Review staff time records

Time records brings together staff clock-ins and clock-outs, as well as any corrections you make. The screen is organised by shifts, not individual clock-ins: one row per person and day, showing their worked periods, total hours and status. Every correction keeps its reason and audit trail.

Before you start

Decide who can review and correct shifts. Ask staff to use their own account and avoid sharing access. Gather the justification before adding or changing a record manually.

Scheduled hours come from the training timetable and each person’s schedule in their teams: with Whole schedule, they are expected for each full session; with Only some slots, only for the part assigned to them. A substitution or a change to a single session (Session staff in the Calendar) is applied on top: the person being replaced no longer has that session scheduled, and whoever covers it does, even if they are not in the team. You set this under Teams, as explained in Manage a team’s roster, timetable and coaches. If your club has no coaches assigned to teams with a timetable, the screen hides the scheduled-hours and variance columns instead of showing a zero that could be mistaken for real data. No shift is expected from a person before the Joined date on their Staff profile, or after they leave: those days add no scheduled hours and never show up as No clock-in for the day.

Step by step

1. Choose the view you need

Open Time records. At the top, you will find three views of the same data:

• Day — one row per person, with a timeline from 07:00 to 23:00, the day’s total and its status. The burgundy bar shows recorded hours and the grey dashed line below it shows the scheduled hours from the timetable. This lets you see at a glance whether someone started or finished earlier or later than expected. This is the default view.
• Week — a person-by-day grid. Each cell shows that day’s hours and is shaded according to the number of hours.
• Month — a calendar for one person at a time, selected using the chips at the top.

Select any week cell or calendar day to open it in the Day view.

2. Review items that need your attention

The panel on the right lists the month’s alerts. There are exactly three:

• Clock-in without clock-out — someone clocked in but did not close the shift. That shift does not count towards the hours total.
• Shift longer than 12 h — a shift exceeds the limit of 12 consecutive hours.
• No clock-in for the day — the person had a scheduled shift but did not clock in or out.

Each alert includes a direct action and a link to open that day. The Alerts only button in the toolbar displays only rows with an alert, including days with no clock-ins at all.

If you review a day without clock-ins or a shift of more than 12 hours and there is nothing to correct, click Dismiss on its card. The alert stops asking for attention (a day without clock-ins becomes Reviewed; a long shift stays as a closed shift), but the expected hours still count towards the month’s deviation, unlike marking the day as not worked. You can reverse it with Undo in the notice that appears or, later, with Restore alert on that day’s row. A clock-in without a clock-out cannot be dismissed: it has to be closed. A long shift with a pending correction request cannot be dismissed either. Every dismissal and every restore is kept in the audit log. If you later change that day’s entries (adding, correcting, cancelling or closing a shift), the dismissal is withdrawn automatically and, if the alert still applies, it shows up again.

Correction requests. Staff can propose the real times of a shift with no clock-out or longer than 12 hours from their app. You will see them in the Correction requests card, above the incidents, and in the bell; the Time log menu shows how many are pending. Each request shows what was recorded, what the person proposes and their reason:

• Approve records the proposed times as manual entries.
• Review opens the details: you can adjust the clock-in and clock-out before tapping Approve and correct, with an optional note.
• Reject requires a reason, which the person receives. The incident stays open and they can send another proposal.

The linked incident shows Request pending and View request. If you change the shift another way (close, correct or cancel it), the request is marked as superseded automatically; if the shift has nothing left to correct, the only option is Mark as superseded. Nobody can resolve their own request. The person is notified of the decision, the original entry is kept and everything stays in the audit log.

3. Close a shift someone forgot to finish

Select Close shift in the alert. The same Add manual clock-in form opens, with the staff member, Clock-out type and shift date preselected. These three fields are fixed so you close the correct shift; you can change the time and reason, and add an optional note. Clybo’ suggests a clock-out time based on that person’s scheduled shift. Correct it if needed and enter the reason, which is required. When you confirm, the missing clock-out is recorded as a manual entry and the alert disappears.

The clock-out must be later than the clock-in and on the same day: a shift cannot cross midnight. If someone worked overnight, record two shifts. If that person clocked in again on the same day, the clock-out must be earlier than that new clock-in. If someone else on the panel closed the shift while you had the form open, Clybo’ tells you it already has a clock-out and does not record a second one: reload the register.

4. Correct, void or add a clock-in

Below the shifts, the Day log lists clock-ins in chronological order, with their time, the person and whether they were entered manually. From here, you can edit or void any entry by giving a reason.

Use Add manual clock-in, to the right of the search bar, the Day / Week / Month views and Alerts only, when a legitimate clock-in is missing. On narrow screens, the button may wrap onto the next line. If a record is incorrect, void it and explain why instead of creating compensating entries that are hard to interpret: voided clock-ins remain visible with a strikethrough and are never deleted.

