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Time Clock & Project Settings (New Accounts)

Learn how to use time clock rules and project time tracking to increase the accuracy of your timekeeping.

Yesenia Quintana avatar
Written by Yesenia Quintana
Updated this week

Note: This article applies to new Workyard sign-ups using the updated Time Clock & Project Time experience.

Previously, Time Clock Rules and Project Time Settings were managed in two separate places. In the new UI, they’ve been combined into one screen for easier setup.

If your account is still on the legacy version, you’ll want to review these two separate articles instead:

How It Works

Time clock rules and project time settings allow you to configure automations and restrictions on how your workforce can clock in and out. This helps:

  • Improve accuracy of your timekeeping

  • Reduce editing of incorrect time cards

  • Automate project & cost code tagging for better job costing

  • Apply different rules to different groups of workers

You can access this screen by going to ⚙️ Settings → Company → Time → Time Clock.


Rule Groups

Rule Groups let you apply different sets of clock rules to different teams (e.g., full-time, part-time, subcontractors, or union workers).

  • Default Group: Applies to all workers unless assigned to another group

  • Custom Groups: Click ➕ Create Rule Group to add a new group with its own settings

Any changes to a group apply immediately to all users assigned to it.


Configurable Settings

Time Tracking Essentials

  • Enable/disable time tracking → Turns on/off time tracking for this rule group. If disabled, workers in the group cannot clock in/out.

  • Allow time card editing (start/finish/breaks) → Lets workers or managers edit shift start/end times and break entries on time cards.

  • Kiosk clock-ins → Allows clock-ins/out from a shared kiosk device (e.g., an iPad at the job site).

  • Time limits (Pro) → Adds controls to prevent early or late punches, and set maximum daily or shift hours to reduce errors and overtime.

Location Tracking

  • Continuous tracking while clocked in → Tracks locations, routes, miles, and geofence activity during shifts. Best for accurate job costing and compliance.

  • Only on clock in/out → Captures location only at start and end of shift. Best for simple verification without ongoing tracking.

  • Disable tracking → No GPS data collected. Best if location tracking isn’t needed

Project Time Tracking

Control how project and cost code time is captured for your team:

  • Automatic (Enterprise) → Workyard auto-tags projects and drive time using GPS/geofence activity. No worker input needed.

  • Manual (Pro) → Workers select projects and cost codes when clocking in or before submitting time cards.

Automatic Assignment Rules

  • Time outside project geofences → leave unallocated, assign to next project, or split across projects.

  • Driving time → leave unallocated, assign to next project, or split across projects.

  • Exclusions → choose projects/groups that should never be auto-tagged.

Cost Code Requirements

  • Require workers to assign cost codes on clock out.

  • Auto-assign a specific cost code for all drive time.


Smart Automations (Pro)

Smart Automations help reduce missed clock-ins, incorrect breaks, and clock-out errors.

  • Auto Clock In

    • Automatically clock in on project geofence entry → Workers are clocked in as soon as they enter a project geofence.

    • Send mobile notification → Workers get a reminder to clock in when they enter a geofence.

    • Disabled → No auto clock-in or reminders.

  • Automate Meal Breaks

    • Send meal break reminders → Notifies workers when it’s time for a meal break.

    • Send 10-minute rest break reminders → Reminds workers every 4 hours to take a rest break.

    • Automate meal breaks → Automatically inserts a meal break after a set number of work hours.

  • Auto Fill Clock Out Time

    • When clocking out, Workyard auto-adjusts the finish time to match the last project exit time. Helps correct forgotten or late clock-outs.

  • Trigger Forms on Clock In/Out

    • Workers complete required digital forms (e.g., safety checks, daily logs) when starting or ending their shift.


Verify

The Verify settings help ensure compliance, accuracy, and security when your team clocks in and out.

  • Restrict Clock In (Pro) → Workers can only clock in when physically within a project geofence. Prevents off-site clock-ins.

  • Facial Verification (Pro) → Captures a photo of the worker at clock in and/or clock out to confirm it’s the right person.

    • Option to require a photo at clock in

    • Option to require a photo at clock out

  • Time Card Sign Off (Enterprise) → Builds an audit trail by requiring workers to confirm their time and compliance.

    • Daily Sign Off → Workers sign off at the end of each day on hours worked and safety/compliance questions.

    • End of Pay Period Sign Off → Workers review and certify all hours at the end of the pay period, requesting corrections if needed.


Frequently Asked Questions

Can Managers edit rule groups?
Yes. Managers can view/create rule groups. If they have restricted time card access, they can only edit for workers they approve, but they can view all assignments.

Can Workers edit rule groups?
No. Workers cannot view, create, or edit rule groups.

What if a worker isn’t assigned to a group?
They will follow your company’s Default rule group.

Can I assign different rules to subcontractors or part-timers?
Yes. You can create separate groups with unique settings.


Plan Availability

Some features are only available depending on your subscription:

  • Pro Plan → Time limits, Auto Clock In, Automate Meal Breaks, Auto Fill Clock Out, Restrict Clock In, Facial Verification

  • Enterprise Plan → Automatic Project Tagging, Time Card Sign Off

To upgrade or check your plan, go to ⚙️ Settings → Billing in Workyard or email us at help@workyard.com.


With Time Clock Rules and Project Time Tracking combined, you can now manage accuracy, compliance, and job costing automation all in one place.

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