IN BRIEF
The Time Clock Entries Report (STA-6) provides a detailed list of individual time clock entries for each staff member. It allows administrators to review worked hours, roles, locations, and associated events, with multiple export formats for reporting and payroll purposes.
Overview
The Time Clock Entries Report is designed to display detailed time tracking data for staff members, including clock-in and clock-out activity tied to events such as classes or camps.
Key Report Features
- Displays individual time clock entries per staff member
- Groups data by staff member in HTML and PDF formats
- Includes:
- Date
- Location
- Start and end times
- Event (class or camp name)
- Selected role
- Regular hours
- Overtime hours
- Duration of clock-in
- Provides:
- Total hours per staff member
- Separate totals by role
- Displays the Time Clock ID in parentheses next to each staff member’s name
- Indicates substitute teaching with an asterisk (*) next to the entry date
Report Format Differences
-
HTML / PDF
- Grouped by staff member
- Includes detailed breakdown and totals
-
XLS
- Workbook format
- One summary worksheet with total time per staff member
- Separate worksheet per staff member with detailed breakdown
-
CSV
- Similar to HTML/PDF layout
- Does not include section headers for staff names
- Includes staff name within subtotal rows
Accessing the Report
- From the main navigation menu, go to Reports.
- Select Time Clock Entries Report (STA-6).
Step-by-Step Instructions
- Navigate to the Time Clock Entries Report (STA-6).
- Set your desired Start Date and End Date.
- Apply any relevant filters to refine the report results.
- Review display options as needed.
General Filters
-
Start Date / End Date
- Includes only entries within the selected date range
-
Instructor
- Limits results to a specific instructor
- Includes entries prior to deletion if the instructor was removed after the start date
- Excludes instructors added after the end date
-
Locations
- Filters entries based on selected location(s)
-
Pay Period
-
All Pay Periods
- Includes all entries, regardless of lock status
-
Current Pay Period
- Includes entries not yet locked into a pay period
-
Named Pay Period
- Includes only entries locked into the selected pay period
-
All Pay Periods
-
Roles
- Filters entries by one or more selected roles
Display Options
-
Show hours as decimal
- Default format is HH:MM (e.g., 1:15)
- Decimal format converts time to numeric values (e.g., 1.25)
- Useful for exporting and working with external tools
Generating the Report
- Select your desired export format (such as HTML, PDF, XLS, or CSV) at the bottom of the report window.
- The System will immediately generate the report in the selected format.
Troubleshooting & FAQs
-
Why is an instructor missing from my report?
- If the instructor was added after the selected end date, they will not appear. If they were deleted after the start date, their earlier entries will still be included.
-
Why do some dates have an asterisk (*) next to them?
- This indicates the instructor was working as a substitute for that entry.
-
Why does the CSV report look different from the PDF or HTML versions?
- The CSV format does not include section headers for staff members, but their names are still included within subtotal rows.
-
How can I make time values easier to use in Excel?
- Enable the Show hours as decimal option to convert time into a numeric format for easier calculations.
-
Why are some entries not included in my report?
- Check your date range, location, pay period, and role filters to ensure they include the expected data.