QSClock Manual

QSP’s Mobile Time Keeping App

time clock qsp app

QSClock Overview and Contents

Your time is valuable and part of the reason for implementing QClock is to increase payroll accuracy and employee accountability, so you can spend less time updating schedules and wondering if employees showed up, and more time caring for clients.  This QSClock instruction guide is designed for managers, and outlines all the basics for getting QSClock setup at your agency.

  1. Client Setup
    1. Upload picture
    2. Enable QSClock
    3. Add Agency Contacts
  2. Employee Setup
    1. Log in credentials
  3. Preferences
    1. QSClock Application Settings
    2. Shift Revision Tracking
    3. Require a Picture to be Taken at Clock In/Out

4. Notification Setup 

  1. How Staff Timeliness Effects Schedules, Payroll

5. Time Management

  1. GPS tracking

6. Understanding Edit Shift Window

7.  Manual Clock in/out

8. Shift Validation for Field Staff Created Shift

  1. Deactivation of No Clock Notification by Field Staff Created Shifts

Download QSClock’s Employee Instruction Guide to put in the hands of each employee

  1. Client Setup
    1. Adding pictures is optional, but can be used by employees to validate the client they are staffing when using QSClock. If no client picture is uploaded, then QSClock will display a default photo including the client’s name. To add a photo to a specific client’s profile start from a client’s personal information tab.
      1. Upload client photo – Select image to upload a client photo, or use drag and drop.
        1. change client profile picture
    2. Enable QSClock – Within each client’s profile, under their Schedule tab, is a checkbox to “Include Shifts in QSClock”. This being checked is the only way for client shifts, and the employees that work those shifts, to be activated and used in QSClock. This can be done for one client record at a time, or, if enabling QSClock retroactively for many clients, this can be done in bulk. Both are options are outlined below.
      1. One at a time: Once checked a pop up will ask to confirm updating all client schedules. Selecting Yes will flag any existing future scheduled shifts to be used in QSClock. Lastly, select the blue save button to save changes.
        1. enabled QSClock for Client schedules
      2. Bulk – Go here to learn how to enable QSClock for many existing clients at once, if they already have a service type associated with their profile.
    3. Client Contacts- For caseload-specific delivery of QSClock notifications, Agency type contacts need to be listed in their respective client’s contact list. To add an Agency contact (i.e. an employee that works for your agency) follow the steps outlined here. Once complete, come back an read these notes here:
      1. It’s important to note that the “relationship” that you define for these Agency contacts does not have to be the same as what is listed as their Current Position in their employee profile. The Current Position is used when setting up QSClock notifications (which is discussed more here). Because there may be multiple employees that have the same Current Position, it is important to specify which client they are associated with by adding them to their respective client’s Contacts list.
        1. client contact notifications
  2. Employee Setup
    1. Employees need to be active in QSP and be assigned login credentials in order to use QSClock. See employee setup instructions here.

