Today's Roster FAQ

Answers to Common Queries for Effectively Managing Clock-In and Out Times Against Rostered Hours with Alkimii

• When should I adjust or extend a Rostered Shift (Most Common Scenarios)

1. If the employee clocked in for their shift start time but did not start their shift, then it would be the case of moving the rostered shift time to reflect when they actually started working.
2. If an employee has stayed on past their rostered shift end time to provide extra coverage, and you want to ensure they are compensated for these additional hours, you can adjust the rostered shift end time to match the actual clock-out time. Alternatively, you have the option to leave the shift as is, and the extra hours will be reflected in the variance on the Week Details screen, allowing you to manage and address them according to their contract type. 
3. If the Head of Department (HOD) or shift lead requested the employee to start earlier or later than the initially scheduled shift, but this change wasn't reflected in Alkimii, you can adjust the rostered shift start and end times to align with the agreed-upon shift times.

• When would I Edit a Clock? 

While we generally recommend maintaining the accuracy of employees' clock times for reporting purposes, we understand that there are situations where adjustments to clock-in and out times may be necessary.

1. If an employee forgets to clock in but they were actually on time and have communicated the situation to the supervisor or management. 
2. If an employee was unable to clock in due to reasons outside of their control such as internet connection issues or problems with the clock, but were actively working. 

• When should I adjust or extend a Rostered Shift (Most Common Scenarios)

1. If an employee has clocked in late for their shift.
2. If an employee has clocked out earlier than their rostered shift time.

• What are unlinked punches? 

An unlinked punch refers to a clock-in or out that hasn't been successfully matched with any shift in the Today's Roster screen. This can happen for various reasons. For instance, when an employee works without being scheduled, perhaps for coverage or extra support, and no shift was assigned to them in the roster. It can also occur if there's a technical issue with the biometric clock, causing it to go offline. Once it's back online, the clock punches will be sent to Alkimii, but they might end up in the unlinked punches section. Or simply that the employee clocked in by mistake in which case we would ignore the punch. 

• How do I change a shift type? 

At times, employees may be unable to work a shift due to various reasons. It's crucial to document these reasons and determine whether the absence should be paid or unpaid. If an employee is unable to work, you can adjust the shift type within today's rosters to note the absence. Simply click on the shift bubble (usually in grey if the employee hasn't clocked in), and under "Type," change it from 'normal' to the most appropriate option in the dropdown menu. We recommend using the 'Notes' field to provide additional details for future reference.

It's important to note that you can update this information later, such as when an employee submits a sick certificate.

• When would I delete a shift in the Today's Roster? 

We suggest deleting a shift from the Today's Roster screen only in cases where the shift is no longer needed, the employee has been informed, and they are not required to work. If an employee is absent for any reason, it's advisable to record this information for reference. In such cases, you can simply change the shift type to ensure that the absence is appropriately documented.

• Why and How do I add a shift in the Today's Roster? 

If an employee is asked to work on a day they weren't originally scheduled for, you should create a new shift for them. This can be done in either the Week Roster or the Today's Rosters screen. If the employee has already clocked in before you've added the shift to the roster, it will show up as an unlinked shift. In this case, you can create a new shift from the "Clock Unlinked Punches" section at the bottom of your screen.