How do I set up a ‘Clocked IN Late’ Workflow and what is it used for?

A ‘Clocked IN Late’ Workflow is used by management to see which employees are regularly late for work and any potential time lost as a result. 

This guide will look at an example Use Case in explaining the following:

  • Setting up the Workflow
  • Setting up email notifications

Use Case

As part of a drive to improve productivity, the Distribution Manager (Operations) wants to know which, if any, of their fifteen team members regularly clock in late for work. They’d like to be emailed last month’s figures immediately. Going forwards, they’d also like to receive updates on the first day of each month of the previous month’s late clock-ins. 

Setting up the Workflow

  1. Select ‘Workflow’ from the Menu Bar.
  2. Select ‘New’ (single page icon).
  3. Name the Workflow ‘Clocked IN Late’.
  4. Select ‘Clocked IN Late’ from the ‘Type’ drop-down menu.
  5. In ‘Groups’, select ‘Distribution’.
  6. In ‘Date Range’, select ‘Last Month’.
  7. In ‘Profiles’, select ‘Operations Management’.
  8. In ‘Occurrences’, set to ‘0’ to see every late clock-in.
  9. In ‘Traffic Lights’, set ‘Amber’ to 5 (five occasions of lateness in a team of fifteen is something the Manager wants to be made aware of). Set ‘Red’ to 10 (the Manager wishes to address the lateness problem once ten occasions of lateness have been reached).
  10. Save.

Setting up email notifications

  1. Tick ‘Email Enabled’.
  2. Select all ‘Recipients’.
  3. Include the Traffic Light Status and the number count of late clock-ins in the subject line of the email.
  4. Include the content as an attachment as well as in the body of the email itself.
  5. Set the ‘Send Level’ to ‘Always’.
  6. Select ‘Schedule’ and ‘+Add item’.
  7. Set to send at 09:00 on the 1st of the month (leave ‘Days’ blank).
  8. Save.
  9. Select ‘Email Now’.*

* You cannot select 'Email Now' whilst editing the email parameters. You must first save your edits.

Additional information

When you now navigate to the Workflow page in the Menu Bar, ‘Clocked IN Late’ sits in the list along with any Workflows that you have access to.

By expanding it, you will see the details of the Workflow.

Related Articles

How do I get started with Workflows?

Workflows are custom reports and alerts that allow you and your leadership team to keep informed and up to date.

How do I create and assign Workflow Profiles?

Create Workflow Profiles to control which Focus Users receive which reports and alerts.

How do I set up a ‘No Show’ Workflow and what is it used for?

Create instant triggers to alert your supervisors and department heads of any no shows within their team.

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