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 with a barcode scanner, both of which can be ordered on the Vagaro Online Store.
Prerequisites: This feature is available for all Vagaro businesses; 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, 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 and 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 and 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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Select Reports
→ .
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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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Select More
→ → .
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Select Employees to view all profiles.
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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 appear.
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Select Save.
To add or update an employee's ID in their employee profile:
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Select Settings
→ .
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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 appear.
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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 appear.
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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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Clock in or out:
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Computer: In the top-right corner, select Clock
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Pay Desk or PayPro: Select → .
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Swipe or scan the employee's card or scan the employee's QR code in the Vagaro Pro app (select More, then select your profile picture).
Tip
On the Pay Desk or PayPro, you can also scan the employee's card or QR code while on the Calendar screen.
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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:
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Clock in or out:
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Computer: In the top-right corner, select Clock
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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).
Tip
On the Pay Desk or PayPro, you can also scan the employee's card or QR code while on the Calendar screen.
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Optionally Add Comment.
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Select 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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Select More
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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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Select Reports
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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
44 comments
#MobileClockIn Please support mobile check-in/out from your mobile phone app!
We need mobile time logging, asap.
I'm in Canada. Just started using the trial. My current software gives me the choice of card reader or manual clocking in and out. We tried the card readers, it was a pain, they got lost and it caused confusion. Im disappointed that i dont have the choice to have my staff manually clock in and out. I really think a setting that only allows the owner to make changes to clock in and out would be a great idea. My question is will my canadian barcode scanner work with your clock in cards? Also is there any way to drag the time down on the guest without moving the whole service? Lets say your client walks in with more hair than you thought and you need a longer appointment. My current system allows me to extend the time without moving the time of the appointment by pointing the mouse at the end of appointment and dragging.
Hello Alison,
What you are saying in your post already exists. Your employees can clock in manually by going to Reports - Time Card assuming you give them access to the time card report. As for the appointment duration, you can change this by either clicking the edge of the appointment and dragging up or down or you can click on the appointment in the calendar, then select Edit. From there the appointment card will come up and you can change the service length to what you feel it should be.
Hi! We have overtime set to start at 40hrs but payroll never adds it. Is this a glitch?
Hello Jozhelyn,
The overtime setting is meant to be for the day. So when you are setting it it to 40 hours, you are basically saying I have to work 40 hours in a day to earn overtime. So it isn't so much as a glitch as it is a difference in design and usage.
Is it true to say that if we are planning to run Vagaro on iPad's only there will be no way to utilize time cards?
As it stands now Chip/PIN readers do not work with desktops, and timecards do not work with mobile.
Hi Kristy. That's correct. You can only use time cards on a computer, but we do have a Timecards Report that allows you to manually enter time card entries as well: How to Manually Add a Timecard Entry
I will submit a feature request on your behalf.
Can we get a Mobile App clock-in feature yet? People have been asking for it for 10 years now, obviously it's a necessity. My salon only has an iPad in house in order to clock-in/clock-out with, which is our main source of using vagaro. I don't think an employee should be allowed to manually edit their time card, so that feature will not work as a suitable alternative. Vagaro tracks which devices we sign in to our account on, why not be able to choose desired device to make an "in house" device or save it as the only device allowed to clock-in/out on so employees wont have access to clock in on their phone when they're not in the facility.
Yeah it seems a little wild that there is no way for an employee to clock in from a phone or ipad. Seems like a money grab for the paydesk/scanner. Plus, its more enviromentally friendly to not make a bunch of platic waste for a temporary item.
From a business managers point of view (and a long-time retail manager). I get the protection level Vagaro is adding to the system to stop time theft however, doing so has hinder useability for those that do not use a PC (windows computer) and rely on Mobile/tablet devices to run Vagaro. In a small salon time theft is only an issue when the owner/manager is not present and not a concern when employees/contractors are paid commission. Further more if vagaro is going to let employees clock in and out manually by opening up some permissions then the argument of time theft protection by using a card is moot. If you going to tell the owners to do that why not add a manual time clock?
Hi Ray,
There is a Manual Timecard Entry for Vagaro Pro. All you need to do is change the Service Provider's Access Level for Time Card Screen to Modify.
I'll bring it up to our team that there is overwhelming support on our support site for a mobile clock-in.
Thanks,
Jamie
My employees will be clocking in and out manually. Is there a way for me to restrict access so they can only view and manage their own time cards? Right now, it shows everyone's time cards.
Hi Nicole, there is a way to do this; however, it will affect other reports as well. In Access Levels, you can block an employee's Ability to run others reports. That way, your employees can only see their own time cards; however, this will apply to all other reports.
https://support.vagaro.com/hc/en-us/articles/18977275541531
Thanks.
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