Keywords: time clock, employee hours, clock in, clock out, time clock admin, pay period
Summary
This article covers how to use the Time Clock Admin permission in Cloud 9 to manage employee time clock entries, including how to add missed punches, create block events for time off, and view hours across the Employee Time Card reports.
Users who have the 'Time Clock Admin' permission can check employee's hours and adjust hours, as necessary. It also allows a user to add a clock in or clock out punch if the employee forgets. If an employee's clock in times or hours need to be checked, this can be accomplished by accessing any of the three time clock reports:
- Employee Time Card
- Employee Time Card By Day
- Employee Time Card By Location
Permissions: To manage the Time Clock entries a user will need to be assigned the permission of Time Clock Admin under Edit > Setup > Employees. Additionally, to view the reports mentioned above, a user must have the following report permissions: RPT: Employee Time Card, RPT: Employee Time Card by Day, and RPT: Employee Time Card By Location.
Accessing Time Clock Administration
From the Cloud 9 header bar, navigate to Edit > Time Clock Admin.
Time Clock Administration Familiarization and Use
Once you've clicked to Time Clock Administration, you will see a toolbar up top with drop downs and buttons. Let's review the fields and buttons we will need to populate Employee Time Clock Data.
Field 1: Employee
The first field is labeled 'Employee' and is a drop down that contains all Employees for your Cloud 9 URL. You must select an employee to put make any edits to their time clock.
Field 2: Week
The second field, Week, is a calendar picker that covers the two week pay period. You can click the calendar icon and select a single date. Once you do so, it will show the correct two week pay period that applies. Before clicking a button to add a time clock event, you must select the date which will narrow in on the pay period.
Create Block Event Button
The next field is a button titled 'Create Block Event.' This field is used if a person is requiring a group of events, such as an extended period of time off. There are fields you will need to fill out to use it appropriately. These fields are: In Status, Out Status, Location, Start Date, End Date, Start Time and End time. Let's review an example of how to use the 'Create Block Event.'
Example Block Event: Vacation Time for Employee Karen Lewis.
For this example, the employee Karen Lewis will be on paid vacation 08/26/2026 to 08/28/2026, so we will set up a Time Clock Block Event to reflect this:
- The 'In Status' will be Vacation In (Paid).
- The 'Out Status' will be Vacation Out (Paid).
- The 'Location' is Acworth.
- The 'Start Date' and 'End Date' will reflect the time on vacation and are 08/26/2026 and 08/28/2026.
- Lastly, the hours need to be entered for the shift in 'Start Time' (8:00 AM) and 'End Time', (5:00 PM).
Filling this out will create the block event that will appear on the employee's schedule. The last step is to click 'Ok.'
Once we click 'Ok', the Time Clock Block Event will now show on the employee's schedule. We can see by looking at the screenshot below that the employee now has time entered in a Time Clock Block Event for Paid Vacation for the three consecutive dates selected.
Create Event Button
The next button is titled 'Create Event.' This button is for a single punch. It allows the user, from Time Clock Administration, to ebter single events that an employee may have missed, (e.g., Clock in, Clock Out, Lunch, etc.)
After 'Create Event' is clicked, you will see a dialogue box called 'Create Time Clock Event.' You will need to pick a Status, Location, add a note, and the date, and time.
Example: Kenton Adriance Missed Punch
For this example of 'Create Event', an employee has forgotten to clock in, so we will create the Clock In punch for him.
The Status field is customizable. Your URLs list may look different than the example below. To add new status(es) in Cloud 9, navigate to Edit > Setup > Time Clock Statuses. For this example, we will choose the 'Clock In' status, to help add the employee's missed punch.
The remainder of the screen needs to be completed, including the Notes field, and the Date/Time selections for when the punch should have happened. For this, we have selected Atlanta for the location, and a note stating the employee forgot to clock in when they arrived. Then, we will pick the date: 08/28/2026, and the time 08:46 A.M.
The last step is for us to click the 'Ok' button, to save the Event or missed punch. After we click 'Ok', it will return to the time clock weekly view, where the missed punch can be seen in the screenshot below.
Remove Event Button
The second to last button on the Time Clock Administration header is a red x that is the 'Remove Event' button. This button should be clicked when you need to remove an event from an employee's time clock.
For this button to work, you must first click an event on the time clock in the weekly view so it highlights it. Next, you will click the 'Remove Event' button, the red X. After clicking it, you will see a dialogue box pop up that says, 'Are you sure you want to remove this time clock entry? Press OK to remove.' Then, you can click 'OK' and it will delete a time clock event from the employees time card. There is a video GIF showing this process below.
Editing an Existing Time Clock Event
There may be times when you will need to edit an existing time clock event. Maybe the vacation time for an employee will not start until 9:00 AM instead of 8:00 AM that was previously entered. To do this, first click on the time event you wish to edit. For this example, I have clicked on the Vacation Time In Event for Karen Lewis on 08/27/2026. We can tell it is selected in the screenshot below because the color appears more vivid on the event we clicked.
Now, we will want to click it again so that the 'Edit' button appears. Then, we will select it. (Screenshot below.)
After we select 'Edit', it takes us to that original event. In this example, we want to change 8:00 AM to 9:00 AM, since the employee's vacation time will start at a later hour. After entering a note and making the change, we will select 'Ok.'
Once we have completed the action, it takes us back to the main Time Clock Administration screen where we can see the change in the employee's Time Block Event. The note left on the edit now appears on the event as well.
Close Button
The last button on the Time Clock Administration Header is the 'Close' button. Clicking this button closes the Time Clock Administration.
Adding Additional Time Clock Statuses
There are some Time Clock Statuses that are hard coded into every Cloud 9 URL, but like many features in Cloud 9, the Time Clock can be customized. To add more Time Clock Statuses, navigate to Edit > Setup > Time Clock Statuses.
Once there, you can use the blue '+Add' button to add a new status. Clicking the '+Add' button will bring up an 'Add Time Clock Status' dialogue box.
- First you must enter the Description, which is what displays in the Status drop down within the time Clock. For this example, we will make one called Volunteer Time.
- Next, we must pick the Code. Each time clock status should have a unique and identifiable code, no duplicates. For this we will pick VT.
- Lastly, we must select the Time Clock Event Type. There are three options for this: Non-Paid Time, Into Paid Time, and Out of Paid Time. (An example of using Into Paid Time would be In Vacation Paid punch. An example of using Out of Paid time would be Out Vacation Punch.)
- There is an optional selection in the 'Add Time Clock Status' dialogue box labeled, 'Admin Only.' This should only be selected for options that are not meant to show in the drop down for employees using the time clock. This is meant to be selected only when it is a status that someone with the Time Clock Administration permission will be using to manually adjust an employees time clock. Selecting 'Admin' for a time clock status means it will only be visible in Time Clock Administration.
Once we've selected all of these settings, we can click 'Save.' This means the new Status will now appear as an option for Employees or Time Clock Admins to use for the Time Clock.
Note: There is no option to add a paid break to the Time Clock, even in Edit > Setup > Time Clock Statuses. At this time there is not a way to add a paid break and have it calculate the hours correctly.
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.