Team
Timeclock (Clock In / Clock Out)
Timeclock (Clock In / Clock Out)
Track staff working hours with a built-in timeclock — clock in from the dashboard or mobile app, clock out with break tracking, and review timesheets with CSV export.
Where to find it — Web: Dashboard → Time Clock card (clock in/out), Sidebar → Timesheet (admin view). Mobile: Today tab → Time Clock card (clock in/out), More → My Hours (personal history), More → Timesheet (admin view).
Overview
The timeclock lets you:
- Clock in and clock out from the dashboard or mobile app with a single tap
- Track break duration with presets (15, 30, 45, 60 minutes) or a custom amount
- See a live elapsed timer showing how long you have been clocked in
- View who is currently clocked in at your venue (owners and managers)
- Review timesheet history grouped by staff member with totals
- Export timesheets as CSV for payroll processing
- Create, edit, and void entries manually (owners and managers)
- Receive a push notification if you forget to clock out after 8 hours
Clocking in
On web
- On the dashboard, find the Time Clock card.
- Click Clock In.
- The card updates to show "Clocked in" with a live timer displaying elapsed time (e.g. "1h 23m").
On mobile
- Open the Today tab.
- Find the Time Clock card at the top of the screen.
- Tap Clock In.
- A success toast confirms: "You're clocked in at {venue name}".
- The card updates to show "Clocked in" with a live timer.
The timer updates every 60 seconds and resumes automatically when you return to the app.
Tip
You can only have one active clock-in at a time. If you try to clock in while already clocked in, you will see an error: "You're already clocked in".
Clocking out
On web
- On the dashboard, click Clock Out on the Time Clock card.
- A popover appears showing your start time ("Started at HH:mm").
- Select a break duration from the presets:
| Preset | Minutes |
|---|---|
| No break | 0 |
| 15 min | 15 |
| 30 min | 30 |
| 45 min | 45 |
| 1 hour | 60 |
- The Net hours preview updates as you select a break (e.g. "~8h 00m").
- Click Clock Out — ~Xh YYm to confirm.
On mobile
- On the Today tab, tap Clock Out on the Time Clock card.
- The Clock Out sheet opens showing your start time.
- Select a break duration from the presets (No break, 15 min, 30 min, 45 min, 1 hour), or tap Other... to enter a custom amount (maximum 480 minutes).
- The net hours preview updates live.
- Tap Clock Out — ~Xh YYm to confirm.
- A success toast confirms: "Shift recorded — Xh YYm" with a link to My Hours.
Break minutes cannot exceed the total shift length. If you enter a break longer than the shift, the clock-out will fail.
Long shift warning
If a clock-in has been active for 12 hours or more, the Time Clock card changes to a warning state:
- The card background turns orange/warning
- A "Long shift" badge appears
- A message reads: "This shift has been running for over 12 hours. Forgot to clock out? Tap Clock Out above."
This helps catch forgotten clock-outs before they distort timesheet data.
Forgotten clock-out reminder
OpenChair sends an automatic push notification to staff who have been clocked in for more than 8 hours without clocking out.
- Title: "Don't forget to clock out"
- Message: "Still clocked in at {venue}? Tap to clock out — you've been on for {hours}h."
The reminder is sent once per shift — tapping the notification opens the timeclock screen on mobile. If you intentionally work long shifts, you can safely dismiss the notification.
Who's In card (owners and managers)
The Who's In card on the dashboard shows which team members are currently clocked in.
When no one is clocked in
The card displays: "No staff clocked in yet today".
When staff are clocked in
- An avatar stack shows up to 3 staff photos (with a "+N" badge if more are clocked in)
- The text reads: "{N} staff clocked in" with a comma-separated list of names
- If any shift has been running for more than 12 hours, a warning appears: "{N} unfinished shift(s)"
Tapping the card navigates to the Timesheet page.
Viewing your personal hours (My Hours)
Every team member can view their own clock-in history.
On mobile
- Go to More → My Hours.
