Clock Events

Overview

Clock events are the raw records of employee time — clock-in, clock-out, break start, and break end. They form the basis for worklogs and timesheet calculations.

Event Types

Event Type	Description
IN	Employee starts work
OUT	Employee ends work
BREAK_START	Employee begins a break
BREAK_END	Employee resumes work

How Events Are Created

Clock events can be created in several ways:

• Kiosk terminal — employees enter their PIN and clock in or out at a shared device. See Kiosk Mode.
• Own device — employees use the Clock In / Clock Out buttons for today's shift on their dashboard or Schedule page. Without a planned shift they can use Start unscheduled shift and pick the location.
• Offline sync — events recorded on an employee's own device without internet are synced automatically when connectivity returns.

Worklogs

Each clock-in creates a worklog record. The worklog tracks the following information:

Field	Description
Actual start	The recorded clock-in time
Actual end	The recorded clock-out time
Rounded minutes	Payable minutes after the organization's rounding rules (by default, the worked duration rounded to the nearest 15 minutes)
Linked shift	The planned shift this worklog is matched to
Location / department	Where the work was done. A clock-in for a planned shift inherits the shift's department.
Status	Current workflow status of the worklog

Worklog statuses progress through the following stages:

Draft → Approved → Locked → Exported

A worklog is auto-approved at clock-out when it matches its planned shift closely and has no exceptions — see Automatic approval.

Offline Synchronization

When an employee clocks in or out on their own device, each event gets a unique device-generated ID. If the device is offline, the event is saved on the device and a banner says "You're offline. Clock events are saved and will sync automatically." Events sync when connectivity returns. The server ignores duplicate event IDs, so syncing the same event twice is safe and no data is lost during connectivity gaps.

Temporary problems (no network, a busy server) are retried automatically. Busy moments such as a shift change, when many employees clock in at once, don't cause clock-ins to fail.

When a clock event can't be saved

If the server rejects an event — for example because it would overlap another shift — retrying won't help. Instead of silently dropping it, the app shows a red banner on the employee's dashboard and Schedule page:

Some clock events couldn't be saved (N) reason from the server If this keeps happening, contact your supervisor.

The banner stays until the events are saved. The employee can tap Retry (for example after a supervisor has fixed the conflicting shift). If it still fails, the supervisor should record the time as a manual worklog from Timesheets so the hours reach payroll.

Forgotten Clock-Outs

A worklog with no clock-out has no end time, so its hours are not counted in timesheets totals, payroll, or reports until someone closes it.

To catch these, Vuoro checks every hour between 07:00 and 20:00 (Finnish time) for clock-ins that have been open for more than 14 hours. For each one, the supervisors and managers of that location and the company admins receive a warning — in-app, by email, and as a push notification — naming the employee, the clock-in time, and the location. Opening the notification takes you to Timesheets.

• Each open clock-in is warned about once — you won't get repeated reminders for the same worklog.
• Clock-ins older than 30 days are not warned about.
• Each warning is recorded in the audit log.

To fix it, open the worklog in Timesheets and set the correct end time (see Manual Corrections).

Manual Corrections

Supervisors can adjust worklog times from the timesheet view:

1. Open the worklog that needs correction. Only Draft worklogs can be adjusted — if it's already approved, revert it to draft first (Revert to draft).
2. In the Adjust Times card, change the Actual Start and/or Actual End.
3. Enter a Reason for adjustment (required).
4. Click Save Adjustment.
5. The change is recorded in the worklog's Adjustment History and the audit trail, with the original and corrected values.

The worklog stays in Draft and needs to be approved again.

For a worklog linked to a shift, the Import scheduled hours action replaces the actual times with the shift's planned times in one step — useful when an employee forgot to clock in or out. The change is also recorded in the adjustment history.

Exceptions

The system automatically detects anomalies in clock events. These appear as exceptions on the timesheet for supervisor review. Any exception prevents automatic approval.

Exception	Description	Blocks payroll readiness
Late arrival	Clock-in more than 5 minutes after the planned start	Yes
Early departure	Clock-out more than 5 minutes before the planned end	Yes
Missing break	The shift has a planned break but none was recorded (not raised when the worklog is marked "eat during work")	Yes
Missing break end	A break was started but never ended	Yes
Missing clock-out	Clocked in more than 14 hours ago without clocking out	Yes
Duplicate clock-in	A second clock-in while already clocked in	Yes
Long shift	Worked time exceeds 10 hours	No
Multiple breaks	Two or more breaks recorded	No
Unscheduled work	Worklog exists without a linked planned shift	No
Manual entry	The worklog was entered by hand	No

Exceptions that block payroll readiness must be resolved (by correcting the times or breaks) before the employee shows as ready in the period summary. The others are informational.