Time clock, timesheets and payroll prep

Each employee signs in with their own account and opens the Time Clock page on a phone, tablet or computer. The buttons follow the workday: Clock in, Start paid rest or Start unpaid meal, End break, Clock out. A running timer shows how long the shift has been open.

The device’s location is requested only at the moment of a punch, and only if the employee allows it. IntelliDrive does not track anyone in the background.

An unpaid meal needs the employee to confirm they were fully relieved of work. An unpaid meal shorter than 30 minutes is paid anyway and flagged for review. Nothing is deducted automatically.

You add each shop, yard or regular site as a work location with an address, a map position and a radius from 10 meters up to 50 kilometers (250 meters by default). Each employee can have a default location.

A punch at a work location is marked inside, outside or uncertain (when the GPS accuracy overlaps the edge of the area); a punch with no location is marked unavailable. Outside, uncertain and unavailable punches show as warnings on the Team page and the timecard. Where you turn on geofence review, they also need a written reason from the employee, and a punch with no location needs one whenever that employee’s settings require a location, which is the default.

The punch is kept either way: real working time is never thrown out because a phone could not get a GPS fix. GPS is the location the device reports, not proof against a spoofed phone.

If the connection drops while the Time Clock is already open, the punch is saved on that device. When the connection returns, the employee taps Sync, and each saved punch goes to a manager as a time correction to approve.

Until a manager approves them, offline punches are not counted in the week’s totals, and the phone’s clock never silently replaces the server’s time. A punch that is sent twice is only counted once.

An employee can request a correction for a missed or wrong punch, with a reason. A manager approves or rejects it. A manager can also edit a punch or add a missing one straight from the timecard, with a reason, and that correction is approved in the same step. In every case the original punch stays on record.

Managers cannot approve their own corrections or their own week; another manager, an owner or an admin has to.

A week can be submitted once missing punches and pending corrections are resolved, and approved once the workweek has ended. Locking keeps that statement exactly as approved. If a refund or a correction later changes a locked week, the difference shows up in Labor Reports & Audit, and you record an adjustment in an open week instead of rewriting the old one.

Each person gets their own pay plan, with rates that start on the date you choose. A new rate cannot start inside a locked week, so pay you have already locked is never recalculated.

Overtime starts after 40 hours in the employee’s workweek, or after a lower threshold you set, and is paid at time and a half of a regular rate that includes commission, bonuses and any minimum-wage top-up, not just the hourly rate.

Tips on a technician’s sales are added to their gross pay and are not counted as commissionable revenue.

Each employee has a minimum-wage floor, $7.25 an hour by default, which you can raise. If wages and commission for the week fall below that floor for the hours worked, IntelliDrive adds a minimum-wage top-up as its own line.

You can add bonuses, reimbursements, advances and authorized deductions to a week. A deduction or advance needs a written authorization reference, and one that would take pay below the wage floor holds the week for review before it can be approved.

Pay & Wages shows each employee’s week: straight wages, commission, overtime premium, bonuses, minimum-wage top-up, tips and gross earnings, with a per-sale commission breakdown, labor as a share of revenue, printable statements and a gross-pay CSV.

Labor Reports & Audit shows hours and gross labor by employer, an overtime watch for anyone approaching 40 hours, changes that affect locked weeks, and a private audit trail of every rate change, correction, approval and lock.

Every Monday morning, owners and admins get an email with last week’s commission for each technician, plus hours and gross pay for each employee once the time clock is in use.

Clocking in and managing timesheets do not grant access to pay. Rates and payroll reports need their own permissions, which owners and admins have and which you can give to others. Employees see only their own hours and pay.

For anyone with two-factor sign-in turned on, changing rates or approving and locking a week asks for a fresh two-factor code first.