- The screen shows your shift history for the selected period.
- Use the period selector at the top to switch between:
| Period | What it shows |
|---|---|
| This week | Current week's shifts |
| Last week | Previous week's shifts |
| This fortnight | Current fortnight's shifts |
| Last fortnight | Previous fortnight's shifts |
- Each entry shows: date (e.g. "Mon 16 Mar"), time range (e.g. "09:00 → 17:30"), break ("30m break"), and net hours.
- Tap any entry to see full details including notes and status.
- A Total bar at the bottom shows the sum of all net hours for the period.
Timesheet (owners and managers)
The timesheet gives owners and managers a complete view of all staff clock-in history with totals, editing, and export.
On web
- Go to Timesheet in the sidebar.
- Select a period using the dropdown: This week, Last week, This fortnight, or Last fortnight.
- The date range is displayed (e.g. "24 Mar 2026 — 30 Mar 2026").
The timesheet is grouped by staff member, with each staff section showing:
- Staff avatar, name, entry count, and total hours
- Click a staff section to expand and see individual entries
- Each entry shows: date, time range (e.g. "09:00 → 17:30"), break, net hours, and status badges
Status badges on entries:
| Badge | Meaning |
|---|---|
| Active | Staff member is currently clocked in |
| Unfinished | Shift has been running for over 12 hours |
| Manual | Entry was created manually by an owner or manager |
| Voided | Entry has been voided (excluded from totals) |
A stale entries banner appears at the top if any shifts have been running for over 12 hours: "{N} unfinished shift(s) — These shifts have been running for over 12 hours and may need correction."
A grand total row at the bottom shows: "Total across {N} team member(s)" with the combined hours.
On mobile
- Go to More → Timesheet.
- The layout matches the web view — period selector at top, staff accordion sections below.
- On iPad, the timesheet uses a master-detail layout: staff list on the left, entry table on the right with columns for Date, Time, Break, Net, and Status.
- On phone, tap a staff section to expand and see their entries.
Empty state
When no entries exist for the selected period: "No time entries for {period}. The Timesheet is your review and correction surface for team attendance."
Adding a manual entry
Owners and managers can create entries for staff who forgot to clock in, or to backfill historical shifts.
On web
- Go to Timesheet.
- Click Add Entry.
- In the Add Manual Entry dialog, fill in:
| Field | Required | Notes |
|---|---|---|
| Team Member | Yes | Select from dropdown |
| Date | Yes | Defaults to today |
| Clock In | Yes | Time in HH:mm format |
| Clock Out | No | If provided, the entry is marked as completed |
| Break (minutes) | No | 0–480 minutes, defaults to 0 |
| Notes | No | Optional text |
- The Net hours preview updates live as you fill in times and break.
- If the clock-out time is earlier than clock-in, a note appears: "Next day assumed (overnight shift)".
- Click Create Entry.
On mobile
- Go to More → Timesheet.
- Tap the + button.
- Fill in the same fields as web.
- Select break using presets (None, 15m, 30m, 45m, 60m) or tap Other for a custom amount.
- Tap Create Entry.
Manual entries are tagged with a "Manual" badge in the timesheet.
Editing an entry
- On the timesheet, click or tap an entry row (entries that have been voided cannot be edited).
- The Edit Entry dialog opens with the current values pre-filled.
- Update the clock-in time, clock-out time, break, or notes as needed.
- Click Save Changes.
Adding a clock-out time to an active entry automatically changes its status from "active" to "completed".
Voiding an entry
Voiding removes an entry from hour totals while keeping it for audit purposes.
- Open an entry for editing.
- Click Void Entry (red destructive button).
- Confirm in the dialog: "Void this entry? It will be kept for audit but excluded from hours totals. This cannot be undone."
- Click Void Entry to confirm.
Voided entries appear with a "Voided" badge and strikethrough styling. They remain visible in the timesheet but are excluded from all hour calculations.
Warning
Voiding an entry cannot be undone. The entry remains in the timesheet for audit purposes but is permanently excluded from hour totals.