  3. QSClock Preferences
    1. There are 3 optional QSClock preferences that can be configured under Utilities -> Application Settings -> QSClock Preferences, and how they can be used is outlined in our user handbook here.
      1. Require Clock out/in on consecutive linked to unlink shifts and vice versa
      2. Shift Revision Tracking
      3. Require a Picture to be Taken During Clock In/Out
  4. QSClock Notifications – These are the most ideal way to keep supervisors aware of real-time schedules changes. Up to 4 different types of QSClock notifications can be configured under Utilities -> Notification Maintenance. Select “Add” to create each desired alert by selecting first the Notification Category called “QSClock Notifications”, and then the SubCategory type. Each type is described in great detail below. Here are the core set up detail required for each notification, regardless of type.
    1. Core Notification Set up Details
      1. The 4 Types of Delivery methods – Select any or all of the possible ways a notification can get delivered to the appropriate recipients, and its corresponding message box will display, and the message details will generate by default.
        1. Push Notification – The delivery of a push notification is dependent on the recipient having allowed QSMobile to send push notifications to their device.
        2. Text (SMS) message – The delivery of a text message is dependent upon the recipient having an active phone number in QSP that can receive SMS.
        3. Email – This is the only delivery option that has a customizable Subject line. The delivery of a text message is dependent upon the recipient having a valid email address in their QSP profile.
        4. QSMessage – A push notification is used to alert the recipient in QSMobile that they have a QSMessage and so the same delivery parameters apply as defined above for “Push Notifications”.
        1. qsp clock notification delivery options
      2. Office Set up – Notifications can be set up for a particular office if the details of the notification need to be office-specific, otherwise, it can be kept at its default which is “All Offices” (i.e. Company-wide)
      3. Sender – The lone employee selected as the sender is pertinent only for email deliveries. Their email address will be used by QSP to automatically denote them as the sender and be more recognizable by email clients. The sender will also automatically receive an email that indicates which emails were sent by them.
      4. Recipient – Select all applicable Current Positions that should receive the notification and they will be sent the notification. If the notification is defined to a particular office, then only those selected positions within that office will receive the notification.
      5. Case-wide – This is defined as which employees with a matching Current Position are also listed as an Agency contact in a client’s contact list. This is an ideal setting to send the notification to specific employees that may have a specific client caseload. See point 3 in Client Setup above for more on adding client contacts.
    2. The 4 Types of QClock Notifications
      1. QSClock-Field Staff Created Shifts – This type of notification will generate when an employee creates an unscheduled shift to clock in to.
      2. QSClock-Staff Timeliness – Set the time parameter (“#minutes before/after”) that will trigger this notification. This includes the time before a shift is supposed to start/end (early notice) and the time after a shift is supposed to start/end (late notice). What amount is here also determines how scheduled shifts are updated! For example, if this notification is set to 5 Minutes, and a shift is scheduled to begin at 8:00 a.m. the employee clocking into this shift can clock in + /- 4 minutes of 8:00 a.m. and a notification will not be sent, and the schedule will not change. Any clocked time +5 minutes after or before the scheduled shift time will trigger the appropriate timeliness notification and update the schedule in QSP with the actual clocked time.  As a reminder, QSP’s payroll reports are generated using the data on the employee’s schedule. When enabled, a timeliness notification will trigger when any of these 5 scenarios occur based on the defined time parameter:
        1. Late Clock In
        2. Early Clock In
        3. Late Clock Out
        4. Early Clock Out
        5. On Time Clock in with GPS disabled.
          1.  Any time QSP cannot capture the location of a device (via the device’s location services) an additional message will be attached to Staff Timeliness notifications that says “QSClock was not able to retrieve the Coordinates when…”. Since Staff Timeliness notifications only send when someone is early or late, a notification will be sent if the employee is on time and if their location cannot be captured.
        6. QSClock staff timeliness notification schedule
      3. QSClock-No Clock In (and OUT) – When enabled, this type of notification will be generated when an employee does not clock into their scheduled shift(s) based on the defined time parameter. These same configuration steps can be used to set up No Clock Out notifications as well.
          1. If the “Lock Shift when after the designated ‘minutes after’” is enabled, QSClock users will be prevented from Clocking into their respective shift if it is after the set amount of minutes
          2. Customize the time (“# minutes after”) that will trigger this notification after a shift is supposed to start (no clock in).

        1. If “Apply No Clock In Notification to Consecutive Shifts” is enabled, consecutive (i.e. no gaps in service) shifts for a client will trigger a no clock in notification if the employee arriving on shift does not clock in when relieving the employee coming off shift. If disabled, no clock in notifications will only send when non-consecutive shifts are not clocked in to.
          1. To customize this option per client, under the Schedule tab in a client’s profile is the option to “Apply No Clock in/out notifications when shifts are consecutive”. This will override how the “Apply No Clock In/Out Notification to Consecutive Shifts” notification setting is applied for the client exception.
  5. Time Management
    1. Geolocation (GPS) Tracking – The first time logging in to QSClock, employees will be prompted to allow the app to access their device’s location. To ensure location accuracy, “Allow” should be chosen. An employee’s location can be viewed immediately after clocking in or out of their shift. Disclaimer: There are factors beyond QSP’s control that can influence location accuracy, such as the device’s data carrier, physical elements in the vicinity, custom phone settings, battery power, etc.
      1. GPS clock location permission
    2. Viewing Location – Locate the shift either from the Client or Employee View in the Scheduling module of QSP. Double-Click to bring up the shift’s details. In the lower left-hand corner select the “Clock” button. The coordinates (if they exist) for each clock in and clock out will be displayed as latitude and longitude. If the location was not obtained, the text “no coordinates” will be listed. Select the “Map Clock In” or “Map Clock Out” to view the precise location of the clock in/out on a Google map in your browser.
        1. map clock coordinates in google
        2. The captured clock in/out location will be pinpointed on the map.
          1. gps map of clock coordinates
        3. For consecutive shifts that are automatically clocked in and out (i.e. overnight shifts ending at 12 a.m. and starting at 12 a.m.), the initial Clock in location is copied to those auto-clocked scenarios.
  6. Understanding the Edit Shift Window
    1. QSClock Markers – Locate a clocked shift from either the Client or Employee View in the Scheduler of QSP. Double-Click it to reveal the shift’s details.
      1. Original vs Actual: Red text indicates the Original time the shift was scheduled. Scheduled start and end times are automatically updated with the Actual Start and End Time as determined by your Staff Timeliness notification settings. This occurs when a shift is clocked in/out too early or too late.
        1. original clock in and out times
      2. Give a Reason: When a staff is using QSClock, there are 5 scenarios they can encounter that will trigger a “Reason” prompt, which requires content to be entered into a text field before the clocked shift can be considered successful: Early or Late Clock In, Early or Late Clock Out, and Field Staff Created Shift/Clock In. In addition to the Reason displaying in the Staff Timeliness notification email, it will also appear in the Scheduled Notes section of the Edit Shift Window. Schedule Notes will also appear on an employee’s printed timesheet.
        1. schedule notes clock reason
      3. At the bottom of the Edit Shift Window is the date and time stamp indicating who made the last edit to a particular shift. This includes staff using QSClock to Clock In/Out which will have their name displayed.
        1. clock time stamp
      4. Some supervisors/managers have found it valuable to enter Schedule Notes for a particular shift prior to the employee Clocking in/out as a method of communication. These can be viewed by the employee when they open up their shift details upon clocking in or out.
      5. At any point during the day, employees have the option of inputting Service Notes and/or Mileage details to their scheduled shifts. Add the specifics and then press the save icon in the right-hand corner.
        1. clock service notes and mileage
  7. Manual Clock In/Out – This feature is most ideal when an employee fails to clock in or out of their scheduled shift. If a supervisor manually clocks them in/out prior to the no clock in/out time limit, this will stop a No Clock notification from sending unnecessarily.
        1. Begin by selecting the Clock icon in the lower left-hand corner of the Edit Shift Window.
        2. Depending on what time needs to be manually adjusted, select either the Clock In or Clock Out button. In this example, a Clock In will be done manually.
        3. There are three types of manual Clock adjustments that can be done The initial manual clock prompt presents the first type of “Now”
        4. Now. If “Now is selected, the actual time at the moment you click the “Now” button will be registered and you will be taken back to the prior window displaying that “Now” time. Then Save.
        5. Another Time. If “Another Time” is selected a prompt will ask you to enter that time in the blank white field in the center of the window. Once that time is entered press “OK” and you will be taken back to the prior window displaying that time.

