Overview
Team clock-in lets a field manager clock an entire crew in or out at once from the mobile app, instead of waiting for each person to do it on their own phone.
One tap covers everyone who isn't already clocked in. Anyone already working, on a break, or clocked out for the day is left alone.
Available in the Mobile App to users whose role allows them to edit everyone's timesheets.
When to Use This Feature
A four-person crew arrives at a site together and the foreman clocks everyone in at once.
Some of your team don't carry work phones and can't clock themselves in.
A crew breaks for lunch together and you want their timesheets to reflect that consistently.
The day ends and you'd rather stop everyone's time than chase four people to remember.
You want accurate labor hours flowing into Job Costing without hand-correcting timesheets later.
How It Works
Each team member is in one of four states:
Not Clocked In - no time running.
Working - clocked in and on the clock.
On a Break - clocked in, break time running.
Clocked Out - finished for the period.
A Clock In Everyone action appears when at least one listed member is Not Clocked In. Tapping it clocks in only those members, with the current timestamp, and moves them to Working.
Once nobody is left to clock in, the action disappears and the team controls switch to the bulk break, switch, and stop options for managing the crew that's now on the clock.
How to Clock In a Whole Crew
Open the timesheets area of the mobile app.
Select the team members you're managing so they're listed.
Tap Clock In Everyone.
Everyone who was Not Clocked In moves to Working, all with the same timestamp. The team controls then switch to the break, switch, and stop actions.
Adding Timesheets for a Crew by Hand
When someone forgot to clock in entirely, you can add time for several people at once rather than one at a time.
Open the timesheets page, either the main one or a work order's.
Start a new timesheet entry.
Select the team members the time applies to. If your role only allows recording your own time, this is locked to you.
Set the date. The start date defaults to today, with the end date matched to it.
Enter the time block. If the work crossed midnight, switch off the same-day setting and set an end date explicitly.
Add a note if you need to explain the entry, then save.
When you're adding time from a work order, the account and work order are set for you and can't be changed.
Approving Timesheets from Mobile
If your role includes approval, you can approve a day's time from the timesheet day preview.
Approving covers all of that person's timesheets for the selected day at once. The status changes to Approved and the button becomes Withdraw Approval.
Withdrawing an approval asks you to confirm first. Approved timesheets can't be edited - withdraw the approval to make a change.
Who Can Do This
Time tracking permissions come as groups on a role. Each one includes everything below it:
View their own and clock in only - the most limited. The person clocks themselves in and out and sees their own time.
View, clock in, and manually record their own - adds recording their own time by hand.
View, record, and edit their own - adds editing their own entries.
View, record, and edit everyone's - the level where team clock-in becomes available.
View, record, edit, and approve everyone's - adds timesheet approval.
View, record, edit, approve, and delete everyone's - full control.
Team clock-in requires at least "View, record, and edit everyone's". A technician on a limited role sees only their own clock controls.
See Standard User Roles for assigning these.
Tips & Best Practices
Clock in from the work order, not the main page. The job association comes along automatically, which keeps your labor costs attached to the right work.
Give one person on each crew the manager role. Team clock-in only helps if the foreman actually has the permission for it.
Clock in when the crew starts working, not when you arrive. Everyone gets the same timestamp, so tap it at the moment work actually begins.
Check the list before tapping. The action applies to everyone shown who isn't clocked in, including anyone you didn't mean to include.
Fix missed time the same day. Bulk entry is quicker than correcting a week of timesheets before payroll.
Things to Know
Team clock-in only affects members who are Not Clocked In. Anyone Working, On a Break, or Clocked Out is untouched.
Everyone clocked in together gets the same timestamp.
The Clock In Everyone action doesn't appear when everyone listed is already clocked in.
If one person fails to clock in, the rest still succeed. You'll see an error for that individual rather than the whole action reversing.
Approved timesheets can't be edited until the approval is withdrawn.
Team clock-in is a Mobile App feature.
Time logged this way feeds labor costs in Job Costing. See Job Costing & Compensations.
Troubleshooting
I don't see a Clock In Everyone option.
Either everyone listed is already clocked in, or your role doesn't allow editing everyone's timesheets. Ask an admin to check your time tracking permission group.
One crew member didn't get clocked in.
Clocking in each person is handled independently, so one failure doesn't stop the others. Check that member's status and clock them in individually.
Someone on break got skipped.
That's intended. Team clock-in only picks up members who are Not Clocked In, so it never disturbs someone mid-break.
I can't edit a timesheet.
It's probably approved. Withdraw the approval first, then edit. Or contact your supervisor or the back office.
A technician says they can't clock in at all.
Confirm their role includes at least clock-in permission for their own time. The most limited group still allows self clock-in.
Have questions? Reach out via the support chat or email support@motionops.com.