If your practice is using the Time Clock feature within Cloud 9, there are times when a designated individual will need to make some adjustments to employee 's time punches. First, they must have been assigned the permission of Time Clock Admin under Edit > Setup > Employees, and that specific Employee's profile.
NOTE: Individual Employees will be able to run reports for Time Clock if they are assigned any of the following permissions:
- RPT: Employee Time Card
- RPT: Employee Time Card by Day
- RPT: Employee Time Card By Location
With these permissions, any employee can run an employee time clock report for any employee in the list. Providing them with these permissions does give them the opportunity to be able to see other Employee Timecards. Our recommendation is that only employees with Time Clock Admin permissions be given the permissions to run these reports.
Accessing Time Clock Admin
In order to access the functions of Time Clock Administration, you will need to go to Edit > Time Clock Administration.
Let's start by looking at the fields that should now be showing on your screen. When you first arrive in the Time Clock Admin section, it should look similar to what is shown below:
Starting at the left, the Employee Field has been identified. You will need to select the employees name on which you will be making changes or adjustments. If you attempt to proceed to any other field first, you will receive a Pop-up message advising you to select an employee.
After selecting the employee, move to the Week field. Any date that you select from the Date Picker will be displayed below, in a two week block of time. I selected July 1, 2026 when I made my selection, and the two week block it provided was the two week pay period which included the first of July. This is shown below:
From this screen, we can choose to either Create a Block Event (if the employee is out for an entire week), or Create Event for an option to only create one single punch in/out.
Creating a Block Event
When the Create Block Event button is selected, the below screen will appear.
In Status: This is the status to which the employee will be clocked in. For our example I selected Vacation In (Paid).
In the second field, titled Out Status, I selected Vacation Out (Paid).
The Location field is next. Select from the dropdown whatever location is appropriate.
The Start Date field comes next and should be identified as the first date the employee will be in this Vacation Status. For the example I selected July 1, 2026.
The End Date field should include the final date the employee will be in that Vacation status.
The Start Time field should be completed based upon the employee's normal daily work schedule. If he works from 8 am until 5 pm each day, note those times in these fields.
The End Time field is for the end time each date that the patient is normally scheduled to work. For our example, I selected 8 am until 5 pm.
The completed Block Event fields are shown below:
Once you select OK to accept these entries, the two week schedule will change to include your new entries.
Creating a Single Event
In order to click on Create Event, you must first select an employee. If you do not, a pop-up will remind you to do so.
Once the employee has been selected and you also select the Create Event button, this screen will display.
This screen will probably be the most used screen, as this is where corrections can be made in the event of a missed or incorrect punch.
Our options to complete on this screen are:
- Status: Select a status from the dropdown menu.
- Location: Identify which location this post is for (if your practice has more than one location).
- Notes: A brief explanation for why this event is being added.
The date and time fields will populate for when the screen was opened. They are editable. If you are creating this event when the employee remembered that they did not clock in this morning, you can alter the time. Your completed event may look like the screenshot below.
Once OK is selected, this is how it will appear on the two-week calendar.
In this case, note that the event is for 8:19, and our employee Kenton should have clocked in at 8:00 AM. If you forgot to adjust that time, or need to make any additional corrections, simply left click the event in the schedule and you will get an option to Edit.
Selecting Edit will take you back to the Edit Time Clock Event screen, where you can make any necessary changes.
Remove an Event
When you hover over the red button with a white 'X' symbol - which shows to the right of the Create Event button - you will see that this is the Remove Event button. When you select the button, you will see the following pop-up, asking if you're sure you want to remove this entry:
When you select OK, the entry will be removed. If you select Cancel, you will be taken back to the previous screen.
Close out of Time Clock Admin
The Close button at the far right of the Header bar is the preferred method to exit the Time Clock Admin section of the software.
Conclusion
The Time Clock Admin permission is a vital management tool for the accurate collection of employee time worked. Time Clock Admin within Cloud 9 is not linked to any external payroll vendors for automated payroll processing. It must be managed within Cloud 9, and information can then be exported to your payroll provider or external Human Resource Management systems.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.