Clock Records

What is it?

The Clock Records module is where you see all your employees’ arrivals and departures. Every time an employee clocks in (on the tablet, by PIN code, or via the web kiosk), it gets recorded here. You can then validate each record, view clock-in photos, and export data for payroll.

What is it for?

This module allows you to:

• View all clock records with arrival and departure times
• Validate or invalidate each record (quality control)
• Filter by employee, period, or status (validated, pending)
• View photos taken during clock-in (if the camera is enabled)
• Detect automatic closures (when an employee forgets to clock out)
• Export to CSV an employee’s clock records for payroll

How does it work?

The Clock Records page

When you open the Clock Records module, you see:

1. A header with the title, a search field by employee name, and a filters button
2. A table listing all clock records with columns: Employee, Clock In, Clock Out, Duration, Method, Status, Actions

Each row in the table displays a complete clock record with:

Column	What is displayed
Employee	Last name, first name, and position
Clock In	Date and time of arrival
Clock Out	Date and time of departure, or “In Progress” badge if the employee is still present
Duration	Automatically calculated duration (e.g., 8h15)
Method	”FaceIO” (facial recognition) or “Manual” (PIN code / kiosk)
Status	Green “Validated” badge or orange “Pending” badge. If auto-closed, red “Auto-closed” badge

Filtering clock records

Click the Filters button to open the filter panel:

• By employee: select a specific employee
• By period: set a start and end date
• By status: All, Validated only, or Pending

The search field at the top also filters by employee first or last name.

Viewing clock record details

1. Click the “View details” button (eye icon) in the Actions column
2. A window opens with complete information:
   • Clock In: exact date and time
   • Clock Out: date and time, or “In Progress”
   • Method: facial recognition or manual
   • Notes: if notes have been added
   • Photo: the photo taken during clock-in (if available)
3. From this window, you can Validate or Invalidate the record

Validating a clock record

1. Open the details of an unvalidated record
2. Check the information (times, photo)
3. Click the green “Validate this record” button
4. The status changes to “Validated” (green badge)

Tip

Validation is useful to confirm that the hours are correct before preparing payroll. A validated record will no longer be modified.

Invalidating a clock record

If a record was validated by mistake:

1. Open the details of the validated record
2. Click the red “Invalidate” button
3. Confirm the action in the confirmation window
4. The status goes back to “Pending”

Caution

Invalidation does not delete the record. It simply removes the validation so you can re-verify it.

Automatic closures

When an employee forgets to clock out, the system can automatically close the shift after a configurable duration (default 12 hours).

Auto-closed records are marked with a red “Auto-closed” badge. This lets you easily spot them and check whether the clock-out time is correct.

Note

You can configure the maximum shift duration and enable/disable automatic closure in the Clock Settings (accessible from the Settings module).

The Clock Records tab in the employee profile

In the HR module, each employee has a Clock Records tab that displays:

• A month selector with navigation (left/right arrows)
• An Export CSV button to download the data
• 4 statistics: total count, total hours, days worked, validated records
• A detailed table by month with: Date, Clock In, Clock Out, Duration, Method, Photo, Validation

You can validate or invalidate directly from this table by clicking the validation icon.

Exporting clock records to CSV

1. Go to the employee profile, Clock Records tab
2. Select the desired month
3. Click “Export CSV”
4. The file is downloaded with columns: Date, Clock In, Clock Out, Duration, Method, Validated

Tip

The CSV export is ideal for sending hours to your accountant or payroll software.

Clock-in methods

Facial recognition

The fastest and most reliable method.

1. The employee approaches the Capnio tablet
2. The camera recognizes their face automatically
3. The clock record is saved with a photo
4. The employee sees the confirmation on the screen

For this to work, the employee must have a photo in their profile.

Tip

Facial recognition works even if the employee wears glasses or has changed their hairstyle. The system adapts.

PIN Code

If there is a problem with facial recognition, the employee uses their PIN code.

1. The employee accesses the clock-in kiosk (tablet or web page)
2. They enter their 4-digit PIN code
3. After verification, a photo may be taken by the camera
4. They choose CLOCK IN or CLOCK OUT
5. The record is saved

The PIN code is automatically generated when the employee profile is created.

Web kiosk

The web kiosk is a page accessible from any browser.

1. Go to your establishment’s clock-in page
2. The employee enters their 4-digit PIN code
3. The browser camera activates to take a photo
4. The employee clicks CLOCK IN or CLOCK OUT
5. The record is saved and confirmed

Note

The web kiosk requires the browser to have camera access. If the camera is not available, the clock-in still works, but without a photo.

Clock-in settings

The following settings are configurable in the Settings module:

Setting	What it does
Maximum shift duration	Beyond this duration, the shift is automatically closed
Auto-closure	Enables/disables automatic shift closure
Reminders	Sends push notifications after 8h, 10h, and 11h to remind employees to clock out

Buttons and options

Button / Option	What it does
Search	Filters clock records by employee name
Filters	Opens the filter panel (employee, period, status)
View details	Opens the full details of a clock record
Validate	Confirms a clock record (green badge)
Invalidate	Removes validation from a clock record
Export CSV	Downloads clock records as a CSV file
Month arrows	Navigates between months in the employee profile

Practical examples

Example 1: Checking the week’s clock records for payroll

1. Open the Clock Records module
2. Click Filters → select the week’s period
3. Check each record and validate them one by one
4. Go to each employee’s profile, Clock Records tab
5. Export the month’s CSV for your accountant

Example 2: A clock record was automatically closed

1. You see a red “Auto-closed” badge on a record
2. Open the details → you see that the employee forgot to clock out
3. The clock-out time was set to the clock-in time + maximum duration
4. Contact the employee to find out the actual departure time

Example 3: Checking the photo of a suspicious clock record

1. Open the record details
2. Look at the photo taken during clock-in
3. If the photo doesn’t match, invalidate the record
4. Add a note to explain the invalidation

On the tablet

Clock-in is the main feature of the Capnio tablet:

• Facial recognition: the employee stands in front of the tablet and clock-in is automatic
• PIN code: as a backup, the employee enters their 4-digit code
• History: the employee can view their own clock records for the month from the tablet

Note

Employees can only see their own clock records on the tablet. They cannot see other employees’ records or modify their own.

Frequently asked questions

An employee forgot to clock in/out, what do I do? The system automatically closes shifts after the configured maximum duration. The clock-out time will be estimated. You can identify these records by the “Auto-closed” badge.

Is facial recognition clock-in reliable? Yes, the recognition rate is very high. The system works even with minor changes (glasses, beard, hairstyle). If in doubt, the employee can always use their PIN code.

Are clock records compliant with labor law? Yes, Capnio keeps a complete history of clock records. Validations and invalidations are tracked.

Can I see total hours per employee for a month? Yes, go to the employee profile, Clock Records tab. You’ll find the total hours, days worked, and number of validated records.

Does the tablet work without Internet? The tablet needs an Internet connection to synchronize clock records with the server.

What’s the difference between “Validate” and “Invalidate”? Validate confirms that the hours are correct. Invalidate removes that confirmation to allow re-verification. Neither action deletes the record.

Tip

Tip

Configure the clock-in reminders in the settings. The system will send push notifications to employees who are still clocked in after 8h, 10h, and 11h. This is the best way to avoid forgotten clock-outs.