Timeclock (Clock In / Clock Out)

Time clock lets team members record when they actually start and finish work. Timesheet lets owners and managers review and correct hours recorded through Time clock or added manually; changes there do not alter Roster.

The three surfaces have distinct jobs: Roster plans booking availability, Time clock records attendance, and Timesheet reviews worked hours. When adding worked hours, an owner or manager can explicitly use the current roster as an editable starting point. Roster hours are never applied or saved automatically.

Where to find it. Web: Dashboard → Time Clock card (clock in/out), Sidebar → My Hours (personal history), Sidebar → Timesheet (admin view). Mobile: Today tab → Time Clock card (clock in/out), More → My Hours (personal history), More → Timesheet (admin view).

TL;DR

• Clock in and out from the dashboard (web) or Today tab (mobile); one active clock-in per person at a time.
• Break duration is recorded at clock-out, presets or a custom amount up to 480 minutes.
• If a shift runs for 8+ hours, a push notification is sent to remind the staff member to clock out; the card warns after 12 hours.
• Owners and Managers can open Timesheet on web even while Time clock is off and enable it from that page.
• Owners and Managers can add, edit, and void entries manually; voided entries are kept for audit but excluded from totals.

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Overview

Choose how hours are recorded

Owners and managers can open Timesheet on web, phone, or tablet and choose:

Mode	Team experience
Enter hours	Team members add their own hours in My Hours for manager approval.
Enter hours or clock in	Both self-entry and live clock-in/out are available.
Clock in and out	Team members record work as it happens.
Do not record hours	The roster remains available, but staff hours actions are hidden.

The Timesheet remains available to owners and managers in every mode. Changing the mode does not alter rostered availability or existing time entries.

Staff-entered completed hours show as Awaiting approval. Owners and managers can approve unchanged hours directly from the Timesheet list, or open an entry to compare it with the roster captured when the hours were submitted. The review action reads Approve hours until a value changes, then becomes Save changes and approve. Future hours within the current week remain Planned and submit automatically after their finish time. Hours entered by an owner or manager for themselves do not require self-approval. Approved and review-free hours count toward totals and CSV export; planned and pending hours do not.

The timeclock lets you:

• Clock in and clock out from the dashboard or mobile app with a single tap
• Track break duration with presets (15, 30, 45, 60 minutes) or a custom amount
• See a live elapsed timer showing how long you have been clocked in
• View who is currently clocked in at your venue (owners and managers)
• Review timesheet history grouped by staff member with totals
• Export timesheets as CSV for payroll processing
• Create, edit, and void entries manually (owners and managers)
• Receive a push notification if you forget to clock out after 8 hours

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Clocking in

On a shared workstation

1. Claim the workstation with your own four-digit shared-device PIN.
2. Open the Time clock tab.
3. Select Clock In, or select Clock Out and enter your break minutes.

The workstation shows and changes only the acting operator's clock status. It records the workstation and operator for audit, and does not expose the team timesheet or another staff member's hours. The 15-minute operator lock does not clock you out.

On web

1. On the dashboard, find the Time Clock card.
2. Click Clock In.
3. The card updates to show "Clocked in" with a live timer displaying elapsed time (e.g. "1h 23m").

On mobile

1. Open the Today tab.
2. Find the Time Clock card at the top of the screen.
3. Tap Clock In.
4. A success toast confirms: "You're clocked in at {venue name}".
5. The card updates to show "Clocked in" with a live timer.

The timer updates every 60 seconds and resumes automatically when you return to the app.

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Clocking out

On web

1. On the dashboard, click Clock Out on the Time Clock card.
2. A popover appears showing your start time ("Started at HH:mm").
3. Select a break duration from the presets:

Preset	Minutes
No break	0
15 min	15
30 min	30
45 min	45
1 hour	60

4. The Net hours preview updates as you select a break (e.g. "~8h 00m").
5. Click Clock Out, ~Xh YYm to confirm.

On mobile

1. On the Today tab, tap Clock Out on the Time Clock card.
2. The Clock Out sheet opens showing your start time.
3. Select a break duration from the presets (No break, 15 min, 30 min, 45 min, 1 hour), or tap Other... to enter a custom amount (maximum 480 minutes).
4. The net hours preview updates live.
5. Tap Clock Out, ~Xh YYm to confirm.
6. A success toast confirms: "Shift recorded. Xh YYm" with a link to My Hours.

