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New Screen to Check TA Data

Chronicle Online Desktop

A screen that allows Months to be manually approved for Payroll

This would be great for hourly staff, I imagine it looking like the image above

For this to work, there must be a way to approve or verify a month, and then filter by verified months and months that need to be verified

We should be able to click into each day to show the work record, similarly to the live data Screen

The system should log who the month or shift has been verified by

We should also be able to swap between a month view and a week view to suit each business needs

Whilst i haven’t included it in the image, it should include an overtime hours column with an overtime summary at the end of each week, showing which overtime goes in which OT rate

Alongside this, it would be a good idea to add in automatically locking shifts, so you could set all the shifts from the previous month / week to lock on a specific date, meaning you could look through this screen knowing that the manager wont be able to change any data later down the line

I appreciate this would be a good amount of work, but as there is no easy way in chronicle to check TA data this would be extremely helpful to validate overtime, holiday, sick, absence and basic hours before running payroll

Posted by [Deleted User] ·
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  • Chronicle

    Team•

    Mar 7, 2025

    Also the option to verify by a week is already in Chronicle see screenshots and there is an accompanying report clockcard 3 in basic reports to show who has authorised or items outstanding.

  • Chronicle

    Team•

    Mar 7, 2025

    Hi Lewis, we understand the point you are making and this is something we possibly could consider adding to Chronicle in the future however fundamentally Chronicle has been designed to work using a ‘manage by exception principle’ not ‘overseeing every detail’ principle.

    Please see the detailed explanation below as to the benefits of managing by exception and argument for. Note this approach does require shifts and rosters to be set up in a customers environment, so maybe for open-rostered clients, the idea you have suggested would have much more application.

    Managing by Exception in a Time and Attendance System

    Managing by exception is a management principle that focuses attention on significant deviations from expected outcomes rather than overseeing every detail. In the context of a time and attendance system, this approach means automating routine approvals and only intervening when necessary, improving efficiency while maintaining control.

    Key Principles of Managing by Exception in Time & Attendance:

    1. Automated Compliance Checks

      • The system enforces policies such as working hours, overtime limits, and break rules.

      • If an employee follows the rules, no approval is needed.

      • Exceptions (e.g., missed punches, excessive overtime, or policy violations) trigger alerts.

    2. Threshold-Based Alerts & Notifications

      • Managers are only notified when an employee’s hours exceed predefined limits, arrives late frequently, or takes unapproved leave.

      • Custom thresholds reduce unnecessary reviews while maintaining oversight.

    3. Self-Service & Employee Accountability

      • Shift swaps, time-off requests, and approvals are handled through the system, only escalating when policy violations occur.

    4. Rules-Based Approvals

      • Pre-approved schedules, overtime, and shift changes occur automatically if within defined guidelines.

      • Managers only review and approve exceptions, like excessive overtime or unauthorized leave.

    5. Data-Driven Decision Making

      • Reports highlight attendance trends, chronic lateness, and compliance risks.

      • Managers focus on problematic patterns rather than individual approvals.

    Benefits of Managing by Exception in Time & Attendance:

    ✅ Efficiency: Reduces the need for micromanagement, allowing managers to focus on critical tasks.
    ✅ Fairness: Ensures consistent application of policies without subjective decisions.
    ✅ Accuracy: Reduces human error in approving hours and exceptions.
    ✅ Scalability: Works efficiently for large workforces without overwhelming managers.

    Example in Action:

    • A retail store uses an automated time and attendance system.

    • Employees clock in and out as per policy—no manager intervention is needed.

    • If an employee forgets to clock in, the system notifies them first for self-correction.

    • If an employee exceeds overtime limits, the system alerts the manager for approval.

    • If a chronic pattern of lateness emerges, HR receives a report for action.

    By managing by exception, businesses streamline workforce management, reduce administrative burden, and ensure compliance without unnecessary approvals.