With force clocking, your caregiver's can bypass the error messages they might receive when clocking in or out of a visit. This means they can record their time for any shift they work.
Jump To:
Background
Enabling Force Clocking
Force Clock in and out of visits
Resolving Errors in the schedule approval page
Before using this feature, please make sure you have a full understanding of the clock in and out process and the schedule approval page
Background:
While using the caregiver app to clock in and out of visits, your caregivers may run into an error message that prevents them from completing their punch. This can happen for a number of reasons; perhaps the visit they are trying to work overlaps with another shift or maybe your employee's current shift exceeds the number of units granted by the Service Auth. Whatever the reason, when your employees run into an error , the system will prevent them from clocking in or out.
While these error messages ensure that your agency reviews each problematic visit, they can create problems by preventing your staff from documenting their time.
In order to bypass this issue, Billiyo now allows your staff to force themselves past these error messages. This way caregivers can clock in and out of their visits, and document their location/time, regardless of the errors they may run into. However, if there is an error with these visits, it will need to be resolved before you can generate a timesheet.
Enable Force Clocking
We can enable force clocking from the company settings page. To do this, please head to the main menu and navigate to More > Company > Company Setting
Then click into "Configurations" page and finally hit the blue pencil icon:
This will open up a pop-up window where. Please scroll down until you see an option titled: Allow Force Clock In/Out
When "Allow Force Clock In/Out " is disabled your caregivers will not be able to force themselves past error messages. So, their punches may be prevented.
However, if "Allow Force Clock In/Out "is enabled, your caregivers will be able to force themselves in and out of all shifts.
Force Clock in and out of visits
Force Clock In
When force clocking is enabled, your caregivers will get a pop-up that tells them what issue their visit has and ask them if they want to force clock in.
If there is no issue with the shift, then your employee will be able to clock in as normal.
If your employee hits "Force Clock In," they will be asked to provide a reason why they are force clocking in. 
After submitting this reason your caregiver will be entered into the shift.
Force Clock Out
When your employees clock out of a visit they will go through the clock out steps as normal. However, after entering a client and employee signature, Billiyo will tell them that there is an issue with their visit and they will be asked to force clock out.
If your employee chooses to force clock out, they will be prompted to explain why
After submitting this reason the visit will be ended and it will go to the schedule approval page for review.
Resolving Errors in the schedule approval page
Visits that are force clocked will go to the schedule approval page. However, because there was a problem with these visits, they will be locked and we won't be able to make a timesheet until the error is cleared up.
To see the error, simply hover your mouse over the red exclamation mark.
In order to generate a timesheet from these visits, we will first need to resolve the error that required the visit to be force clocked. To resolve this error we will need to hit the blue eyeball icon and then select "Edit" from the top of the pop up.
If you need to send the visit back to your caregiver for them to to rework, or if you need to delete the visits, please hit the "reject" option.
After clicking "Edit" you will be able to adjust the worked visit and resolve the error. After making your changes hit the "Save" button.
Even after correcting the claim you will won't be able to generate a timesheet. To resolve this click back on the "Eyeball icon" and then look to to message at the top of the screen that reads: "I have confirmed with the client that these details are correct." Please hit the toggle button to acceot the force clock.
After doing this your claims will be good to go and you'll be able to include it in a timesheet.
Potential Error:
If two visits overlap then then correcting their hours can be a bit more complicated. For example, lets take a look at these schedules:
If we look at the worked times we can see that the two visits overlap. The first visit was clocked out of late and the second visit was clocked into too early.
Because these shifts are overlapping we can't turn them into a timesheet. However, if we try to adjusted their worked hours so they match what was scheduled, we will still get an error message. For instance, even if we corrected the first visit so it started at 4:30, when it was scheduled, the second visit will still conflict because it began at 4:21.
In order to resolve this issue we will need to adjust the worked time of these visits three times.
First:
We will need to adjust one schedule so its worked hours do not overlap with the scheduled time of the second visit. In the example, above, we will adjust the worked hours of the first schedule to 45:45 - 5:00. This way it does not interfere with the second visit that is scheduled to be worked from 4:15 - 4:30.
Second:
Next we will adjust the second visit so its worked time match what was scheduled.
Then we will click back into the second visit and hit the toggle to approve the force clock.
Third:
Finally we can click back into the first visit (the one that has an incorrect worked time) and change its worked hours so they match what was scheduled. We will then click back into the first schedule and enable the force clock in.
After resolving these overlapping visits, we can then approve the shifts than and generate a timesheet.
When editing employee worked hours, please make sure the times you are entering accurately reflect the time you employee worked.