Modified clocks (manual punches) are being overridden and lost in PeopleHR

Why are modified clocks (manual punches) being overridden & lost in PeopleHR?

If you are using the Idency PeopleHR plugin, your time & attendance setup will include a clocking device that records and stores employee raw clocking data. It will also include the plugin which is ClockReportsXE software. This software then pulls this data from the device, stores it within its own database, then pushes the data out to PeopleHR. All of this is done automatically (commonly set to every 30 minutes) and so the data then automatically populates within PeopleHR ready for management.

This means that if the clocks are then being manually edited/updated within PeopleHR, ClockReports auto syncs are going to override this edited data with the raw recorded data at each auto sync. However, there are 2 steps to avoid this so that it is possible to edit data with continued automatic synchronisation without any overridden/lost data.

How can I prevent modified clocks (manual punches) from being overridden & lost in PeopleHR?

The 2 steps to follow in order to avoid experiencing this issue. This includes ensuring that the correct auto sync settings are applied within ClockReports and ensuring that manual edited/updated clock records are being made at a suitable time. Please follow the below procedure for this:

Step 1: Ensuring the correct auto sync settings are applied within ClockReports

• Open ClockReports as administrator – To do this right click the ClockReports desktop icon and click ‘Run as Administrator’
• Go to ‘Data Manager’ on the top left hand corner
• Click ‘PeopleHR Export’ (see image 1)
• It will open up a new window (see image 2)
• Click ‘Unlock’ to make changes
• Ensure that in the ‘Autosync Start Date’ is set as ’Today’
• Close off the window and your settings will automatically save

Image 1

Image 2

Step 2: Ensuring manual edited records are being made at a suitable time

Now that we have the ClockReports auto sync set to syncing the ‘Today’ records only, we are safe to edit records for any day before the current date.

If we were to edit records on the same day they will still be overridden by ClockReports. For example, it is Thursday today and at lunchtime I am editing clocks for employees that clocked in this morning, say they clocked at 8:47 and I am manually rounding this up to 9:00. I have ClockReports auto syncing ‘today’ data only, which is running every 30 minutes. Within 30 minutes or less, the data I have just corrected to 9:00 will automatically change back to 8:47 from the raw data overriding the edited.

Instead, I am only going to edit clocks from the day before to avoid this. For example, it is Thursday today and at lunchtime I am editing clocks for employees that clocked in Wednesday morning. They clocked at 8:47 and I am manually rounding this up to 9:00. ClockReports is still auto syncing ‘Today’ data every 30 minutes but it is not affecting my edited records. This is because ClockReports is not syncing data from Wednesday (yesterday). I will be able to edit todays Thursday records from tomorrow onwards.

Now both these steps have been followed, this issue will not exist any longer.

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