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Using Time and Attendance

Heather Chapman Updated by Heather Chapman

This article details the process of matching clocked events to bookings where they have not been automatically matched according to the parameters set in Time and Attendance Rules.

Staff members clock in and out for their shift via the CAMT device using their CPIK (Care Cloud Personal Identity Key) or scanning their badge. Care Cloud will attempt to match the clocked time to one of the available shifts in the Provider Schedule.

The timesheet is calculated after each staff member logs out. At this point, the role and the start and finish times are known, and a booking can be searched for. If the staff member’s role, the start time, and the finish time match a scheduled booking within configurable parameters, then the booking is matched.

If a booking is matched, the rules are then consulted to determine the late start and early finish tolerances and the amount of time to deduct, if any. These deductions can only be made when there is a successful match.

If a clocked event cannot be matched to a booking, the clocked event will be recorded in Care Cloud as an Unmatched Event and must be managed manually.

This article uses the following terms when explaining clocked events:

  • Raw Time – the precise time captured by the CAMT device when an individual clocked in and out.
  • Matched Time – the time that has been applied to a clocked event based on the defined start and end times for a scheduled booking to which the event has been matched.


Matching Bookings

After the clocked events have occurred, Care Cloud will attempt to match the Raw Time to the bookings that have been set up in the Provider Schedule. If a clocked event exceeds the Matching Parameters set in the Time & Attendance Rules, then a valid booking may not be matched. The clocked event will be recorded in Care Cloud as an Unmatched Event and must be managed manually.

Unmatched events are periods of time that have been recorded from the clocked events but that Care Cloud has been unable to determine to which booking the event relates. Examples include:

  • No matching booking – the period of time clocked in does not match any available bookings for the staff member/role. This may happen when a staff member clocks in outside of the matching parameters.
  • Undefined booking – the staff member works a booking that has not been specified. This may happen if someone has been called in at the last minute to cover sickness.

Matching Unmatched Events

To access a list of Unmatched Events:

  1. Navigate to Workplace > My Work > Raw Match Times.
  1. Select the Manual Matching filter view to display a list of unmatched events.

Events can be identified by Provider, System User, Login Time and Logout Time.

This view also contains information regarding the matched status of the event and whether the event was a clock in or a clock out.

To match a clocked event to a booking:

  1. Select the record. Under ‘Booking’, the lookup will show any diary bookings that match the date and staff member of the clocked event.
  2. The relevant booking can be selected to match it to the clocked event.
The ‘Apply Rounding?’ option in the Time and Attendance Rules allows you to choose whether to use the Raw Time collected by the CAMT for these events, or to apply the rounding process that occurs for automatically-matched events that fall within the matching parameters.

You cannot set the times of a manually-matched event to the planned booking times.

In some cases, such as for ‘undefined bookings’, a booking may not be available to select from the booking lookup. In this case, you will need to either update an existing diary booking, or create a new booking, before it is available to match to the clocked event.

Once matched, the Matched status of the event will show as Completed and the booking will be visible on the clocked event. The related booking will also be set to Confirmed.


Unmatching Events

In case of errors in the manual matching process, a booking may also be unmatched from a clocked event.

  1. Select the 'Matched Events' view to display a list of clocked events that have been matched to a booking.
  2. To unmatch a clocked event from a booking, select the record.
  1. Using the Matched drop-down, change the status to Unmatched.
  2. Select the Save or Save and Close button on the toolbar.

The booking link will be removed, and the status saved. This clocked event will then be available from the 'Manual Matching' view so that it can be matched to another booking.

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