Clock-in activity

Admin → Access → Clock-in activity shows where your staff are actually clocking in and out from, and lets you stop clock-ins that shouldn't be happening.

Seeing the page requires the 👁️ Perm's admin permission; changing anything on it requires ✏️ Perm's (both on Admin → Permissions, under Admin Permissions). Anyone who can already manage access rules can use this page.

Stop employees clocking in from home

If staff have a VMX sign-in link on a laptop or phone, they can use it from anywhere — including from home — and that includes clocking in and out. To restrict clocking in to your stores:

Go to Admin → Access and click the Clock-in activity tab.
Look at How people clocked in. Every clock-in in your chosen date range went through one of these access rules.
Find the rules described as This sign-in link has been shared widely or Personal device, used from anywhere — those are the ones being used away from your stores.
Click Turn off clock in on each one and confirm.

Those people can still sign in to VMX and do everything else they normally do — they just can't clock in or out with that link any more. They use a store time clock instead.

This applies everywhere, including inside the store

Turning off Clock in for a sign-in link stops it being used to clock in or out anywhere — including while standing in your store. That is usually what you want, but tell the affected staff before you do it, so their next shift isn't a surprise.

Before you switch anything off, work through Name the places your staff clock in from below. Otherwise you may turn off a rule that a whole store depends on.

See where people are clocking in from

The top of the page answers this directly:

Clock-ins from somewhere that isn't one of your locations

The table underneath breaks that down by the store each shift was recorded against, and shows three numbers:

Clock-ins — how many times it happened.
People — how many different staff.
From how many networks — how many different internet connections they came from.

Reading those together tells you what is going on without needing to know anything about networks:

What you see	What it means
Many clock-ins, several people, one or two networks	A building you haven't named yet — see below
A few people, but dozens of networks	Phones. A phone gets a different connection almost every time
One person, many networks	One person clocking in from wherever they happen to be

If everyone clocked in from a place you've named, the page says so and there is nothing to do.

Name the places your staff clock in from

If several people clock in from the same place over and over, that place is one of your locations — VMX just doesn't know its name yet. The page lists these under places people clock in from that you haven't named.

Check the Who column. If it lists staff you'd expect at one of your stores, it's that store.
Type a name for it, for example Front Office Network.
Leave allow clock in ticked so staff there can keep clocking in.
Click Save location.

Do this before you turn anything off

A location that isn't named may be running on a temporary rule that renews itself in the background. If whatever renews it stops, everyone at that location loses the ability to clock in, with no warning. Naming it makes it permanent and removes that risk.

Understanding the descriptions

The What this looks like column describes each access rule based on who really uses it:

Location network — a network you have named. Clocking in here is expected.
Shared computer — several people share one sign-in link, always from the same place. It works, but it's clearer to name the rule after the place rather than after a person, so it stays accurate when that person leaves.
This sign-in link has been shared widely — many people have used it from many different networks. A link like this can be used from anywhere, by anyone who has it.
Personal device, used from anywhere — used from many different networks, which is what a phone or a laptop looks like rather than a building.
Created automatically — expires — a temporary rule VMX created by itself. It works now but it isn't permanent; name the location to make it stick.

An access rule's name is only a label typed in when it was created. If a rule named after one person is being used by eight people, the description tells you that, and renaming it is worthwhile.

Why can't this person clock in?

Clocking in is controlled by the access rule the computer or device is using — not by the employee's own permissions. That's why you won't find it under Admin → Permissions.

If someone gets "Clock in/out not allowed here.", open Admin → Access → Clock-in activity, find the rule they are using, and check the Clock in column. If it says No, click Turn on clock in.

The section Allowed to clock in, but nobody has at the bottom of the page is worth a look too: a rule listed there is still permitted to clock in but nobody has used it recently, which sometimes means staff quietly moved to a different rule.

What isn't counted here

Time entries added by hand on Admin → Time are not included. Those are made by a manager rather than by someone clocking in, and they aren't affected by the Clock in setting. They show on the Time page marked as added, along with who added them.
Only clock-ins in the date range you have selected are counted. Use Last 30 days, Last 90 days or Last year at the top of the page.

Access — managing access rules themselves
Time — the day-by-day record of clock-ins and clock-outs
Time Clock — what staff see when they clock in