Subscription Tier: Pro Only
The Employee Time Clock lets your team members clock in and out for work shifts. Admins can view all time entries, edit punches, generate payroll summaries, and email pay stubs. Employees see only their own time entries.
- Log in to the Employee Dashboard.
- Click the Clock In button.
- If your browser supports geolocation, the system records your GPS coordinates at clock-in (latitude and longitude).
- You're now on the clock. The dashboard shows your current shift start time.
- Click the Clock Out button.
- Optionally add Notes about your shift (e.g., "Setup at Johnson wedding, tear-down at Smith event").
- GPS coordinates are recorded for clock-out as well.
- Your shift is complete.
The Employee Dashboard shows:
- Your current clock status (clocked in or out)
- Recent time entries with clock-in time, clock-out time, and total hours
- A weekly summary of your hours
Navigate to Timesheets from the admin dashboard. You can view time entries for all employees with filters:
- Date range — filter by start and end date
- Employee — filter by specific employee
Each entry shows:
- Employee name
- Clock-in and clock-out times
- Total hours worked
- Any notes the employee added
- GPS coordinates (if available)
Admins can add time entries manually for employees who forgot to clock in/out:
- Click Add Entry.
- Select the Employee.
- Set the Clock In and Clock Out times.
- Add optional Notes.
- Click Save.
Admins can edit any time entry to correct mistakes:
- Click the edit icon on a time entry.
- Modify the clock-in time, clock-out time, or notes.
- Click Save.
Admins can delete time entries. This permanently removes the record.
The Payroll Summary view shows hours and wages for all employees over a date range:
- Total hours worked per employee
- Calculated wages based on each employee's hourly wage (set in Employee Management)
- Grand totals across all employees
Requires: Pro plan (or active trial)
From the payroll summary, you can email individual pay stubs or send pay stubs to all employees at once:
- Individual: Click the email icon next to an employee's row to send their pay stub.
- All Employees: Click Email All Pay Stubs to send a pay stub to every employee with an email address and time entries in the selected period.
Pay stub emails include the employee's hours, wage rate, and calculated pay for the period.
- Apex Rental Pro Time Clock should not be your only reporting software: We are not Quickbooks. We can't assist you (yet) with employee forms, payroll, or time-off requests. The data you see in Apex Rental Pro Time Clock should only be viewed as quick way to get employee hour estimates.
- GPS is optional and browser-dependent: GPS coordinates are only recorded if the employee's browser supports geolocation AND the employee grants permission. If GPS is unavailable, the time entry is still recorded without location data. GPS data is primarily useful for verifying employees are on-site.
- Employees can only see their own entries: Non-admin employees can only view their own time entries. They cannot see other employees' time or payroll summaries.
- Open entries (no clock-out): If an employee forgets to clock out, their entry remains "open" (no clock-out time). It won't be included in payroll calculations until an admin adds the missing clock-out time.
- Hourly wage must be set: Payroll calculations use the hourly wage from each employee's profile. If an employee's hourly wage is $0 (the default), their calculated pay will be $0 even if they have hours. Set hourly wages under Employee Management.
- Time entries are in Eastern Time: The server runs in the America/Detroit (Eastern Time) timezone. All clock-in and clock-out times are stored and displayed in Eastern Time. If your employees are in a different timezone, they may need to mentally adjust.
- Pay stub email requires email delivery: Emailing pay stubs requires email delivery to be configured and the Pro plan. Without this, you can still view the payroll summary — you just can't email it.
- Editing punches permission: Employees can be granted the can_edit_punches permission, which allows them to edit time entries. By default, only admins can edit punches.