The Time Clock feature lets your employees clock in and out from their phone or computer, with GPS location tracking on each punch. You can configure pay periods, set overtime thresholds, require shift notes, and have supervisors approve hours — all within Limo Anywhere.

Time Clock is part of the LA Plus Plan

How to Access Time Clock Settings

1. Navigate to Time Clock/Hour Logging in the left sidebar
   • If you don’t see “Time Clock” under Tools, the feature may not be exposed on your account. Contact your account manager to enable it.

Setting Up the Time Clock

Enabling the Feature

1. On the Time Clock settings page, check the Enable Time Clock checkbox
2. Click Save at the bottom of the page

When enabled, employees will be able to clock in and out using the Time Clock app.

Configuring Pay Periods

Set up your pay period structure so hours are grouped correctly:

• Pay Period Type — Choose from:
  • Every Two Weeks — A standard bi-weekly pay cycle
  • 1st and 15th — Semi-monthly, splitting at the 1st and 15th of each month
  • Weekly — Every week
  • Monthly (1st) — Once a month starting on the 1st
• Hours Per Pay Period Before Overtime — Enter the number of regular hours before overtime kicks in (e.g., 80 for a bi-weekly period). Hours beyond this threshold are flagged as overtime in reports
• Pay Period Start Date — The date your current pay period begins. The system uses this to calculate all future pay periods

Shift Notes

Check Enable Clock-Out Shift Notes if you want employees to write a note when they clock out. This is useful for logging what they worked on during their shift. When enabled, a text box appears on the clock-out screen.

SMS Clocking by Role

You can allow employees to clock in and out via SMS text message. Under the SMS Clock Roles section, check the box next to each employee role that should be allowed to use SMS clocking (e.g., Driver, Dispatcher, Office Staff).

When SMS clocking is enabled for a role, employees in that role can text a designated number to clock in or out without opening the app.

After configuring all settings, click Save.

Distributing the Time Clock App to Employees

The Time Clock app is a mobile-friendly web page that employees open on their phone — no app store download required.

1. Navigate to Add-Ons > Apps > Time Clock in the left sidebar
2. You’ll see a list of all employees

For each employee, you can:

• Send via SMS — Click the SMS icon to text the app link to the employee’s phone number
• Send via Email — Click the email icon to email the link
• QR Code — Click the QR icon to generate a scannable code the employee can scan with their phone camera
• Copy Link — Click the copy icon to copy the link to your clipboard and share it however you prefer
• Revoke Access — Click the revoke button to deactivate an employee’s Time Clock link. They will no longer be able to clock in or out until you send a new link

The Last Used column shows when each employee last accessed their Time Clock page.

Custom Logo

You can upload a custom logo that appears at the top of the Time Clock app. Use the logo upload area on the app distribution page to add your company branding.

How Employees Clock In and Out

When an employee opens their Time Clock link on their phone:

1. They see a Clock In button (or Clock Out if they’re currently clocked in)
2. They tap the button — the system records the time and captures their GPS location
3. If the employee has multiple roles, they select which role they’re clocking in for
4. On clock out (if shift notes are enabled), they can enter a note about their shift
5. The page shows their current status, today’s clock entries, and total hours for the current pay period

The GPS location is captured automatically when the employee allows location access in their browser. This helps verify that employees are clocking in from the expected location.

Viewing Time Clock Records

1. Navigate to Time Clock/Hour Logging and click the Records tab
2. Select the pay period you want to view using the navigation arrows
3. Records are grouped by employee role

For each employee, the records page shows:

• A grid of each day in the pay period
• Clock in and clock out times for each day
• GPS location links for each punch (click to see where they clocked in/out on a map)
• Daily hour totals
• A rolling total for the pay period
• Overtime hours (highlighted when the employee exceeds the configured threshold)

Editing Records

Administrators can edit clock entries if corrections are needed:

1. Click on a clock entry to open the edit form
2. Adjust the clock in or clock out time
3. Save the change

This is useful for correcting missed punches or adjusting times when an employee forgot to clock out.

Approving Time Clock Entries

If your workflow requires supervisor approval of hours:

1. Navigate to Payroll > Adjustment > Approval Queue
2. You’ll see a list of unapproved clock entries showing:
   • Employee name
   • Clock in time and GPS location
   • Clock out time and GPS location
   • Total hours for that entry
3. Click Approve next to each entry to approve it

Only users with administrator or supervisor permissions can access the approval page.

Tips and Best Practices

• Set up pay periods before enabling the feature. Make sure your pay period type, start date, and overtime threshold are configured correctly before employees start clocking in.
• Test the app link yourself first. Send the Time Clock link to your own phone and go through a clock in/out cycle to make sure everything works as expected.
• Enable shift notes for accountability. Having employees log a brief note about their shift provides a record of what was accomplished.
• Review GPS locations periodically. The GPS data on each punch helps verify employees are clocking in from the right location. Click the location links on the records page to check.
• Revoke access promptly for departing employees. When someone leaves your company, use the Revoke button on the app distribution page to deactivate their Time Clock link immediately.
• Use the approval workflow for payroll accuracy. Having a supervisor review and approve entries before payroll runs helps catch errors and discrepancies early.

Troubleshooting

• Employee can’t access the Time Clock link — The link may have been revoked. Go to Add-Ons > Apps > Time Clock and send a new link to the employee.
• GPS location not captured — The employee’s browser must have location permissions enabled. Have them check their phone’s browser settings and allow location access for the Time Clock page.
• Clock entries show wrong times — Verify your system timezone is set correctly under Settings > System. Clock times are recorded in your system’s configured timezone.
• Overtime hours not showing — Check that the “Hours Per Pay Period Before Overtime” value is set correctly in the Time Clock settings. Overtime only appears after the employee exceeds this threshold within a single pay period.
• SMS clocking not working — Make sure the employee’s role has SMS clocking enabled in the Time Clock settings, and that the employee has a valid phone number on file.
• “Time Clock” not visible in the menu — The feature needs to be enabled on your account. Contact your account manager to have it exposed.