Exporting timesheets as CSV
- Go to Timesheet.
- Select the desired period.
- Click Export CSV.
- A CSV file downloads with the filename:
timesheet_YYYY-MM-DD_to_YYYY-MM-DD.csv.
CSV columns:
| Column | Format |
|---|---|
| Staff Name | Text |
| Date | YYYY-MM-DD (venue timezone) |
| Clock In | YYYY-MM-DD HH:mm (venue timezone) |
| Clock Out | YYYY-MM-DD HH:mm or "In progress" |
| Break (mins) | Integer |
| Net Hours | Decimal (e.g. "8.50") |
| Status | "active", "completed" |
| Method | "mobile", "web", or "manual" |
| Notes | Text |
Voided entries are excluded from the CSV export. All times are formatted in the venue's timezone.
Role access
| Feature | Owner | Manager | Stylist |
|---|---|---|---|
| Clock in / clock out | Yes | Yes | Yes |
| View own hours (My Hours) | Yes | Yes | Yes |
| View team timesheet | Yes | Yes | No |
| Create manual entries | Yes | Yes | No |
| Edit entries | Yes | Yes | No |
| Void entries | Yes | Yes | No |
| Export CSV | Yes | Yes | No |
| Who's In card | Yes | Yes | No |
The timeclock is available on both FREE and PRO plans with no tier restrictions.
Platform differences
| Feature | Web | Mobile |
|---|---|---|
| Clock in/out location | Dashboard → Time Clock card | Today tab → Time Clock card |
| Timesheet navigation | Sidebar → Timesheet | More → Timesheet |
| Personal history | Via timesheet (admin view) | More → My Hours (dedicated screen) |
| Break selection (clock out) | Preset buttons in popover | Preset buttons in sheet + "Other..." custom input |
| Timesheet layout | Staff accordion with expandable entries | Phone: accordion / iPad: master-detail with table columns |
| Manual entry form | Sheet (side panel) | Bottom sheet |
| Export CSV | Download button on timesheet | Export button on timesheet |
| Stale shift banner | Top of timesheet page | Top of timesheet screen |
| Keyboard shortcuts | — | Left/Right arrows (period), Cmd+E (export) on iPad |
| Timer refresh | Every 60 seconds | Every 60 seconds + on app foreground |
Troubleshooting
| Issue | Solution |
|---|---|
| "You're already clocked in" error | You can only have one active clock-in at a time. Clock out of your current shift before clocking in again. If you believe this is an error, ask an owner or manager to check the timesheet for a stuck entry. |
| Time Clock card not showing on the dashboard | The card only appears if you have an active staff profile at the venue. If you are a new team member, ensure your invitation has been accepted and your profile is set up. |
| Forgot to clock out yesterday | Ask an owner or manager to edit the entry from the Timesheet page — they can add a clock-out time to any active entry. Alternatively, they can void the stuck entry and create a new manual entry with the correct times. |
| Break minutes rejected | Break duration cannot exceed the total shift length, and the maximum is 480 minutes (8 hours). Reduce the break amount and try again. |
| Timesheet shows 0 hours for a shift | Check if the entry is still active (no clock-out time). Active entries show "In progress" instead of net hours. Clock out to complete the entry, or ask a manager to add the clock-out time. |
| Cannot access the Timesheet page | The Timesheet page is only accessible to venue owners and managers. If you are a Stylist, use My Hours on mobile to view your own shifts. |
| Entry shows "Manual" badge | This means the entry was created manually by an owner or manager rather than by the staff member clocking in. Manual entries are legitimate corrections or backfills. |
| Received "Don't forget to clock out" notification | This push notification is sent automatically when you have been clocked in for more than 8 hours. Open the app and clock out, or dismiss the notification if you are still working. |
| CSV export button is greyed out | The Export CSV button is disabled when there are no entries for the selected period. Change the period selector to a range that contains entries. |
Related Articles
Last updated: March 2026