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    HS Time and Attendance: Punch Records

    Overview

    The Punch Records page allows managers to view employee time and attendance information for a selected date or pay period. Use this page to review hours worked, overtime, tips, other pay, estimated labor costs, punch exceptions, and the review status of employee punches.

    Punch Records also provides access to tools for managing punches, reviewing records, locking completed pay periods, and accessing available reports.

    Punch Records are located in the Staff tab under the Punch Records sub-tab.

    Note: The Punch Records interface has been updated with HotSchedules' latest design, including refreshed summary and report tables. These updates are visual only; existing Punch Records functionality and workflows remain unchanged.

    Understanding the Punch Records Page

    Use the Punch Records page to navigate labor records, locate employees, review labor totals, and access common punch management actions.

    Punch Records Page - Labeled.png

    • A — View By: Switch between Date and Pay Period views.

    • B — Date or Pay Period
      Use the navigation controls to move between dates or pay periods.

    • C — Filters
      Narrow the records displayed using available filters, including jobs, exceptions, and punch properties.

    • D — Search
      Search for a specific employee's Punch Records.

    • E — Labor Summary
      Review totals for the selected date or pay period, including hours, overtime, tips, other pay, and estimated labor costs.

    • F — Page Actions
      Use the available actions to lock a pay period, add a punch, or access reports.

    View Punch Records by Date or Pay Period

    Use the View By options to choose how Punch Records are displayed.

    • Date — Displays records for a specific day. Use the arrows to move between days or select a date to navigate to another day.
    • Pay Period — Displays records for the selected pay period. Use the pay period controls to navigate between available periods.

    Your default Punch Records view is saved to your profile and remains selected until you change it.

    Filter and Search Punch Records

    Use the filters at the top of the page to narrow the Punch Records displayed.

    Available filters include:

    • Jobs
    • Exceptions
    • Punch Properties

    The Punch Properties filter can help locate records based on their current status, including punches that Need Review or Have Edited Punches.

    Use the Search field to locate a specific employee.

    Select Reset Filters to clear the current selections.

    Punch Records Summary

    The summary section provides an overview of Punch Records for the selected date or pay period.

    Punches Reviewed

    The Punches Reviewed section displays review progress for:

    • Total Punches
    • Exception Punches

    Managers can use this information to identify punches that may still require review.

    Pay Period Overview

    The Pay Period Overview displays labor information for the selected period, including:

    • Hours
    • Overtime
    • Tips
    • Other Pay
    • Estimated Cost

    Scheduled hours, scheduled overtime hours, and scheduled cost are also displayed for comparison where applicable.

    Employee Punch Records

    Each employee listed on the page includes a summary of their Punch Records and labor information, such as:

    • Total Punches Reviewed
    • Exception Punches Reviewed
    • Hours
    • Overtime
    • Tips
    • Other Pay
    • Estimated Cost

    Select an employee to expand their Punch Records and view additional punch information.

    For instructions on viewing individual punch details, editing or deleting punches, adding punches, and reviewing Punch Records, see HS Time and Attendance: Viewing and Managing Punch Records.

    Punch Exceptions

    Punch Records may display exceptions when a punch differs from expected or scheduled information. When an exception is present, it appears in the expanded employee Punch Record.

    You can select or hover over the exception indicator to view additional information about why the punch was flagged.

    For detailed information about managing exceptions and employee acknowledgments, see HS Time and Attendance: Punch Record Exceptions Page.

    Additional Punch Records Actions

    Additional actions are available from the top of the Punch Records page.

    • Add Punch — Manually create a Punch Record for an employee.
    • Lock Pay Period — Lock a completed pay period after the applicable requirements have been met.
    • Reports — Access available Punch Records reports, including the HS Payroll Report and Sub Minimum Wage report.

    For complete instructions, see the related articles below.

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