Clybo’ checks every manual change against the rest of that person’s day. A clock-out must close an open clock-in on the same day: if the whole shift is missing, add the clock-in first and then the clock-out. A change that would alter another shift that day is not accepted either, such as placing a clock-in inside a shift that is already closed or moving a clock-out past the next clock-in. If two people on the panel change the same person’s entries at the same time, the changes are applied one after the other and the second gets a warning if it no longer fits. To move a whole shift to another day, cancel its entries and add them on the right day; correcting only one of them would leave the shift incomplete. A clock-out and a clock-in at the same time are read as two back-to-back blocks: one ends and then the other starts.

5. Mark a day as not worked

If the person did not work, select Mark as not worked in the No clock-in for the day alert, or select the crossed-out calendar icon in their row in the Day view. You need manager permissions to do this. It is available for past or current days with no valid clock-ins.

Enter a reason of at least four characters, such as a day off, personal business, holiday or another reason that explains the day, then select Save.

The day changes to Not worked, displays the reason in the Day view and no longer appears as an alert. No clock-in or clock-out is created, no hours are counted as worked and the scheduled hours are deducted from the time-record total. The teams’ training timetable does not change. The Week and Month views also identify the day.

You can reopen the icon to correct the reason. Each save records its author, date and reason in the audit log. If you later add an actual clock-in, the shift is recalculated from the clock-ins and the earlier justification remains in the audit log.

6. Check the audit log

In the panel on the right, View audit log shows who created or changed each clock-in, or justified a day as not worked, when they did it and the reason they gave. This is the information to provide to the Labour Inspectorate if it asks about a correction.

7. Generate an export

When you need to provide the records, select Generate export in the same card for Royal Decree 8/2019, then choose the requested date range and sections. Review the result before sharing it and keep access for only as long as necessary. Earlier downloads remain available under Exports.

How hours are counted

• All times are displayed and entered in the club’s time zone, not your device’s. If you check the records from another country, you will see the same times as the club clock; a time you enter manually is saved as club time.
• A shift is the difference between its clock-out and clock-in. Open shifts do not count towards the hours total and appear as an alert.
• A shift counts the minutes between the clock-in and clock-out times you see (HH:MM), without seconds: a shift from 17:00 to 18:00 is 60 min.
• The monthly total runs from the 1st to the last day of the month and always matches the sum of the cells in that person’s calendar.
• If someone coaches two teams at the same time, that time counts only once in their expected hours: 17:00–20:30 with one team and 18:00–21:00 with another is 4 h expected that day, not 6.5 h. The same applies to each day’s hours in the Week view of their profile and to their Hours/week.
• Variance is the signed difference between recorded and scheduled hours. It is marked in red when the person is well below their scheduled hours.

Under Labour inspection, choose PDF or CSV. The download is a ZIP containing one file for each staff member with clock-ins in the date range, even if there is only one. Unzip it and share only the relevant person’s file. Filenames include a number to distinguish staff members with the same name.

PDFs use Clybo’ colours, retain the club’s legal details and repeat the staff member’s identification and the column headings on every page. The full period and hours use the club’s configured time zone. Corrected and voided clock-ins remain visible as history and do not count as worked time. If there are no clock-ins, the ZIP contains a sin-fichajes.txt notice.

Previously generated downloads keep their original format. Generate a new export to get individual files.

If something does not work

• A person is missing: check that they are still active in the club and have a staff profile. Someone who has left the club still appears in months when they clocked in.
• You cannot mark a day as not worked: it cannot be in the future or have valid clock-ins. Review and correct any incorrect clock-ins before justifying the day.
• You cannot close the shift: the clock-out must be later than the clock-in and on the same day, and a reason is required.
• Scheduled hours or variance are not shown: the club has no coaches assigned to teams with a timetable for that season, or they all have Only some slots with none ticked. Assign them under Teams and the columns will reappear.
• A person’s scheduled hours do not add up: check their schedule in each team; with Only some slots, other sessions and extra sessions they were not added to do not count. If they covered or dropped a particular session, correct it under Session staff in the Calendar, including for past sessions.
• The alert is still there: refresh the view and confirm that you changed the correct record.
• The export does not appear: check the export history and its generation status.

Time records must be kept for four years and made available to the Labour Inspectorate (Royal Decree 8/2019).

Reminders for staff

Staff with push notifications enabled receive a reminder 5 minutes before the part of a training session assigned to them (including sessions where they cover for someone) if they have not clocked in, and 5 minutes after its scheduled end if they are still working. The clock-out reminder repeats every hour until they finish the shift. Consecutive or overlapping sessions are grouped; gaps separate shifts. The reminders take account of the club’s time zone, cancellations, timetable changes and days marked as not worked.

Keep team assignments and timetables up to date: they determine the scheduled shift. A reminder does not create or correct clock-ins. A forgotten clock-out must be corrected using the actual time and a reason. See the requirements and example in Clock in for your shift in the staff app.

Next step

Share Clock in for your shift in the staff app with staff. For other administrative downloads, see Generate and download exports.