen.
Click **Clock In**. A short confirmation appears showing the current time, plus a heads-up if you're clocking in earlier or later than your scheduled shift.
* Click **Clock in** to confirm. If your clinic has one location (or you have a primary location set), you're clocked in right away.
* If you work across multiple locations and have no primary location, the confirmation lists them — click **Clock in at** the location you're working at today.
When your shift ends, the button shows **Clock Out**. Click it, review the confirmation — which shows when you clocked in and how long you've worked — then click **Clock out** to record your end time.
**Button colors explained:**
| Button color | What it means | What to do |
| ----------------- | ----------------------------------------------------- | ----------------------------- |
| Red | Your shift has started and you haven't clocked in yet | Click the button to clock in |
| Purple | Your shift has ended and you're still clocked in | Click the button to clock out |
| No color (subtle) | No active alert | Clock in or out as needed |
### On Mobile
Tap your profile picture or avatar in the bottom left corner of the screen.
Tap **Clock In** from the menu. A confirmation appears with the current time and any shift warning.
* Tap **Clock in** to confirm. With one location (or a primary location set), you're clocked in right away.
* If you work across multiple locations with no primary location, tap **Clock in at** the location you're working at today.
Open the profile menu again, tap **Clock Out**, and confirm.
### Clinic Network Requirement
Your clinic can require staff to clock in from the clinic's own network. If this is on and you try to clock in from somewhere else, you'll see **"Clock-in is restricted to the clinic's network. Connect to the clinic Wi-Fi and try again."** Reconnect to the clinic Wi-Fi and clock in again. Administrators turn this on under **Settings > General**.
### Forgot-to-Clock-Out Reminders
If you leave yourself clocked in past the end of your scheduled shift — or for more than 12 hours if you have no shift for the day — Decoda sends you a one-time reminder by text and email so your hours don't run long. Just clock out as usual once you get the reminder. You'll only get one reminder per day even if you have several open records; a second forgotten shift the same day won't page you a second time.
### If You Don't See the Clock In Button
Some staff accounts are set up to skip time tracking — for example, salaried employees or remote staff. If your account has the **Skip Clock In** setting enabled, the Clock In button will not appear anywhere on your screen. This is expected. Contact your manager or administrator if you believe this is a mistake.
***
## Managing Staff Time (Managers & Admins)
The Clock In / Out page tracks when staff members start and stop work, and compares those times against their scheduled shifts. Practice managers and office managers use it to monitor attendance, catch missed clock-ins, and export time data for payroll.
## Choose a Date Range
The page opens on the current week. Use the date range picker to change what it shows:
* **Date range picker** — Click it to pick a start and end date, or choose a shortcut such as **This week**, **Last week**, **Month to Date**, or **Today**. The table, summary cards, and export all follow the range you pick.
* **Left and right arrows** — Move to the previous or next period of the same length. If you're viewing a week, they move a week at a time; if you're viewing a month, they move a month at a time.
## Summary Cards
Six summary cards at the top give you a snapshot of the selected date range:
| Card | What it tells you |
| -------------------- | --------------------------------------------------------------------------------------------------------------------------- |
| **Providers** | How many staff members have entries in the selected range. |
| **Clock-Ins** | Total number of clock-in records in the selected range. |
| **Scheduled Shifts** | Total number of shifts on the books. |
| **Scheduled Time** | Total hours scheduled across all providers (e.g., "40h 00m"). |
| **Worked Time** | Total hours actually worked based on clock-in/out records. |
| **Total Variance** | The difference between worked and scheduled time. Green means staff worked more than scheduled; red means they worked less. |
**What is variance?** Variance is the gap between how long someone was scheduled to work and how long they actually worked. If a provider was scheduled for 8 hours but only clocked 7 hours and 30 minutes, the variance is -30 minutes. Positive variance means overtime; negative means under-time. Check variance at the end of each week to catch missed clock-ins or scheduling issues before they affect payroll.
