Timeclock — admin guide
Timeclock is an optional add-on for tracking staff shift hours — clock in, clock out, and a supervisor view for reviewing and exporting the hours worked. It's separate from the room-cleaning side of Yado and isn't part of every property by default.
On this page
1. What the Timeclock add-on does
Once it's turned on, Timeclock gives staff a simple clock in/clock out button, and gives you a day-by-day view of everyone's hours for a pay period — with editing, corrections, and a CSV export you can hand off for payroll. It runs entirely separately from the room grid; a property can use one, the other, or both.
Turning the add-on on for your property doesn't switch it on for every staff member automatically. There's a property-level switch (see below) and a separate per-person switch you control yourself — see Assigning the Timeclock to staff.
2. Getting it enabled for your property
Timeclock isn't included by default — it's an add-on, and only Yado can turn it on for a property. If you don't see any Timeclock options in your Admin Panel, that's why.
Contact us if you'd like it enabled for one of your properties. Once it's on, two things appear that weren't there before:
- A Timeclock Settings section at the bottom of the Settings tab.
- A Timeclock Review ↗ link in the Admin Panel's tab bar.
Nothing about your existing rooms, staff, or settings changes when it's turned on — it's purely additive, and if it's ever turned off again later, nothing is lost. Punches, corrections, and your pay period/rounding settings all stay on file and pick straight back up if it's re-enabled.
3. Timeclock settings
From the Admin Panel's Settings tab, the Timeclock Settings section holds two things:
Pay period
Choose how your pay periods are structured, and where they start:
- Weekly — pick the day of the week each period starts on.
- Biweekly — pick any one date you know is the first day of a period. Every 14 days from that date, forwards and backwards, is a period boundary — it won't drift, however far back or forward you look.
- Monthly — pick the day of the month each period starts on. If a particular month is shorter than that day (for example an anchor of the 31st in February), the period simply starts on that month's last day instead.
Time rounding
Optionally round punches for display and totals — the exact clock-in/out time is always kept on file regardless, this only affects what's shown and added up:
- Interval — no rounding, or nearest 5, 10, or 15 minutes.
- Rounding style — round to the nearest interval, or always round in the staff member's favour (clock-in rounds earlier, clock-out rounds later). This option only appears once an interval is chosen; there's nothing to configure when rounding is off.
Whatever rounding you choose, it never touches the underlying record — the real clock-in and clock-out times are always stored exactly as punched. Rounding only changes how hours are shown and totalled.
4. Assigning the Timeclock to staff
Enabling the add-on doesn't turn it on for anyone — every staff member starts off without Timeclock access, and you switch it on individually for each person who needs it.
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Open the Staff tab
Once the add-on is enabled, a Timeclock column appears alongside the usual role and status columns.
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Tick the box for anyone who needs it
Check the box next to a staff member's name to give them the Timeclock; it saves immediately, no separate save step needed. Uncheck it to take it away again — nothing about their punch history is deleted, they just lose access to the button until you turn it back on.
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Staff working across more than one property
If someone has access to more than one of your properties, use their Properties button (Staff tab) to open the multi-property access modal — it has its own Timeclock checkbox per property, since the add-on might only be enabled on some of them. A property without the add-on simply won't show the checkbox at all for that row.
5. Reviewing hours
The Timeclock Review ↗ link in the Admin Panel's tab bar opens a separate page (this is why it opens in its own view rather than a tab — it's also available to Supervisors, who don't otherwise have access to the rest of the Admin Panel). It's scoped to whichever property you're currently on.
- Day view — punches for the current pay period, broken down day by day, most recent first. Tap the date range to jump straight to any past date via a date picker, or use Current period to snap back.
- Editing a punch — correct a clock-in or clock-out time inline. Every edit is logged (old value, new value, who made the change, when) — this is payroll-adjacent data, so nothing is changed silently.
- Adding a missed punch — if someone forgot to clock in and tells you verbally, add the entry yourself from the same page. This is logged the same way as an edit.
- Deleting an entry — for a genuine mistake, like an accidental clock-in. This is a soft delete: the entry stops appearing anywhere (reviews, exports, the staff member's own hours) but nothing is actually destroyed, and it's logged like every other change.
- Flagged shifts — a shift still open more than 12 hours is flagged for your attention (this doesn't punish a genuine double shift, it just asks you to take a look). If a clock-out is forgotten entirely, the system force-closes it at the 24-hour mark and flags it as auto-closed, so it doesn't sit open indefinitely.
- Period totals by staff — a running total per person for the whole period, not just per day.
- CSV export — pick a date range and export punches, daily totals, and rounded totals for handing off to payroll.
6. What staff will see
Once you've switched Timeclock on for someone, they'll see a couple of small additions:
- A Timeclock entry in their account menu — it shows live elapsed time in place of the label once they're clocked in.
- A small status badge in the bottom corner of their main grid screen: amber, prompting them to clock in, or green with a running total once they have. Tapping it goes straight to the Timeclock page.
- On the Timeclock page itself: a press-and-hold button to clock in or out (this is deliberate — a quick tap can't accidentally start or end a shift), and a read-only view of their own hours for the current pay period, with the same date-jump and Current period controls admins get on the review page.
Staff only ever see their own hours — reviewing anyone else's is limited to Supervisors and above, via the Timeclock Review page.
What's next
If Timeclock isn't enabled for your property yet, get in touch and we'll get it turned on. Otherwise, a few other guides worth a look: