Time Card Setup

How to set up a Time Card

The Time Card Feature of Vagaro will allow Employees who are paid hourly to clock in/out. With this feature active, hours can be tracked and then be imported to payroll for pay period processing.

Follow these instructions for setting up your Time Card Feature:

 

If a Clock icon shows in the upper right corner follow the steps below if not, see the article for Payroll Configuration

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To Select the Employees that will use this feature

 

1. Go to Settings-> Employees-> Employees Profile

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2. Click on "Edit Profile" for the Hourly Employee

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3 Select Login. Click inside the box "CardID" and swipe or scan the Employee's Time Card-> Click "Save"

(Time cards can be purchased from Vagaro, from the Calendar Screen go to the Shopping Cart in the upper right corner)

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4. Hourly Employees will click on the "Clock" icon to Clock in and out

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5.  Select appropriately "ClockIn" or "ClockOut" -> Swipe or Scan Time Card

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Add a comment before swiping or scanning your Time Card

 

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Have more questions? Submit a request

Comments

  • Avatar
    Razmeister

    Why is a card required to use the time clock feature, If the person is already logged in, isn't that sufficient to allow them to clock in....   We don't have a scanner or card reader, but would like to use this feature.....   aalternately, have them enter their password, rather than have another number assigned to them....

  • Avatar
    Razmeister

    Why is a card required to use the time clock feature, If the person is already logged in, isn't that sufficient to allow them to clock in....   We don't have a scanner or card reader, but would like to use this feature.....   alternately, have them enter their password, rather than have another number assigned to them....

  • Avatar
    Jason

    We require a card to be scanned in to prevent employees from clocking in/out from outside the business to pad their hours.

  • Avatar
    Angelicia Fisher

    Are you saying that we also have to purchase a card reader from you? I would prefer to just click on "Clock In." My only employee is my 16 year old daughter so... she's just the shop admin. 

    Also, I use SQUARE for taking credit cards.  Are you planning on adapting any time in the near future?

    Thanks.

  • Avatar
    Fred Helou

    The reason we need the employe to swipe or scan a card is so that we know that they are physically at the business when the clock-in happened otherwise they can clock in from home. We cannot support square because square does not offer integration for other software  to connect to their merchant account.

  • Avatar
    The HandleBar

    I have a barcode scanner (not a credit card scanner). I read somewhere that instead of using Vagaro Clock in cards, that employees can scan their drivers license. This seems to work with my barcode scanner, as it inputs a serial number in the employee profile, but does not work when trying to clock in. Am I wrong in assuming this should work?

  • Avatar
    Kerry

    That's correct, the barcode scanner was not setup to work with people's driver's license. Every state has their own system for doing this, that's why we have clock-in / clock-out cards which will work with Vagaro.

  • Avatar
    Sizzor Shak Salon and Color Spa

    Wouldn't it be better if you let the businesses choose whether or not they would like to use a swiping system or not. I would love to use the time clock on here because we are currently using a time clock on another system but we are not going to purchase the card swiping equipment. We would know if our employees were padding their hours since we only have 5 employees who get paid hourly. I understand the original purpose of making cards a requirement but I think it should ultimately be up to the businesses. Thank you!

  • Avatar
    Fred Helou

    Sizzor Shak, you can always give them access to the "manage business" -> "reports" -> "Time card" screen and let them add any entry for their time that they want if you feel that you can trust them. This will not be automatic and that will be the choice that you are looking for.

  • Avatar
    Sizzor Shak Salon and Color Spa

    Fred,

    Thank you for the suggestion, however that is not the choice I am looking for. I just feel there should be a feature to allow the business to choose for themselves whether or not they need the security of the card swiper or if giving the employee a number to type in instead.

  • Avatar
    Blackpeony

    Hey, i do not see a clock icon beside 'log out' on my calendar. 

  • Avatar
    Kerry

    Blackpeony - That means in "Manage Business" --- "Reports" --- "Payroll" --- "Payroll Configuration" you have not entered in their hourly rate. Once you do that the icon will appear.

