With our TaskManager, you can set up various tasks to run automatically. There are many options to choose from, and this guide explains how to use them. 

TABLE OF CONTENTS

• Reports: Automatic Clock-Out 
• Reports: Automatic Clock-In 

If you make changes to a task that has already run for the day, the task will not be executed again on that day. The changes will take effect the next time the task is scheduled to run.

Reports: Automatic Clock-Out 

You can also configure the system to automatically clock employees in. 

It’s a good idea to enable automatic clock-out since employees cannot clock in the following day if they forgot to clock out.

To set this up:

1. Go to the "Various" menu.
2. Select "Systemsettings."
3. Click on the "Taskmanager" tab.
4. Click on the green plus icon on the right. This will open a window where you can fill in the details to create the "job" for automatic clock-out.

To create the job:

1. Select the type "Report: Automatic Clock-Out."

2. Set "Active" to yes.

3. Give the job a title.

4. Set a start date and end date if needed. If the job should run indefinitely, leave the end time blank.

5. Specify the time for clocking out.

You should be mindful of how hours are logged for the project your employees are working on. If hours are logged according to a work schedule, the clock-out time doesn’t matter, as the work schedule will determine the stop time for paid hours. Read more about logging hours for a project here.

6. Next, choose how frequently the job should repeat. If you set it to "weekly" and select the days on which clock-out should occur, employees will be clocked out on those specific days every week. 

7. In the last three fields, specify who the clock-out should apply to. You can select employee groups, individual employees, or choose to exclude specific individuals. 

Reports: Automatic Clock-In 

 In Work, it is possible to set the system to automatically clock employees in. 

You may lose data if your employees do not have a timesheet for the day, as many parts of the system rely on report data.

To enable automatic clock-in for employees, follow these steps: 

1. First, create a project where the clock-in is set to "Yes, Automatic." Read more about project creation here.
2. Then go to the "Various" menu.
3. Select "Systemsettings."
4. Click on the "Taskmanager" tab.
5. Click the green plus icon on the right to open a window where you can create the "job" for automatic clock-in.

To create the job:

1. Select the type "Reports: Automatic Clock-In."

2. Set "Active" to yes.

3. Give the job a title.

4. Set a start date and end date if needed. If the job should run indefinitely, leave the end time blank.

5. Specify the clock-in time.

The clock-in time on the report will default to 00:00.

Optionally, configure the project to log hours based on a schedule or predefined settings. Learn more about projects here.

6. Next, choose how frequently the job should repeat. If you set it to "weekly" and select the days on which clock-in should occur, employees will be clocked in on those specific days each week. 

7. In the last three fields, specify who the clock-in should apply to. You can select employee groups, individual employees, or choose to exclude specific individuals. 

Employee List

In Work it is possible to be notified by email whenever an employee has been employeed for a certain amount of time.

To set this up follow these steps:

1. Go to the "Various" menu.
2. Select "Systemsettings."
3. Click on the "Taskmanager" tab.
4. Click on the green plus icon on the right. This will open a window where you can fill in the details to create the "job" for the employee list.

To create the job do as follows:

1. In the first field select "Employee list" from the drop down.
2. It has to be active in order for the system to send out the email.
3. You can set a title but this is not required.
   
4. The start date has been set to the day you set up the job. A stopdate is not reguired. It is however important to set a time since it is at this time the email will be send.
5. Then choose the frequency.
6. set which weekdays the email shall be send out
7. Choose a starting point 
8. set if you want to be notified of a an employment period more than, equal to or less than.
9. Set the days.
   
10. Choose the divisions and employee groups.
11. In the Email tab firstly put in who shall receive the email
12. Give the email a subject
13. Put in a text for your email. You can set in a mergefield together with your text like this:
    • Hello xxx
      
      These employees have from today been employed for 3 months:
      {UsersList}
      

If you have set the job to be for instance equal to 30 days of employment and you have set the email to be send mon-fri, then you will not receive an email if an employee reach these 30 days in a saturday. Therefore choose all the days of the week when using equal to.