With the force clock in/out feature, caregivers are given the ability to bypass error messages they may encounter when clocking in/out to ensure accurate time recording.
Table of Contents
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 Billiyo Caregiver app, caregivers may run into an error message that prevents them from successfully clocking in/out.
A few common reasons that are encountered are:
- Overlapping schedules
- The number of units used by the schedule exceeds the total allowed by the service authorization
While these error messages ensure that your agency reviews each problematic visit, they can create problems by preventing staff from documenting their time.
With the "Force Clock In/Out" feature enabled, Billiyo Caregiver users can bypass an error to complete clock in/out. However, if there is an error with a schedule, it will need to be resolved before a timesheet can be generated.
Enable Force Clocking
Force clocking from the "Company Settings" page, found in the left menu by navigating to:
More > Company > Company Settings
Within this page, click on the "Configurations" tab and then the 
to view and manage settings.
On the pop-up that appears, locate and check the "Allow Force Clock In/Out" checkbox.
 |
Click on the 
to save any changes that have been made.
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, if there is a conflict caregivers will see a pop-up notifying them of it and asking if they'd like to force clock in.
 |
If your employee hits "Force Clock In," they will be asked to provide a reason why they are force clocking in.
 |
After adding remarks and touching "OK", the caregiver will be clocked into the schedule.
Force Clock Out
When clocking out, if there is a conflict with another schedule, an error giving the option to "Force Clock Out" will appear.
 |
If your employee chooses to force clock out, they will be prompted to leave remarks.
 |
After adding remarks and touching "OK", the caregiver will be clocked out the schedule.
Upon clock out, the schedule will be visible within the "Schedules Approval" page for review.
Resolving Errors in the Schedule Approval Page
Schedules that are force clocked in/out from will appear in the "Schedules Approval" page. However, since there was a conflict that prompted the need to force clock in/out, they will need to be reviewed and corrected.
To see the error, simply hover over the 
to the left of the schedule line in the table.
 |
To proceed, click on the 
under the "Action" column in the schedule line.
Then, on the pop-up that appears, click on the 
button to review the full schedule's information and made any necessary adjustments.
 |
If you need to send a schedule back to the caregiver for them to correct or delete it, use the "reject" function.
Once edits are made, click on the 
button.
After reviewing and adjusting the schedule details, click on the once more to confirm that the information is correct by sliding the "I have confirmed with the client that these details are correct." toggle to the "Yes" position.
 |
At this point, the error will be cleared and the scheduled can be used within a timesheet.
Error Example
If 2 schedules overlap times, correcting their hours can be a bit more complicated. For example, let's 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.