A missing time entry is a question to investigate, not a completed attendance decision. The employee may have missed a clock-in, the device may have stopped reporting, or the intended shift may have changed. Start by identifying which record is missing before deciding how to correct it.
This worksheet is for remote-team managers reviewing attendance in StafflyTracker or a similar system. It separates the original record, the employee's explanation and the reviewer’s decision. It does not decide pay or substitute for your employment terms. Use the process consistently across comparable cases and keep the record accessible only to the people who need it.
First identify the type of exception
A missing clock-in, an open clock-out and a connection gap are different problems. A clock-in session records a working period. Connection status indicates whether the tracker is reporting. Application activity describes observed computer use. The absence of one does not automatically prove the absence of the others.
| Observed issue | First question | Avoid assuming |
|---|---|---|
| No clock-in | Was the person scheduled and did work start? | That every missing session is an absence |
| No clock-out | When did the agreed work finish? | That the session remained active work all night |
| Tracker gap | Was there a device, power or connection issue? | That the entire gap was idle time |
| Unexpected break | Was a break entered or left open incorrectly? | That the displayed label explains the whole interval |
| Wrong date grouping | Which time zone and shift boundary apply? | That two reports use the same day definition |
Check the roster first. An approved absence or changed shift may explain the record without a time correction. Record the source of that explanation rather than deleting the exception from your notes.
Capture the original evidence once
Use the employee’s identifier, the relevant date and the smallest interval needed. Record the displayed start, finish and break fields before making an approved correction. Preserve a reference to the original record in the system or in an access-controlled review file. Do not distribute screenshots of unrelated employee work as supporting evidence.
The purpose is traceability. Another authorised reviewer should be able to understand why the final record differs from the original. A vague note such as “fixed hours” does not explain the decision. A useful note identifies the issue, the interval being corrected and the evidence considered.
Ask the employee for an account of the interval
Use a neutral question: “The tracker has no record between these times; can you explain what work or interruption occurred?” Ask while the day is still recent. The employee can refer to a meeting, a support ticket, an approved task or a connectivity problem without sharing unnecessary client data.
An explanation is part of the evidence, not an automatic approval. If two records conflict, ask a specific follow-up. For example, a meeting invitation establishes a scheduled meeting, while attendance at that meeting may need separate confirmation. Resolve the relevant uncertainty rather than collecting an entire day of communications.
A correction worksheet you can copy
Use one row per exception. The example below is fictional and is not a Staffly customer record.
| Field | Example entry |
|---|---|
| Case reference | TIME-EXAMPLE-01 |
| Person and work date | Test employee; agreed local work date |
| Original issue | Clock-in missing at shift start |
| Claimed interval | 09:00–09:20 |
| Employee explanation | Began a scheduled team call before starting the tracker |
| Corroborating context | Supervisor confirms participation in that call |
| Reviewer decision | Approve 20-minute correction with reason |
| Unresolved point | None for this interval |
| Review record | Reviewer, decision time and system record reference |
Use the actual time zone alongside clock times. If the issue crosses midnight, include both dates. The overnight-shift worksheet explains how to avoid losing part of a shift at a reporting boundary.
Correct time without inventing activity
An approved correction explains the attendance record. It does not create historical application activity or screenshots. Keep that distinction visible in any report used to discuss the day. If an administrator starts a session now, that action should not be presented as evidence of an earlier working interval.
StafflyTracker provides reasoned time corrections and separates clock status from tracker connectivity. Ask for a demonstration of the approval path and available record history in your intended configuration. Confirm who can submit, approve and amend entries before assigning those responsibilities to a team.
Close the case and carry forward only the lesson
Tell the employee the outcome and how to question an error. Keep the original issue and resolution together. If payroll or client reporting has already been prepared, inform the authorised owner that a reviewed time record changed; do not silently replace a previously shared total.
Look for recurring process problems separately from individual cases. Several missing clock-outs might indicate confusing instructions or an installation issue. Count the type of exception and the time required to resolve it without turning an unreviewed exception count into a performance ranking.
Set a practical review deadline that gives employees a reasonable chance to respond before reporting closes. Define who handles disputed cases. If the evidence remains incomplete, label the interval unresolved rather than inventing a precise reconstruction. Follow your existing employment and reporting procedures for any consequential decision.
Check the workflow before buying software
In a demo, ask to see one missed entry from start to finish: original record, submitted reason, reviewer action and export. Then ask which information survives if a correction is changed. Use fictional accounts and dates, and record any requirement that the demonstration does not answer.
Read StafflyTracker time-tracking details and the remote-team pilot plan. Staffly owns the software. Its Windows tracker and web dashboard can support the review process, but your organisation remains responsible for the explanation, approval and use of the final record.