Question
How do I ensure that employees are clocking in and out within designated time frames?
Answer
If you have a scheduling integration that works with schedule enforcement, you can restrict employees from clocking in before or after a certain time by following these steps:
In Toast Web, navigate to Front of house > Order screen setup > UI options. You'll need permission 6.6 Restaurant Operations Setup to navigate to this page.
Scroll to the Time Clock section and set the Enforce Scheduling option to Yes.
The time limit configurations are in a different section. In Toast Web, navigate to Employees > Employee management and select Schedule enforcement.
The number of minutes entered into the fields here creates a time window around the start and stop times of your employee's scheduled shifts. Manager approval (passcode or swipe card) will be required if an employee attempts to clock in or out of their shift outside the designated time windows. For a manager to log an employee in, they must have the 3.14 Edit Time Entries and 4.3 Labor Reports permissions. If you would like to restrict your entire staff from only being able to be clocked in by a manager, set all these below Minutes options to 0; if you set the grace period to be 2 minutes before clock-in, all clock-ins will require a manager override.
The scheduled shifts existing in your labor management software will also be displayed on the configurations page. An example appears below.
Note: If you don't have any shifts loaded and you put in schedule enforcement times (as in step 4), the POS will always require manager approval, because it does not know what the correct scheduled time is.
To fully understand this feature, let's look at an example that includes the images above. An employee scheduled for a 4:00 p.m. shift on 1/18 will require manager approval if they attempt to clock in before 3:45 p.m. or after 4:15 pm (based on the 15-minute intervals set in step 4). This gives the employee a 30-minute window to clock in for their shift without needing approval.
The employee's 1/18 shift is scheduled to end at 9:00 p.m., so manager approval would be required if the employee attempts to clock out before 8:45 p.m. or after 9:15 p.m. (based on the 15-minute intervals set in step 4). The employee again has a 30-minute window to clock out without manager's approval.
Note: Manager override will be required for Clock Out actions if an override was required for the corresponding Clock In action.
For more information or support on existing labor scheduling partners, visit pos.toasttab.com/integrations or contact your Toast representative.