Updated: July 15, 2020 11:02am

Chapter 29. Time Clock (Check In/Check Out)

RP Prism includes a built-in time clock feature that enables:

  • Easy check in at start of shift
  • Easy check out at end of shift
  • Ability for managers to create or edit check in/out records that are missing or need correction

The check in/out records created with the Time Clock feature are replicated to RIL for viewing and running reports.

Standard and Simple Versions
The time clock comes in two versions: a standard version that requires employees to enter their user name and password and a simple version that automatically creates a record for the currently logged in user. To use the simple time clock, users must enable the option in Employee preferences.

RP Prism Time Clock Not Compatible with RIL Check In/Out
Retailers can use EITHER the Check In/Out feature in RIL or the RP Prism Time Clock feature, but not both. Errors will result if you try to use both features.

Basic Steps for Using the Time Clock

  1. If using the default time clock, proceed to Step 2. If using the simple time clock, enable the setting in RP Prism Preferences.
  2. Assign security permissions.
  3. Individual employees use the Check In and Check Out buttons when starting/ending a shift.
  4. Managers use the Time Clock button to edit missing or incorrect records.
  5. The Time Clock records are replicated to RIL. Export to third-party payroll tools as needed using standard methods.

Enable Simple Time Clock in Preferences
This step is only necessary if you want to use the Simple Time Clock. The Simple Time Clock is a time-saving alternative to the standard time clock. With the Simple Time Clock, when the user clicks the Check In or Check Out button, RP Prism automatically creates a check-in/check-out record for the currently logged-in user.

Security Permissions

Permission Description
Check In/Out for another employee Allow group members to edit the Name field when using the Check In/Check Out buttons to create a check in or check out record.
Check In/Out for another Date and Time Allow group members to edit the Date and Time when using the Check In/Check Out buttons to create a check in or check out record.
Manage Time Clock Allows the Creation or Editing of time cards from the TIME CLOCK menu option.
Note: All employees can access the Time Clock Manager area to search and view time cards but only those with the "Manage Time Clock" permission can edit or create time cards.

Check In/Out at Start/End of Shift
Note: These steps assume you are using the standard (default) Time Clock.

  1. On the RP Prism home screen, touch or click the Check In (or Check Out) button.    
  2. Enter your Employee name and Password. Touch or click the Next button.    
  3. Confirm the details are correct. Employees with the required security permission(s) can change the user or date/time, if needed.    
  4. Touch or click the Check In (or Check Out) button.  A confirmation message is displayed, showing the date and time.    

Time Clock Manager
Using the Time Clock Manager, a user can:

  • View a list of check-in, check-out records for a specific time range and/or specific user
  • Create a new check in or check out record
  • Edit an existing record

To view a list of Check-in, Check-Out Records:

  1. On the Prism home screen, touch or click the Time Clock button.    
  2. Enter search criteria.  Touch or click the Search button.     
  3. A list of records matching the criteria is displayed.   If editing is required, refer to the "Edit a Check-in, Check-out Record" section.   

Time clock manager

New Check-in, Check-out Record

  1. On the RP Prism home screen, touch or click the Time Clock button.    
  2. Touch or click the Create button.    
  3. Select the type of record to create: Check In or Check Out.    
  4. In the For field, select the employee for whom the record is being created. The s field is optional.    
  5. Touch or click the Check In (or Check Out) button.    

Edit a Check-in, Check-out Record

  1. On the RP Prism home screen, touch or click the Time Clock button.    
  2. Enter search criteria and then touch or click the Search button.
  3. Touch or click the Search button.    
  4. A list of records matching the criteria is displayed. Select the record you want to edit by touching or clicking the check mark on the left side.    
  5. Touch or click the Edit button.    
  6. To edit the date or time, touch or click the date/time button. A pop-up calendar is displayed. Select the desired date and/or time. You can add a note explaining the change in the Note text area. When finished, touch or click the Accept button.    
  7. Touch or click the Check In (or Check Out) button.    

Touch or click the Clear button to clear the filter values and the list of displayed records.

Matching Record Required
When a user tries to create a new check-in/check-out record, RP Prism checks if there is an existing record of the type for the user. Example: A user forgets to check out at the end of the shift. When the same user tries to check in the following day, the system notices that there is an existing check-in record with no matching check-out record and informs the user.
 
Replicating Check-In/Check-Out Records to RIL
The check-in/check-out records created for employees in Prism are replicated to RIL by Data Replication Services (DRS). To replicate the records to RIL, make sure you select the Timeclock resource in the Prism Publisher area.

Viewing Check In/Out Receipts in RIL
Select Sales > Receipts from the RIL home screen. You can sort the receipt list by the Rcpt Type field. Check In/Out receipts are a special type of receipt and are always assigned a Receipt # of zero (0).