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Documentation Index

Fetch the complete documentation index at: https://docs.yrka.io/llms.txt

Use this file to discover all available pages before exploring further.

Timekeeping is where you review, approve, and manage employee time records before handing off to payroll. You can inspect worked hours alongside paid non-work (PTO, vacation, holidays), drive time, break signals, and location evidence. You can also handle employee correction requests, lock entries when review is complete, and export the reviewed data for payroll preparation. Open it by selecting Timekeeping from the admin sidebar or navigating to /admin?tab=timecards.

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Choose your review mode

Pay Period mode organizes time entries into your configured biweekly payroll periods. Use this when your review goal is period-level payroll readiness — closing out a pay period before handoff to your payroll provider.The table shows all employees with entries in the selected period. Summary totals at the top break out Worked, PTO, VAC, HOL, Paid Non-Work, Drive, and Total Paid hours so you can spot discrepancies before exporting.
Pay Period mode uses the biweekly cadence configured in Settings > Timekeeping and Payroll Prep. If your period boundaries look wrong, verify your pay-period settings first.

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Reviewing timecard entries

The timekeeping table shows one row per time entry. Key columns include employee name, date, job or entry type, clock-in and clock-out times, worked hours, drive time, and review status.

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Entry types

Entries fall into two broad categories:
  • Worked entries — clocked or manually entered time an employee actually worked.
  • Paid non-work entries — approved leave, such as PTO, vacation (VAC), and holidays (HOL). These count toward total paid hours but are separate from worked hours.
  • Drive time — recorded separately from worked hours and displayed in its own column.
Don’t mix leave, holiday, and drive-time hours into worked-hour totals. Each category appears in its own column. If totals look inflated, confirm you’re reading the right column.

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Review badges

Each entry carries a review badge indicating its current state:
BadgeMeaning
Needs reviewOne or more exception signals are present
Correction pendingAn employee correction request is waiting for review
Pending reviewNo final review decision has been recorded
ApprovedAn admin has reviewed the entry
LockedNormal employee edits and review-status changes are blocked

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Location context badges

If location capture is enabled, entries also show a location badge:
  • Captured — location was recorded at clock time.
  • Denied — the employee declined location permission.
  • Unavailable — no location signal was available (network, device, or browser setting).
  • Not required — location capture is not configured for this job or entry type.
  • Missing — location was expected but not recorded.
  • Low accuracy — a location was captured but the accuracy radius is wide.
  • Geofence — a geofence review was triggered for this entry.
Location data is review evidence. It does not automatically determine wage compliance, attendance decisions, or disciplinary outcomes. You remain responsible for applying your organization’s policies to the evidence.

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Quick filters and exception isolation

Use the filter controls above the table to isolate the entries that need attention:
  • Employee and job filters — narrow to a specific person or job context.
  • Attendance exception filters — isolate late arrivals, no-shows, unscheduled work, missed clock-outs, early clock-in/out, overrun, break review, location review, and correction-linked rows.
  • Status filters — show only entries in a specific review state (needs review, approved, locked, etc.).
  • Payroll-ready filter — confirm which entries are clear of blocking review items.
Sort any column — Employee, Date, Job/type, Time, Hours, Review, Location, or Notes — to find patterns quickly.

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Reviewing exceptions

When an entry shows Needs review, open it to see the full evidence context. The context sheet shows:
  • Matched scheduled shift and timecard evidence
  • Clock evidence summary — whether the entry came from employee self-service, an authenticated kiosk code, or offline replay
  • Schedule-window guardrail outcome and policy posture
  • Foreground location, geofence review, and capture state
  • Break signal details
  • Correction and dispute history
  • Audit actor and timestamp
For schedule-vs-actual rows where an employee was scheduled but has no matching timecard entry, use the reason buttons in the evidence context — such as No-show confirmed, Manager verified, or Employee dispute — to record a structured outcome. This saves the reason alongside the source schedule evidence without changing the schedule or timecard records themselves.
1

Find exceptions

Apply the Needs review or attendance exception filter to surface entries waiting for a decision.
2

Open the evidence context

Select the entry to open the context sheet. Review the clock evidence, schedule match, location, break signals, and correction history.
3

Record your review decision

Mark the entry as reviewed after inspecting the evidence, or select a structured reason from the evidence context for no-show or absent-entry rows. This updates the review state and writes audit history without modifying the source timecard.
4

Confirm the badge updates

The entry badge should reflect the new review state. Calendar and table totals update to reflect reviewed vs. unreviewed counts.

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Bulk triage

When review volume is high, select compatible entries and use bulk controls to mark them reviewed or reopen them for correction. Bulk actions refuse locked entries and incompatible mixed exception types. Bulk review and reopen also refuse attendance-only rows that require derived attendance review, and bulk correction requests refuse rows with an open employee correction or dispute request already attached.

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Handle corrections and locks

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Employee correction requests

When an employee submits a correction request, it appears in Inbox and on the timecard entry with a Correction pending badge.
1

Open the request

Open Admin > Messages and filter Inbox for correction requests, or select the entry directly in Timekeeping.
2

Review the request

Compare the employee’s requested change against the current entry, their note, the location context, job, break signals, and pay-period state.
3

Decide

Approve the correction when the change is accurate. Deny it when the request is incomplete or the current entry is correct. Request Clarification when you need more information before deciding.
4

Confirm the result

Approved corrections update the timecard entry and write review history. The decision remains tied to the original entry and is visible to the employee where their access allows it.

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Entry locks

Use entry locks to prevent ordinary employee edits after review is complete.
  • Lock an entry when employee changes should stop.
  • Unlock an entry only when a correction needs to be reviewed or applied.
  • Payroll period locked means the entire pay period is closed. Ordinary employee timecard changes are blocked for all entries in that period.
If a lock was applied before a needed correction, unlock the entry, complete the correction review, then lock it again if appropriate. Do not ask employees to work around locks — use the reviewed correction path instead.

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Export timecards for payroll prep

Use the Timekeeping export to download reviewed rows for payroll preparation. For provider-specific export formats and saved vendor profiles, use the Payroll surface instead.
1

Select your review mode and date range

In Pay Period mode, the export uses the configured biweekly period. In Calendar mode, select the exact dates that define the export range before exporting — otherwise the export uses the visible calendar range.
2

Apply filters

Filter by employee and job so the export contains only the rows you intend to hand off.
3

Review visible rows and totals

Confirm that exceptions, corrections, lock states, paid non-work, and drive time are understood before exporting.
4

Export

Select the export control and choose CSV or JSON. Save the file using the generated period label in the filename for traceability.
Timekeeping exports support payroll preparation and customer review. They do not submit payroll to a provider, file taxes, or guarantee provider acceptance. For provider-oriented export packs with saved field mappings, use Admin > Payroll.

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Common issues

Check whether leave, holiday, drive time, or unpaid breaks are being read as ordinary worked hours. Each category has its own column.
Review the capture policy and the employee’s device or browser context before treating missing location as a policy violation.
Check for pay-period locks, entry locks, and employee or app access gates. Locked entries must be explicitly unlocked before their review outcome can change.
Confirm the request was submitted by the employee and check Inbox filters. Requests may be filtered by status or date range.
In Calendar mode, select the exact date range first. If provider-specific columns are needed, use Payroll export profiles rather than the Timekeeping table export.