Break minutes cannot exceed the total shift length. If you enter a break longer than the shift, the clock-out will fail.

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Long shift warning

If a clock-in has been active for 12 hours or more, the Time Clock card changes to a warning state:

• The card background turns orange/warning
• A "Long shift" badge appears
• A message reads: "This shift has been running for over 12 hours. Forgot to clock out? Tap Clock Out above."

This helps catch forgotten clock-outs before they distort timesheet data.

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Forgotten clock-out reminder

OpenChair sends an automatic push notification to staff who have been clocked in for more than 8 hours without clocking out.

• Title: "Don't forget to clock out"
• Message: "Still clocked in at {venue}? Tap to clock out, you've been on for {hours}h."

The reminder is sent once per shift, tapping the notification opens the timeclock screen on mobile. If you intentionally work long shifts, you can safely dismiss the notification.

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Who's In card (owners and managers)

The Who's In card on the dashboard shows which team members are currently clocked in.

When no one is clocked in

The card displays: "No staff clocked in yet today".

When staff are clocked in

• An avatar stack shows up to 3 staff photos (with a "+N" badge if more are clocked in)
• The text reads: "{N} staff clocked in" with a comma-separated list of names
• If any shift has been running for more than 12 hours, a warning appears: "{N} unfinished shift(s)"

Tapping the card navigates to the Timesheet page.

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Viewing your personal hours (My Hours)

Every team member can view their own clock-in history in My Hours on web or More → My Hours on mobile.

On web

1. Go to My Hours in the sidebar, or click My Hours from the Time Clock card after clocking in or out.
2. The page shows your shift history for the selected period.
3. Use the period selector to switch between This week, Last week, This fortnight, and Last fortnight.
4. Click an entry to view the clock-in time, clock-out time, break, net hours, notes, and status.

On mobile

1. Go to More → My Hours.
2. The screen shows your shift history for the selected period.
3. Use the period selector at the top to switch between:

Period	What it shows
This week	Current week's shifts
Last week	Previous week's shifts
This fortnight	Current fortnight's shifts
Last fortnight	Previous fortnight's shifts

4. Each entry shows: date (e.g. "Mon 16 Mar"), time range (e.g. "09:00 → 17:30"), break ("30m break"), and net hours.
5. Tap any entry to see full details including notes and status.
6. A Total bar at the bottom shows the sum of all net hours for the period.

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Timesheet (owners and managers)

The timesheet gives owners and managers a complete view of all staff clock-in history with totals, editing, and export.

On web

1. Go to Timesheet in the sidebar for editing, or Reports → Timesheet Export for a read-only payroll review.
2. If Time clock is off, select Enable Time clock. The Timesheet stays visible to Owners and Managers while disabled so it can be enabled here.
3. Select a period using the dropdown: This week, Last week, This fortnight, or Last fortnight.
4. The date range is displayed (e.g. "24 Mar 2026, 30 Mar 2026").

The timesheet is grouped by staff member, with each staff section showing:

• Staff avatar, name, entry count, and total hours
• Click a staff section to expand and see individual entries
• Each entry shows: date, time range (e.g. "09:00 → 17:30"), break, net hours, and status badges

Status badges on entries:

Badge	Meaning
Active	Staff member is currently clocked in
Unfinished	Shift has been running for over 12 hours
Entered hours	Shift was entered by staff or a manager rather than clocked
Voided	Entry has been voided (excluded from totals)

A stale entries banner appears at the top if any shifts have been running for over 12 hours: "{N} unfinished shift(s). These shifts have been running for over 12 hours and may need correction."

A grand total row at the bottom shows: "Total across {N} team member(s)" with the combined hours.