## Read the Time Entries Table
Each row in the table represents one provider's activity for a single day. Here's what each column shows:
| Column | What it shows |
| --------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Date** | The day this entry is for. |
| **Provider** | The staff member's name. |
| **Location / Shifts** | The location name and the scheduled shift times for the day. Shows "No scheduled shifts" if the provider had no shifts. |
| **Clock In/Out** | The actual clock-in and clock-out times. Shows a "Now" badge if the provider is still clocked in. Shows a warning if no clock-ins were recorded. |
| **Scheduled** | Total scheduled shift time for the day (hours and minutes). |
| **Worked** | Total time actually worked based on clock-in/out records. |
| **Variance** | The difference between worked and scheduled. Positive (over) appears in green; negative (under) appears in red. |
## Filter and Group Entries
Use the filter bar to narrow the table:
* **Providers** — Show entries for specific staff members only.
* **Locations** — Filter by clinic location.
Use the **Group By** menu to organize rows:
* **Date** — Group entries by day (default). Each day becomes a collapsible section.
* **Location** — Group by clinic location.
* **Provider** — Group by staff member.
* **None** — Show a flat list with no grouping. This view shows pagination with 25 items per page.
## Add a Manual Time Entry
Sometimes staff forget to clock in, or you need to correct an error. Click **Add Time Entry** in the top right corner.
**Quick add:** Rows that show "No Clock-Ins Recorded" have a **+** button. Click it to open the Add Time Entry form pre-filled with that row's provider, location, and date — saving you from selecting those fields manually.
Choose the staff member from the list.
Choose the clinic location for this entry.
Pick the date and time the provider started work.
Pick the date and time the provider finished work. Leave this empty if the provider is still working. The clock-out must be on the same day as the clock-in, and the clock-in must be before the clock-out.
Click **Add Time Entry** to create the record.
## Edit a Time Entry
Click the gear icon on any row and select **Edit Entry**. A window opens where you can adjust the clock-in and clock-out times.
If a row has multiple clock-in entries for the same day (for example, someone clocked out for lunch and clocked back in), you'll be asked to choose which entry to edit.
## Clock Out a Provider
If a staff member is still clocked in (their row shows a **Now** badge), you can close out their shift in one step. Click the gear icon on the row and select **Clock Out**. A short confirmation shows who you're clocking out and when they clocked in — click **Clock Out** to set their end time to the current time.
**Same-day only.** The quick **Clock Out** option only appears for shifts that started earlier today. If someone left themselves clocked in overnight, use **Edit Entry** instead to set the correct clock-out time.
## View Change History
Click the gear icon and select **View History** to see a log of all changes made to a specific clock-in record. The log shows who made each change and when — useful for auditing or resolving disputes about hours.
## Export for Payroll
Click **Export** to download clock-in history for the selected date range. The export includes all the data visible in the table: date, provider, location, shift times, clock-in/out times, scheduled hours, worked hours, and variance.
**Export weekly for payroll processing.** Running the export at the end of each week keeps your payroll data current and makes it easy to catch discrepancies before they become problems.
## Common Questions
Use the **Add Time Entry** button to manually create a clock-in record for them. Enter the time they actually started and finished work. The entry will appear in the table and the variance will update accordingly.
Staff with the **Skip Clock In** permission are exempt from clocking in or out. They won't see clock-in prompts or reminders — the system treats them as if the clock-in requirement doesn't apply to them. This is useful for executives, remote staff, or anyone who doesn't need time tracking.
Staff without the **Clock-In History Read** permission are filtered to see only their own clock-in records by default. This is by design — most staff only need to see their own hours. Managers and admins with **Clock-In History Read** permission can see everyone.
Yes, if you have the **Clock-In Times Edit** permission. Click the gear icon on their row and select **Edit Entry**. All changes are logged in the entry's history, so there's a full audit trail.
Red variance means the provider worked fewer hours than they were scheduled for. This could mean they clocked in late, clocked out early, or missed a clock-in entirely. Check the Clock In/Out column to see the actual times and compare them to the scheduled shifts.