Features involved: Smart clocking
When you record a non-certified clocking you are declaring an entry, an exit or, in general, your presence at work without validation. That is to say: without Fluida verifying, through geolocation, that you are physically present in an area you are allowed to work from.
Record a non-certified clocking:
If your Fluida user profile has been authorized to record clockings using this method.
If you usually record clockings via NFC badge or via smartphone but you have forgotten to record a clocking or you are unable to (e. g., you do not have your Badge with you or your smartphone is out of battery). If for any other reason you cannot record a clocking using the intended method.
If you have an Administrator or Power User profile and need to record a clocking on behalf of another user.
Record a non-certified clocking
Before getting started check that:
You have logged into the Fluida application from a smartphone or PC.
To record a non-certified clocking:
Select the ➕ button (from a smartphone) or ➕ New (from a PC).
Select clocking.
Select the day, thetime the location, and possibly the direction of the clocking (e. g., clocking in or clocking out), if this is part of your clocking requirements.
If necessary, add any notes.
Select Manual Clocking to confirm.
The clocking has been recorded and added to your calendar (if the Attendance Management feature is enabled). It can also be found in the clocking logs. If your clocking method for the chosen workplace requires you to record certified clockings, your designated approver will be notified and will have to approve or reject the clocking. You will be notified about the outcome of this decision.
💡 If you are authorized to record non-certified clockings on behalf of another user, you can do so by clicking ➕ New and selecting the user for whom you wish to record the clocking from the drop-down menu.
Other ways to record a non-certified clocking
There are other ways to record a non-certified clocking:
Click on the clocking button Enter, Exit or Present at the top of Fluida's Home screen, below the notification feed that lists all pending actions.
Go to Calendar to open the presence calendar and select the day to which you wish to add the non-certified clocking. Click on the three dots next to the scheduled daily shift and select ➕ New request or report, then select clocking.
When you find yourself in an area within which you are not authorized to record clockings, and see the error message "Invalid Area", you can record a non-certified clocking by clicking on the Force button in the lower right corner.
If you have forgotten to record a clocking, you can do so by going to Missing clockings in the anomalies section, or by receiving automatic alerts in case of missing clockings.
Who can record a non-certified clocking and when can this action be performed
When can you enter a non-certified clocking for yourself
If your company has authorized the recording of clockings for dates prior to the present one
User Profile \ Time Period | Today (before planned clocking time) | A day in the past, during a month for which submissions are enabled | A day in the past, during a month for which submissions are disabled |
Standard, Team Leader | ✅ | ✅ | ❌ |
Power user, Administrator | ✅ | ✅ | ✅ |
If your company has NOT authorized the recording of clockings for dates prior to the present one
User Profile \ Time Period | Today (before planned clocking time) | A day in the past, during a month for which submissions are enabled | A day in the past, during a month for which submissions are disabled |
Standard, Team leader, Power user | ✅ | ❌ | ❌ |
Administrator | ✅ | ✅ | ✅ |
💡 It is never possible to record a clocking for a future day or time.
When can you enter a non-certified clocking on behalf of another user
(Authorizations do NOT change if the company does NOT allow the recording of clockings for dates prior to the present one)
User Profile \ Time Period | Today (before planned clocking time) | A day in the past, in a month for which submissions are enabled | A day in the past, in a month for which submissions are disabled |
Standard, Team Leader | ❌ | ❌ | ❌ |
Power user, Administrator | ✅ | ✅ | ✅ |
💡 It is never possible to record a clocking for a future day or time.
Workplaces that can be selected when recording non-certified clockings
How are selectable workplaces organized
Workplaces that can be selected when entering non-certified clockings are grouped into four categories:
Scheduled workplace: the workplace a user is scheduled to work from, linked to the date and time of the selected clocking, and that can be found in each user's presence calendar. If the Presence Management feature has not been enabled, or a user has not been assigned a specific workplace for the selected date and time, the scheduled workplace will not be visible.
Nearest workplace: the nearest workplace among those where clockings can be recorded from that is also within a one-kilometer radius of your device. If you are recording a clocking on behalf of another user, if the app does not have access to the device's location, or if the nearest workplace matches the scheduled workplace, the nearest workplace will not be visible.
Authorized workplaces: a list of all workplaces, other than the scheduled workplace or the nearest workplace, where a user is authorized to record clockings. The list is organized in alphabetical order. If a user is authorized to work remotely, the "Remote" workplace is the first entry on this list.
Non-authorized workplaces: a list of all workplaces where a user is not authorized to record clockings. The list is organized in alphabetical order. If a user is not authorized to work remotely, the "Remote" workplace will not be featured on this list.
