Set up time cards, also known as employee cards or Vagaro keys, for your hourly employees to clock in and out so you can pay them based on their logged time. All swipes, scans, or manual entries are synced with payroll reporting and Vagaro Payroll, so you can pay employees based on their logged time tracked in the Time Card report.
Employees can clock in and out by scanning their QR code in Vagaro Pro or by scanning a physical time card, which can be ordered on the Vagaro Online Store.
Prerequisites: This feature is available for all Vagaro businesses on the web, Pay Desk, and PayPro; an hourly rate and Employee ID must be set up for at least one employee.
Before your employees can scan or swipe their time cards, you need to set up your payroll for hourly rates in Payroll Configuration for employees who will clock in and out.
Note
The Payroll Configuration screen is available only on the web and Pay Desk and PayPro.
Role-based, hourly pay lets employers assign pay rates for different job types based on their responsibilities, such as receptionist, stylist, massage therapist, trainer, or instructor. Employees can clock in to and clock out of Vagaro on the web either manually or by swiping their employee card in the card reader or on the Pay Desk or PayPro by scanning their QR code in the Vagaro app. Managers can view time card entries and track employee hours by running the Time Card report.
Employees can select a role specific to their job duties and responsibilities when they clock in. After clocking out, the employee's pay will be automatically calculated based on the hourly rate assigned to the employee for that role. Role-based hourly pay can also help manage labor costs and budgeting by adjusting pay rates for different roles and employees as needed to control expenses.
After an employee's hourly pay rate has been set up, they'll be able to scan or swipe their time card to clock in and out the next time they log in:
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On the web, they will select the Time Clock
icon in the top menu.
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On the Pay Desk or PayPro, they will go to → at the bottom of the screen.
Note
If your business has multiple roles that don't have a pay rate, clock-in information is not required, but an entry will still be created in the Time Card report; therefore, a pay rate does not need to be assigned for a role they are performing.
To set up hourly pay rates:
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Go to → → .
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If you subscribe to Vagaro Payroll, ensure your employees have been added to the Payroll tab.
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Select the Hourly Pay tab.
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In the Employee row, select +Add.
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Enter a Role Name and Hourly Pay Rate for each applicable employee.
Employee IDs can also be added and edited in their employee profile, which will also update it in the Payroll Configuration and vice versa.
To add or update an employee's ID in their employee profile:
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Go to → → .
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Select Employees to view the employee list.
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Select the employee's profile.
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In the employee's profile, under Locations, select the Action
menu, then select Edit Password & Security.
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Select the Employee Card ID box, enter the employee's time card number. The ID will automatically display.
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Select Save.
To add or update an employee's ID in their employee profile:
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Go to → .
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At the end of the employee's row, select the Action
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Enter the Employee Card ID.
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If the employee works for only one business location:
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Select the Password & Security tab.
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Enter the Employee Card ID, or place your cursor inside the Employee Card ID box and swipe or scan the employee's time card. The ID will automatically display.
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If the employee works at more than one location:
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In the Edit Employee popup, scroll to the bottom.
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Enter the Employee Card ID, or place your cursor inside the Employee Card ID box and swipe or scan the employee's time card. The ID will automatically display.
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Select Save.
Employees clock in and out only on the web, Pay Desk, or PayPro by scanning their time card or QR code with the barcode reader.
To clock in:
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Go to Employee Clock In/Out.
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On the Web: In the top menu, select the Clock
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On the Pay Desk or PayPro: Select → .
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Swipe or scan the employee's card or scan the employee's QR code in Vagaro Pro (select More, then select your profile picture).
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If the employee has multiple hourly pay rates, then Select Role that they are clocking in for.
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Optionally, Add Comment.
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Select Clock In.
Clocking out updates the employee's time card entry that was created when they clocked in.
To clock out:
Manual time card entry is performed in the Time Card report screen. This screen also shows entries for employees who have clocked in and out for the current day and in the past by scanning or swiping their time cards. Depending on Access Levels, employees may be restricted from viewing or editing entries on this screen.
To manually add an entry to an employee's time card:
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Go to → → .
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Select New Entry.
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Enter information for the New Entry.
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Select the Entry Date.
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Select the Employee. If the employee with hourly rates for more than one role, also select the Role that the employee is clocked in for.
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Select or enter a Clock-In Time.
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Select or enter a Clock-Out Time.
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Optionally, enter a Comment.
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Select Save when finished.
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To edit a manual time card entry:
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Select the time card.
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Select the entry's Action
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Update the entry as required.
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Select Save.
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To manually add an entry to an employee's time card:
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Go to → +.
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Select New Entry.
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Enter the following information for the New Entry:
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Select the Entry Date.
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Select the Employee. If the employee with hourly rates for more than one role, also select the Role that the employee is clocked in for.
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Select or enter a Clock-In Time.
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Select or enter a Clock-Out Time.
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Optionally, enter a Comment.
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Select Save.
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To edit a manual time card entry:
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Select the entry's Action
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Update the entry as required.
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Select Save.
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Comments
42 comments
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....
We require a card to be scanned in to prevent employees from clocking in/out from outside the business to pad their hours.
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.
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.
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?
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.
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!
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.
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.
Hey, i do not see a clock icon beside 'log out' on my calendar.
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.
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?
Can you please add a function that will allow my employees to punch out and punch in for lunch?
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.
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.
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
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?
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.
How do you edit an employee punch, can this be done the day of the punch before they are clocked out?
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.
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.
Thank you for adding the feature to be able to enter time clock entries without the card!
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...
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.
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.
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
Why can't you have the employee have the ability to clock in but not edit it without the scanner option. I've used this with other programs including Millennium and Spaware without issue.
I'm going to add my voice to this (apparently) ongoing saga of clocking in/out with a card and reader system. In Australia we don't even have the option of the card system so I can't use it even if I wanted it. This feature should be available to everyone in all countries this software is available with or without a card reader, certainly most people have a barcode reader and the ability to use any barcode. The previous comments are testament to the wishes of your users however I see the same excuses being given. Why not assume that business owners can overcome the issue of time thief's and give everyone the option to turn this feature on or off at their discretion.
I have to say as a business owner it is nice if an employee can clock in and out at their computer with the touch of a button. We also have a mobile service and the fact that they cant clock in and out leaves more of an error of wrote down times. ALSO Square is integrated with more than one software and this program needs to be updated. We are looking for new software now bc we cant do these simple two things.
I am a booth renter and need the ability to clock in and out without swiping. This will allow me to track my numbers easier. I would like that option
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