IN BRIEF:
Time Clock settings determine how staff members clock in and out, how their time is tracked, and which identifiers, rates, and PINs are associated with their profiles. These settings are configured directly in each staff profile under the Time Clock tab. This article explains how to review staff roles, assign permissions, select appropriate punch types, configure Time Clock IDs and PINs, and manage reference rates.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Configuring Roles
  • Assign Staff Roles
  • Review Staff Permissions
  • Configure Time Clock Settings
    • Set Punch Type
    • Assign Time Clock ID
    • Create or Update the Staff PIN
    • Configure Rate (Optional)
  • View Time Entries by Pay Period
• Troubleshooting & FAQs
• Related Articles

Overview

Time Clock configuration ensures accurate time tracking and proper payroll export. Staff must be assigned a default role, have correct permissions (if accessing the Office Portal), and be configured with the correct punch type, Time Clock ID, PIN, and optional hourly rate.

The System uses these settings to record and manage each staff member’s time entries, including adjustments and role-based tracking. 

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Accessing the Feature

1. From the main navigation menu, go to the STAFF page.
2. Click the pencil/edit icon next to a staff member to open their profile.

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Step-by-Step Instructions

Configuring Roles

If your payroll system tracks hours by role, ensure that the Staff Roles created in iClassPro match exactly.

The following system-generated roles are reserved for use by administrators when editing time entries. These roles cannot be deleted from the system or selected by staff members when adjusting their time clock entries:

• Vacation
• Sick
• Holiday
• Jury Duty
• Bereavement

These roles do not contribute to overtime calculations.

The Default Staff Role field defines which role should be used when recording time clock entries for staff members who do not have a "Role" assigned. This field must be assigned before staff are allowed to save any changes made to the Staff Roles area.

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Assign Staff Roles

Each staff member must have a default Role assigned in their profile under STAFF > Staff Details.

Time Clock will track hours under this role unless another role is selected during an adjustment. 

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Review Staff Permissions

• If a staff member only needs to clock in/out (such as when using the Staff Portal or Time Clock in Kiosk Mode), staff permissions in the Office Portal are not required.
• If they will access the Office Portal, assign appropriate permissions based on “What Staff Permissions are Needed to Use the Time Clock?” 

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Configure Time Clock Settings

Select the Time Clock tab on the staff profile to configure Punch Type, Time Clock ID, PIN, and Rate.

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Set Punch Type

iClassPro offers two Punch Types:

• Two-Punch (default)
• One-Punch 

Each type supports different tracking needs. 

Two-Punch Details

• Staff clock in before work and clock out when finished.
• Staff should clock out and back in for unpaid breaks or when switching roles.
• Required for any staff working at multiple locations. They must clock in/out at each site to ensure hours are associated with the correct location.
• Optional System setting:
  • Show schedule on clock out for two-punch employees (located under SETTINGS>SETUP>GENERAL SETTINGS>TIME CLOCK)
    • Shows individual punch entries for each scheduled class where the staff member is assigned as an instructor.
    • If disabled, the System creates one time entry covering the entire clock-in to clock-out range.

One-Punch Details

• Designed for schedule-based tracking (classes and camps).
• Staff confirm their schedule when clocking in.
• If clocking in before the first scheduled event: start time is adjusted to the scheduled start.
• If clocking in after the first scheduled event: actual clock-in time is used.
• Staff are automatically clocked out after each scheduled event ends.
• Time worked before, after, or between scheduled events must be submitted as a time entry adjustment request.
• Optional System setting:
  • Gap Auto-Approve Threshold under SETTINGS>SETUP>GENERAL SETTINGS>TIME CLOCK
    • Automatically approves short gaps between scheduled events (e.g., 15 minutes).
• Legal reminder: Always verify compliance with local, state, and federal wage/hour laws. iClassPro is not responsible for compliance decisions.

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Assign Time Clock ID

Each staff member receives a unique, automatically generated Time Clock ID.

• Used by export formats requiring an ID instead of a staff name.
• Administrators may overwrite this ID to match existing payroll system identifiers. 

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Create or Update the Staff PIN

A 4-digit PIN is required for staff who use the Punch Pad or Kiosk Mode. 

To create or update a PIN:

1. Select the Time Clock tab.
2. Enter a 4-digit value in New 4-Digit PIN.
3. Select Save.

Important: For security reasons, the saved PIN is not visible after it is set.

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Configure Rate (Optional)

The Rate field is optional and for internal reference only. 

• Enter a single hourly rate.
• This rate may appear in some reports.
• Not included when exporting hours to payroll software.
  • Exception: When using the ADP export format, this value is used to calculate the “Dollars” field. However, the individual "Rate" is not actually included in the export.

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View Time Entries by Pay Period

At the bottom of the Time Clock tab, the System displays a breakdown of all time entries for the current pay period.

This includes:

• Total hours
• Regular hours
• Overtime
• A list of individual time entries showing date, location, in/out times, role, and total hours 

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Troubleshooting & FAQs

• Why can a staff member not save changes to the SETTINGS>SETUP>STAFF SETTINGS>STAFF ROLES area?
  • The Default Staff Role must be assigned before changes can be saved. 
• Which roles cannot be removed or used by staff?
  • Vacation, Sick, Holiday, Jury Duty, and Bereavement are system-generated roles reserved for administrative use only. They cannot be deleted or selected during adjustments. 
• Why is a staff member unable to clock in at multiple locations?
  • Staff who work at more than one location must use the Two-Punch method and clock in/out at each site. 
• Why is the staff PIN not visible?
  • PINs are intentionally hidden for security purposes after they are saved. 
• Why are gaps between classes not auto-approved?
  • Enable the Gap Auto-Approve Threshold setting under SETTINGS>SETUP>GENERAL SETTINGS>TIME CLOCK.

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Related Articles

• What Staff Permissions Are Needed to Use the Time Clock?
• What are the Staff Settings Options? (Staff Roles)
• How Do I Review Time Adjustment Requests?

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