💡 The "Remote" workplace will only be featured in the lists of authorized workplaces, non-authorized workplaces, and scheduled workplaces if the user in question is authorized to work remotely.
Automatic selection of a workplace when recording a clocking
When a non-certified clocking is recorded, Fluida suggests and preselects a workplace based on the contextual information of the clocking (clocking direction i.e. clocking in or clocking out, date and time of the clocking, geolocation, etc.). Each time any of this information changes, the suggested workplace is recalculated.
The nearest workplace is suggested if this differs from the scheduled workplace.
The scheduled workplace is suggested if the nearest workplace coincides with the scheduled workplace, or it is not detected.
No workplace is suggested, and the user will have to select one manually, if the nearest workplace is not detected and there is no scheduled workplace.
Summary table of automatic workplace selection when recording a clocking 👇
Condition | Suggested workplace |
Scheduled workplace ❌
Nearest workplace ❌ | No workplace (select location) |
Scheduled workplace ✅
Nearest workplace ❌ | Scheduled workplace |
Scheduled workplace ❌
Nearest workplace ✅ | Nearest workplace |
Scheduled workplace ✅
Nearest workplace ✅ | Nearest workplace |
❌ = not detected or not planned
✅ = detected or planned
How is the scheduled workplace determined
If the Presence Management feature has been enabled, and a fixed daily shift (consisting of one or more work sessions for which no absences are planned) is scheduled for the date on which the clocking is recorded, the scheduled workplace is calculated according to the following logic:
Condition | Direction of the clocking: clocking in | Direction of the clocking: clocking out |
The clocking was recorded at a time during which a work session was scheduled | ✅ The scheduled workplace is the one planned for the work session that it falls in | ✅ The scheduled workplace is the one planned for the work session that it falls in |
The clocking was recorded at a time that precedes the start of a scheduled work session | ✅ The scheduled workplace is the one where the following work session is scheduled to take place | ❌ The scheduled workplace cannot be determined |
The clocking was recorded at a time that came after the end of a scheduled work session | ❌ The scheduled workplace cannot be determined | ✅ The scheduled workplace is the one where the previous work session was scheduled to take place |
Example of how the scheduled workplace is determined:
09:00 > 13:00 (Regular work hours | Milan)
14:00 > 18:00 (Regular work hours | Remotely)
I record a clocking and clock in at 1:30 p.m.
Result: The scheduled workplace is the one where the following work session is scheduled to take place i.e., Remotely.
💡 The scheduled workplace is not calculated if there are no work sessions scheduled for that day (the user has a day off, the company is closed, the user has submitted a leave request for the whole day or for a specific work session, the Attendance Management feature is not active etc.).
Example of when the scheduled workplace cannot be determined:
09:00 > 13:00 (Regular work hours | Milan)
14:00 > 18:00 (The user has submitted a leave request and will therefore be absent)
I record a clocking and clock in at 1:30 p.m.
Result: The scheduled workplace cannot be determined because the user is not scheduled to work in the afternoon.
When it is mandatory to add a note to a clocking
When a user records a non-certified clocking from a workplace that requires users to record certified clocking (via Smartphone or NFC Badge if working on site, or only from authorized areas if working remotely) he or she must write a note that is at least ten characters long, specifying the reason why the clocking was not recorded in the manner they were expected to do so. Their designated approver will receive a notification and will be able to approve or reject the clocking.
If a user's clocking requirements are set to "None", but they still wish to record a clocking, they can only enter a manual clocking, which will require approval and the addition of a note.
If a user has "Autonomously" as their approval method, they will never have to add notes to their clockings.
What can go wrong: answers to frequently asked questions
I am unable to record a non-certified clocking. Why?
If you are unable to record a non-certified clocking and see the error message "Error while recording the clocking":
Make sure you are not recording a clocking for a future date or time (e.g., the current date is April 14th and you are attempting to record a clocking for the following day, April 15th, or it is 10 a.m. and you are attempting to pre-emptively record a 6 p.m. exit clocking).
Make sure your Internet connection is stable so that Fluida can complete the operation successfully.
On the other hand, if you are recording a non-certified, manual clocking (you were supposed to record a certified clocking but, for whatever reason, you cannot do so) and you get the error message "No designated approver":
Ask the person in charge of setting up Fluida for your company to verify in your personal user settings that you have a designated approver.
If your user has a designated approver, check that your internet connection is stable and try to record the clocking once more.
I cannot find the clocking button
The clocking button Enter, Exit or Present is located at the top of Fluida's Home screen, below the notification feed that lists all pending actions. If you don't see the clocking button, ask the person in charge of setting up Fluida for your company to check your personal clocking settings.