  • Avatar
    Mitzy Crissler

    It really would be nice to be able to use this feature in a way other than the cards or going into time card manually. Although I pay commission in my salon, WA state labor and industries requires that I track employee hours, as you are given a rate to tax on time worked as opposed to income. So at this time I am going in and clocking all my employees in and out myself, in order to do my payroll properly, as it would also be quite costly for me to purchase cards and a reader just for this purpose as I will not be using a merchant account, and I have 2 employees. Truthfully most states must track hours anyway because there are minimum wage and overtime laws you must meet if the commission income does not exceed that amount. Can you even enter hourly of zero just to have it track hours if you did have cards?

  • Avatar
    Carissa Serylo

    Can you please add a function that will allow my employees to punch out and punch in for lunch?

  • Avatar
    Kerry

    Carissa - That already exists if the employee is setup as hourly and you use the Vagaro clock-in & clock-out cards. They just clock out for lunch and then clock back in afterwards.

  • Avatar
    Adelle

    I just received my card reader in the mail last week (second one Ive received) and this one isnt reading the employee cards. Please help me with this. Its not a Vagaro Reader that you sent me. Its says IDtech?? It only reads about half of my customers cards as well. I am pretty unhappy with the card readers so far.

  • Avatar
    Fred Helou

    Hi Adelle, please contact support at 800.919.0157 Ext 2 and we will talk you through it. Also please note that clocking and clock only work with the USB reader and not from a Mobile device like iphone or android. The mobile reader is not considered a good way to clock in since someone can use it to clock in from home

  • Avatar
    Adelle

    When I do my weekly reports I am not seeing that payroll is deducted from my totals. Am I missing it? Or is there a way to add that feature as an option to deduct what you are paying an hourly employee that is already using the clock in/out card please?

  • Avatar
    Kerry

    I see what you are saying, you want to see the payroll factored in the Sales and Performance report. The problem is, we are only giving you gross figures for payroll, not what the taxes are or anything else like your payroll service. So we can possibly add it, but the numbers would not be correct because we don't have a way to factor in these other numbers.

  • Avatar
    Allison deMello

    How do you edit an employee punch, can this be done the day of the punch before they are clocked out?

  • Avatar
    Jason

    Would it be a possibility to add a fingerprint reader instead of the cards? Employees just keep losing or damaging them.

    It would also be very nice to have at least the choice to turn off the need for a card, and allow that trust level to be set by the owners.

  • Avatar
    Kerry

    Jason - You are not required to use the employee cards, you can give your employees access to "Reports" --- "Time Card" if you want, but then they can enter whatever times they want. The point of the cards is to protect the business. As for thumb print, we probably will not add this since people would be required to purchase additional hardware. The reason we use the barcode scanner and credit card swiper is because most business will already own one or the other. We also can't use the finger print scanner on mobile devices as this will defeat the entire purpose of clock-in / clock-out which is verifying the employee is on the premises and not a home or somewhere else.

  • Avatar
    Sizzor Shak Salon and Color Spa

    Thank you for adding the feature to be able to enter time clock entries without the card!

  • Avatar
    Loricbryant

    Is it possible to use the time cards with an ipad camera instead of purchasing the vagaro card reader? I know it can scan product barcodes...

  • Avatar
    Kerry

    Lori - We purposely do not allow Time Cards to be used with any mobile device because people could just clock in / out from anywhere, including at home. By having it based on computers at the salon only, this is prevented. This restriction was specially added after multiple complaints from businesses who had employees clocking in / out from home and getting an extra 30 minutes or more per day added to their time card. 

  • Avatar
    Jason

    Inasmuch as I agree with: "..because people could just clock in / out from anywhere, including at home. By having it based on computers at the salon only, this is prevented..." I would like to see this as an option the account owner can turn on/off.

    I have remote and mobile employees that i do need to track their time, and it would be a useful feature if that choice could be left up to the individual business owners instead of a default feature.

    The only way I have this currently working is as Kerry suggested a couple of posts above to manually enter the times they want, however if i want to take take that route this also assumes (and forces) me to give users a "higher"  permission level than they should have, thus allowing them to change pricing at checkout, or even manipulate anyone's clockin/outs.

     

     

  • Avatar
    Sherry Firkins

    I love your program and the continuing updates and customer service is very friendly but I'm littke frustrated that you have to have usb to clock in be out when all we use is the ipad not desktop or Laptop so thus feature is useless to me but would be very helpful tracking my hours on 2 employees. I agree I think it should be up to the salon to decide which method suites them. I was willing to buy the mobile swiper and cards if it worked. So is there another way to track hours do when you do a payroll report it will automatically do it