Time tracking & monitoring

Overtime & Pay-Period Lockdown

Overtime settings and how they're reported, the approval flow for time entries, pay-period lockdown for payroll compliance, and schedule/timesheet visibility settings.

What this covers

This page explains four administrator-controlled areas: how overtime is configured and reported, how time-entry approval works, how pay-period lockdown protects payroll, and the visibility settings that decide who can see whose schedules and timesheets.

Overtime

You can configure overtime under Time Tracking settings:

Setting	Default
Enable overtime	off
Daily threshold	8 hours
Weekly threshold	40 hours
Multiplier	1.5×

Overtime is surfaced only in reports — it doesn't change pay automatically or alter how an entry is recorded.

Reporting uses a fixed 8-hour/day rule. The overtime report currently splits regular vs. overtime hours using a hard-coded 8 hours per day. It does not read the configured daily/weekly thresholds or the multiplier above. If you change those settings expecting the report to follow, it won't — the report will still use 8 hours/day. Treat the thresholds and multiplier as informational until this is wired up.

Time-entry approval

When "require approval" is on (default), a completed entry becomes PENDING and must be approved before it counts as finalized.

Auto-approval of own entries

Role	Their own entries
Executive	Auto-approved
Administrator	Auto-approved
Department Head / Employee	Go to PENDING for an approver

Who can approve

Role	Can approve
Administrator / Executive	Everyone's entries
Department Head	Only their own department's entries — a department head with no department sees nothing to approve
Employee	Cannot approve

The approval queue, with its approve/reject actions, lives on the Time approvals page.

"Auto-approve after N days" is not active. There's a setting to auto-approve entries after a number of days (default 0 = off), but no background job runs it. Pending entries stay pending until a person approves them. Don't rely on this to clear your queue.

Pay-period lockdown

Pay-period lockdown freezes time entries once payroll has been run for a period, so the numbers can't shift underneath a payroll that's already closed.

How it works

An admin sets a lockdown date and, optionally, a grace window (in days).
Any time entry whose clock-in date falls in the locked window can no longer be edited, deleted, or newly created by employees.
The check is based on the clock-in date of the entry, not when it was last touched — so back-dating a new entry into a locked period is blocked too.

Who can override

Role	Override a locked period?
Administrator / Executive	Yes — every override is written to the audit log with a reason
Department Head	No
Employee	No

Department heads are deliberately excluded: day-to-day management isn't a license to rewrite historical payroll.

A blocked user receives a 403 explaining that the entry is in a locked pay period and to contact an administrator.

Why lock? Once payroll is calculated and paid for a period, edits to that period's hours would make the books disagree with what was actually paid. Lockdown keeps closed periods immutable while still allowing admins to make corrections through an audited override.

Schedule & timesheet visibility

These settings control who can see other people's schedules, online status, and timesheets. Administrators and Executives always see everything; Department Heads always see their own department regardless of these toggles.

Setting	Default	Effect when on
Allow viewing department schedules	On	Employees can see their department's schedules
Allow viewing all schedules	Off	Employees can see every department's schedules
Allow viewing team status	On	Employees can see who's online / on break
Allow viewing team timesheets	Off	Employees can see teammates' timesheets

Data minimization in the team-status view

For non-privileged users, the team-status view is scoped to their own department (or just themselves if they have no department). This is intentional: it ensures another department's clock-in coordinates never load for someone who shouldn't see them.

Troubleshooting

Symptom	Cause	Fix
Overtime report ignores my thresholds	The report uses a fixed 8 h/day	Expected today; thresholds/multiplier aren't read by the report
Entry stuck PENDING	"Require approval" is on and no one has approved it	An approver acts on it in Time approvals; "auto-approve after N days" does not run
403 editing/creating an entry	The entry's date is in a locked pay period	Ask an Administrator/Executive to override (audited)
Department head can't override lockdown	Only Admin/Exec can override	Escalate to an administrator
Can't see a teammate's timesheet	"Allow viewing team timesheets" is off	Ask an admin to enable it (or it's outside your department)

Clocking In & Location

How employees clock in and out, the project/task/description and location requirements, breaks, offline capture, rounding, manual entry, and editing time entries.

Geofencing

Lock clock-in and clock-out to approved locations using circular or polygon fences, enforcement modes, GPS tuning, scope resolution, the employee status banner, and the admin compliance dashboard.