Time Clock integrates with Shift Scheduling, roles, permissions, and reporting to support payroll, attendance tracking, and operational visibility.
Time Clock is useful when you want to:
Track when staff actually start and end work
Enforce clock-in rules (location, timing, missed clock-outs)
Review worked hours alongside scheduled shifts
Export time data for payroll or reporting
Time Clock is optional. You can use Shift Scheduling without enabling it.
Time Clock Capabilities (Overview)
NetGym supports two types of time tracking:
1. Clocking In/Out for Scheduled Shifts
Staff clock in/out directly from their assigned shifts
Clock-ins follow configurable time and location rules
Shifts without clock-outs can be flagged automatically
2. Clocking In/Out for Unscheduled Time
Optional feature enabled separately
Used for work not tied to a scheduled shift
(admin work, social media, teaching time, etc.)Staff select location, team, and add notes
Both types are managed through permissions and policies.
Step 1: Enable Time Clock Features (Managers)
Enable Time Clock for Shifts
Time Clock for shifts is managed within Shift Settings.
Managers can configure:
Whether clock in/out is required for shifts
How early staff can clock in
How long after a shift ends before missed clock-outs are flagged
Whether staff must be within a geo-fence to clock in
These settings apply per team.
Enable Unscheduled Time Clock (Optional)
Unscheduled time clock is enabled at the account level.
Go to: Settings → Account Info → Features → Time Clock
When enabled:
Staff can clock in/out outside of scheduled shifts
This is separate from shift-based clocking
Step 2: Assign Time Clock Permissions
Time Clock access is controlled by role permissions (settings > permissions).
Permission | What it does |
Can clock in/out | Grants ability to clock in/out |
View time clock reporting | Grants ability to others' time clock entries |
Update others' time clock entries | Grants ability to update others' time clock entries |
Update my own time clock entries | Grants ability to edit your own time clock entries
|
Assign these permissions carefully based on staff responsibility.
Step 3: Clocking In & Out (Staff Experience)
Clocking In/Out for a Scheduled Shift
From the NetGym mobile app:
Go to Schedule → My Schedule
Open the assigned shift
Tap Clock In or Clock Out
Clocking in succeeds only if:
The user has permission
The attempt is within the allowed time window
Geo-fence requirements (if enabled) are met
Clocking In/Out for Unscheduled Time
From the NetGym mobile app:
Go to the More tab
Select Clock In
Choose:
Location
Team
Optional note
Clock out when finished
This flow is available only if:
Unscheduled time clock is enabled
The user role has permission
Step 4: Viewing Time Clock Data (Managers)
Managers with permission can view time entries in: Insights → Shift Reporting
Available actions:
View time clock history/activity, including any edits made afterwards
Scroll to the right to view Actions which include viewing the activity and editing time clock entries
Review staff Notes
Filter by:
Staff member
Location
Team
Alerts & Flags
Time Clock automatically flags:
Shifts without clock-in entries
Shifts with late or missing clock-outs
These flags help managers catch issues early.
Editing Time Clock Entries
Users with permission can:
Create time clock entries on behalf of staff
Edit existing entries
All changes:
Are logged in the time clock activity log
Maintain an audit trail
Exporting Time Clock Data
Managers can export:
Shift time entries
Payroll-ready reports
Exports are available in CSV format for use in payroll or reporting systems.
Integration Notes
Time clock data does not sync back to your scheduling system
Data can be exported for use in external payroll tools
If you already use payroll tools with built-in time clocks, it may not make sense to switch.
NetGym plans to expand payroll reporting capabilities in the future.
Best Practices for Studios
Recommended settings:
Allow clock in 10 minutes early
Flag shifts 30 minutes after scheduled end if not clocked out
Enable geo-fence within 100 meters of the location
Breaks
Staff can clock in/out multiple times during a shift
Encourage notes for accurate records
Configurable breaks are planned for the future
Unscheduled Time Use Cases
Recommended for:
Admin work
Social media tasks
Instructor time tracking (separate from class duration)
Troubleshooting Common Issues
Users Can’t Clock In
Check:
Geo-fence settings
Location services on the device
Correct address in Settings → Locations
Early clock-in restrictions
If issues persist, contact support to verify location coordinates.
Shift Reporting & Payroll Troubleshooting
If something looks missing, duplicated, or incorrect in Shift Reporting, it’s usually related to filters, how the time was clocked, or whether the time entry is tied to a scheduled shift.
Shift Reporting is generated from time clock entries, not just scheduled shifts.
A shift is missing from Shift Reporting
First, double-check your date range and any filters (location, team, staff member).
If the shift still doesn’t appear, confirm whether the shift was edited after the fact. Some shifts may appear differently in Shift Reporting depending on how the time entry was created or updated.
Unscheduled time or specific shifts aren’t showing
If staff worked training or admin time and Time Clock for Unscheduled Shifts wasn’t enabled at the time, those hours may not appear automatically in Shift Reporting.
Best practice is to:
Create a one-time shift for that time block (if possible), or
Use Unscheduled Time Clock (if enabled) to capture the hours.
Duplicate entries (a shift appears twice)
If you see two entries for the same time period, it usually means the staff member:
Clocked in/out from their scheduled shift and
Also clocked in using Unscheduled Time
This results in one entry tied to the shift and one entry not tied to a shift. To avoid double counting, staff should clock in directly from their scheduled shift whenever possible.
Total hours per employee
Shift Reporting currently does not show a summarized total of hours per employee within the report view.
For payroll, the best workflow is to:
Export Shift Reporting
Use a pivot table (or payroll worksheet) to calculate total hours by employee
We’re actively working on a payroll reporting view that will summarize hours by location, role, and employee.
Key Rules to Remember
Time Clock is optional
Permissions control access
Shift-based and unscheduled time tracking are separate
Geo-fence and timing rules are enforced automatically
All edits are logged