On mobile

1. Go to More → Timesheet for editing, or Reports → Timesheet Export for a read-only payroll review.
2. The layout matches the web view, period selector at top, staff accordion sections below.
3. On iPad, the timesheet uses a master-detail layout: staff list on the left, entry table on the right with columns for Date, Time, Break, Net, and Status.
4. On phone, tap a staff section to expand and see their entries. In Reports, tap a shift summary to disclose its time, break, status, and clock-in method without scrolling the page sideways.

The Reports version uses the selected venue calendar range and includes an entry when its clock-in time falls inside that period. Its metrics count only completed, non-void shifts: gross time runs from clock-in to clock-out, and net time subtracts the recorded break without going below zero. Open and voided shifts remain visible so they can be corrected or audited.

Empty state

When no entries exist for the selected period: "No recorded shifts {period}. Entries appear when team members clock in, or when a manager adds one manually."

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Adding a manual entry

Owners and managers can create entries for staff who forgot to clock in, or to backfill historical shifts.

On web

1. Go to Timesheet, or open Reports → Timesheet Export.
2. Click Add worked hours.
3. In the Add worked hours dialog, fill in:

Field	Required	Notes
Team Member	Yes	Select from dropdown
Date	Yes	Defaults to today when it is in the viewed period; otherwise the latest date in that period
Clock In	Yes	Time in HH:mm format
Clock Out	No	If provided, the entry is marked as completed
Break (minutes)	No	0 to 480 minutes, defaults to 0
Notes	No	Optional text

4. After selecting a team member and date, the form may show their Current roster or One-off roster. Select Use rostered times to fill Clock In and Clock Out, then confirm the hours actually worked. Break and notes are not changed.
5. The Net hours preview updates live as you fill in times and break.
6. If the clock-out time is earlier than clock-in, a note appears: "Next day assumed (overnight shift)".
7. Click Create Entry.

An off or unrostered date never blocks manual entry. If the roster suggestion cannot be loaded, retry it or continue entering the actual hours manually. Roster suggestions do not create entries, infer breaks, or update the roster.

On mobile

1. Go to More → Timesheet.
2. Tap Add worked hours or the + button.
3. Fill in the same fields as web.
4. Select break using presets (None, 15m, 30m, 45m, 60m) or tap Other for a custom amount.
5. Tap Create Entry.

Entered shifts are tagged with an "Entered hours" badge in the timesheet.

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Editing an entry

1. On the timesheet, click or tap an entry row (entries that have been voided cannot be edited).
2. The Edit Entry dialog opens with the current values pre-filled.
3. Update the clock-in time, clock-out time, break, or notes as needed.
4. Click Save Changes.

Adding a clock-out time to an active entry automatically changes its status from "active" to "completed".

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Voiding an entry

Voiding removes an entry from hour totals while keeping it for audit purposes.

1. Open an entry for editing.
2. Click Void Entry (red destructive button).
3. Confirm in the dialog: "Void this entry? It will be kept for audit but excluded from hours totals. This cannot be undone."
4. Click Void Entry to confirm.

Voided entries appear with a "Voided" badge and strikethrough styling. They remain visible in the timesheet but are excluded from all hour calculations.

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Exporting timesheets as CSV

1. Go to Timesheet.
2. Select the desired period.
3. Click Export CSV.
4. On web, a CSV file downloads with the filename timesheet_YYYY-MM-DD_to_YYYY-MM-DD.csv. On mobile, the system share sheet opens and the temporary file is removed when sharing finishes or is dismissed.

CSV columns:

Column	Format
Staff Name	Text
Date	YYYY-MM-DD (venue timezone)
Clock In	YYYY-MM-DD HH:mm (venue timezone)
Clock Out	YYYY-MM-DD HH:mm or "In progress"
Break (mins)	Integer
Net Hours	Decimal (e.g. "8.50")
Status	"completed"
Method	A customer-facing description such as Clocked in on mobile, Clocked in on web, Added by owner or manager, or Entered by team member
Notes	Text

Voided, active, planned, and awaiting-approval entries are excluded from the CSV export. Only completed entries that are approved or do not require review are exported. All times are formatted in the venue's timezone.

