Learn how to add, edit, invalidate and manage time entries in Swept if your cleaner forgets to clock in/out.
Occasionally, a team member may forget to sign in or out or accidentally sign in at the wrong location, leading to sign-in or sign-out errors. Additionally, please note that the Payroll report does not allow for approving shifts exceeding 24 hours. If a shift appears too long, you will need to edit it in the Time Entry report before approving and exporting it in the Payroll report.
As you use Swept, you may find it necessary to add, edit, or mark a shift as invalid. Instead of deleting a shift, marking it as invalid ensures that it will not appear in your Payroll Report or Schedule Variance Report. However, these invalid entries will still be visible in your Time Entry Report and Mood Report, allowing you to maintain a comprehensive record.
ProTip: Review and edit the time entry report daily or every other day to streamline payroll processing.
How to Add a Missing Time Entry for Shifts in Progress and Completed Shifts:
There are times when adjustments to time entries need to be made when a shift is in progress or after a shift has been completed.
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If a Cleaner does not clock in and no time entry record exists for a shift that was completed, you are able to manually create the time entry using the Swept Time Entry Report.
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Managers are also able to manually update the time entry by recording the time the shift was started or completed if the cleaner forgot to clock out.
If the cleaner completed a shift but did not log in to record their time entry, you can manually add it in by following the instructions below.
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Click on Reports in the left hand navigation bar. Select Time Entry Report.
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Click the green + Time Entry button located in the top right corner.
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Select the Cleaner and Location from their dropdown list.
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Click on the Date In field to select the date they signed in on a calendar.
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Click on Time In to select the time they signed in. Enter your time in by typing in your time in hour, minute and am/pm. If you are using Safari please note Safari’s times will show a 24 hour clock.
Cleaners can then log out of the shift to complete the time entry, or Managers can do this manually by continuing with the manual entry on the time card.
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Click on the Date Out field to select the date they signed out on a calendar.
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Click on Time Out to select the time they completed the shift. Enter your time out by typing in your time in hour, minute, and am/pm.
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Record any problems reported during the shift in the field labeled Problems.
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You can add a note about this shift in the Notes field. Notes are visible to all other managers and supervisors with access to the Time Entry report.
Invalidate Time Entries as per Location
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Navigate to the Web App > Time Tracking Tab
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Under Reports, select Time Entry Report.
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To add in a new shift, select the +TIME ENTRY green button and you will be taken to a new Time Entry Details to fill out.
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To edit the shift, click on the shift and you will be taken to the Time Entry Details Page. Once you update your time entry click Save.
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To remove a time entry from your reports you can invalidate the time entry by clicking the arrow by Save and select Mark as Invalid.
Note: in either of the above options, any changed shift will be denoted with a pencil to the right of the entry so there is a record of change that all managers are aware of and an Audit log will indicate each step of the changes applied.
If you have questions, please reach out to support@swept.com or ask a question in our chatbot.