      1. Original Time. If “Original Time” is selected after first choosing “Another Time” the original time of the scheduled shift will display in the blank white field in the center of the window and you will be taken back to the prior window displaying the original time.
    1. No matter the type of manual clock in/out you select, the geolocation is not captured, but the date and time stamp of who made the manual adjustment will be displayed.

qsclock manual clock inqsclock manual clock out

  1. Shift Validation for Field Staff Created Shifts – Unscheduled QSClock Ins are designated in QSP by an orange color. These type of QSClock created shifts do not contain a Service Type and, therefore, will not generate on any billing or payroll report until assigned a Service Type and “validated” (which is a prompt that is triggered after saving the service type).
    1. Adding Service Types to Field Staff Created Shifts. Follow steps 1-3.
      1. Begin by opening up the Edit Shift Window by double-clicking on the appropriate orange shift in QSP, either from the Client or Employee View.
      2. Choose the appropriate service type from the Service Type drop-down menu.
      3. Once the service type is selected, choose Save. A prompt will ask you to “Validate this Shift”. If “Yes” is selected, the shift will save and change from orange to white. If “no” is selected, the shift will save and remain orange. It will need to be “validated” at a later time if it is to calculate to payroll and billing reports.
    2. Deactivation of No Clock Notifications by Field Staff Created Shifts – Field Staff Created shifts have the added functionality to prevent a No Clock notification from being sent when a shift with the same client and time (start, or end or both) is created during an already existing shift for the same client and time. This eliminates No Clock In and/or Out alerts from being sent when an unscheduled employee in QSP is covering for an employee that is already scheduled in QSP. Please be aware of how this process works from the employee perspective. Below is a summation and steps for a manager to consider.
      1. When an employee creates a Field Staff Created shift for the same client and “around” the same time as an already existing shift, a couple of things happen:
        1. If the shift already exists for the same client and “around” the same time (start or end or both)
          1. The employee is informed that there is a shift for the same client at that time and asks if they are picking up the shift for the scheduled employee
          2. The approximate time frame is based on what is set up in the No Clock In and/or No Clock Out Notification. Start time uses the No Clock In time parameter, and end time uses the No Clock Out time parameter.
        2. If “Yes” is chosen
          1. And Only Start Time matches -The existing shift is flagged so that a No Clock In notification is not sent for the existing scheduled employee.
          2. And Only End Time matches – The existing shift is flagged so that a No Clock Out notification is not sent for the existing scheduled employee.
          3. And Start and End Time match (checking single and consecutive shifts) – The existing shift is flagged so that no No Clock In or No Clock Out notifications are sent for the existing scheduled employee in QSP, the existing scheduled shift is marked as Canceled.
            1. To see these Canceled shifts, select the “Show Cancelled Appointments” in the Scheduler.
  2. Reporting – There are 2 reports that are specific for QSClock, and can be found under Scheduling -> Reports -> “QSClock Time and Attendance Report” and “Shift Revision History Report”.
    1. QSClock Time and Attendance Report – This report is best when generated for smaller date ranges, or for specific employees, as the amount of data it produces can be significant. It pulls every selected employee’s scheduled shift for the defined date range and gives the Scheduled vs Actual date and time shift details. It also indicates if a shift was Clocked In late or early or on time, or not at all, or if a shift was clocked Out late or early or on time or not at all.
    2. Shift Revision History Report – As indicated in QSClock Preferences #3.3 above, if the Shift Revision tool is enabled, this report generates the data that is collected by displaying what the Actuals shift details were (which are set after the shift has been clocked in to), and what specific detail was revised and the reason given for the revision, including who made the revision and when.