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Role access

Feature	Owner	Manager	Stylist
Clock in / clock out	Yes	Yes	Yes
View own hours (My Hours)	Yes	Yes	Yes
Add own entered hours	Yes	Yes	Yes
View team timesheet	Yes	Yes	No
Create manual entries	Yes	Yes	No
Edit entries	Yes	Yes	No
Void entries	Yes	Yes	No
Export CSV	Yes	Yes	No
Who's In card	Yes	Yes	No

The timeclock is available on both FREE and PRO plans with no tier restrictions.

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Platform differences

Feature	Web	Mobile
Clock in/out location	Dashboard → Time Clock card	Today tab → Time Clock card
Timesheet navigation	Sidebar → Timesheet	More → Timesheet
Personal history	Sidebar → My Hours	More → My Hours
Break selection (clock out)	Preset buttons in popover	Preset buttons in sheet + "Other..." custom input
Timesheet layout	Staff accordion with expandable entries	Phone: accordion / iPad: master-detail with table columns
Manual entry form	Sheet (side panel)	Dedicated phone/tablet form route
Export CSV	Timesheet or Reports → Timesheet Export	Timesheet or Reports → Timesheet Export
Stale shift banner	Top of timesheet page	Top of timesheet screen
Keyboard shortcuts	-	Left/Right arrows (period), Cmd+E (export) on iPad
Timer refresh	Every 60 seconds	Every 60 seconds + on app foreground

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Troubleshooting

Issue	Solution
"You're already clocked in" error	You can only have one active clock-in at a time. Clock out of your current shift before clocking in again. If you believe this is an error, ask an owner or manager to check the timesheet for a stuck entry.
Time Clock card not showing on the dashboard	The card only appears if you have an active staff profile at the venue. If you are a new team member, ensure your invitation has been accepted and your profile is set up.
Time clock action is locked on a shared workstation	Claim the workstation with your own shared-device PIN. If you cannot claim it, ask an Owner or Manager to check that your profile is active and your PIN is set.
Forgot to clock out yesterday	Ask an owner or manager to edit the entry from the Timesheet page, they can add a clock-out time to any active entry. Alternatively, they can void the stuck entry and create a new manual entry with the correct times.
Break minutes rejected	Break duration cannot exceed the total shift length, and the maximum is 480 minutes (8 hours). Reduce the break amount and try again.
Timesheet shows 0 hours for a shift	Check if the entry is still active (no clock-out time). Active entries show "In progress" instead of net hours. Clock out to complete the entry, or ask a manager to add the clock-out time.
Cannot access the Timesheet page	The Timesheet page is only accessible to venue owners and managers. If you are a Stylist, use My Hours on web or More → My Hours on mobile to view your own shifts.
Entry shows "Entered hours" badge	This means the shift was entered rather than recorded with clock in/out. Staff-entered shifts may also show "Planned" or "Awaiting approval" until reviewed.
Received "Don't forget to clock out" notification	This push notification is sent automatically when you have been clocked in for more than 8 hours. Open the app and clock out, or dismiss the notification if you are still working.
CSV export button is greyed out	The Export CSV button is disabled when there are no entries for the selected period. Change the period selector to a range that contains entries.

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FAQ

How do I add a shift if a staff member forgot to clock in?

Owners and Managers can create an entry on the Timesheet page. Go to Timesheet → Add worked hours, select the team member and date, then enter the actual times or select Use rostered times as an editable starting point. Confirm the hours and break before selecting Create Entry. Entered shifts are tagged with an "Entered hours" badge.

Can I track breaks when clocking out?

Yes, when clocking out, choose from presets (No break, 15, 30, 45, or 60 minutes) or tap Other... (mobile) to enter a custom break up to 480 minutes. The net hours preview updates live as you select a break.

Who can view the team timesheet?

Owners and Managers can view and edit the full team timesheet (Sidebar → Timesheet on web, More → Timesheet on mobile). Stylists can view their own hours via My Hours on web or More → My Hours on mobile.

What does voiding a timesheet entry do?

Voiding excludes the entry from hour totals and CSV exports while keeping it visible in the timesheet for audit purposes. Voided entries show a "Voided" badge and strikethrough styling. Voiding cannot be undone.

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Related Articles

• Managing Your Team
• Staff Schedules & Availability
• Using the Calendar
• Set Up and Use a Shared Workstation