How to Use the Onespot Staff Clock-In / Clock-Out System

How to Use the Onespot Staff Clock-In / Clock-Out System

The Onespot Staff Clock-In / Clock-Out feature allows employees to quickly record their work hours directly in your school’s app. It uses Onespot Forms + a Google Sheets template to help administrators automatically calculate hours worked for each pay period.

This system is simple, accurate, and eliminates the need for paper timesheets or manual entry.

🛠️ Step 1 — Add the Staff Clock-In / Clock-Out Screen

1. Tap the ⚡ Lightning Bolt (Administrative Superpowers).

   Go to Content → New Screen.

   Select the “Staff Clock In / Clock Out” template.

   • You may rename it (e.g., “Employee Time Tracking”).
   • Restrict access to Staff or Faculty only.
2. Tap Create.

The form automatically includes:

• Employee name (pre-filled)
• Date
• Time
• Clock-in / Clock-out selector
• Optional notes

🧑‍🏫 Step 2 — Staff Clock In or Clock Out

Employees simply open the screen and:

1. Select “Clock In” or “Clock Out”

2. Confirm the Date (auto-selected, but can be adjusted if they forgot to clock earlier)

3. Enter the Time (defaults to current time but can be adjusted)

4. Add an Optional Note

Examples:

• “Running late”
• “Left early for appointment”
• “Lunch break”

Submit → The entry is saved immediately.

📥 Step 3 — View Responses as an Admin

1. Go to the ⚡ Lightning Bolt
2. Select Form Responses
3. Open Staff Clock-In / Clock-Out

You’ll see all submissions including:

• Employee name
• Clock-in / clock-out
• Date
• Time
• Notes

You can also click a specific entry for more details.

📤 Step 4 — Submissions Sync Automatically to Google Sheets

Once a staff member submits a clock-in or clock-out entry, the response is automatically sent to the linked Hours Calculation Template

You’ll see new entries appear automatically—no exporting or downloading needed.

Important: For correct hour calculations, each employee must have both a clock-in and a clock-out entry for the same date.

📊 Step 5 — Use the Hours Calculation Template (Google Sheets)

We provide a Google Sheets template that automatically calculates total hours per pay period for each employee.

How to Use the Template

1. In the Hours per Period tab, enter your Pay Period Start Dates (e.g., every 7 or 14 days).

   List your Employee Names.

   The sheet automatically calculates:

   • Hours per employee
   • Hours per period
   • Weekly totals
   • Notes (pulled directly from submissions)
2. (Optional) Add hourly rates to calculate total pay.

This template lets you quickly review:

• Work hours per staff member
• Any schedule irregularities
• Notes explaining late arrivals or early departures

🧠 Why Use This Feature?

The Onespot Clock-In / Clock-Out system provides a simple, app-based workflow for tracking employee hours. It eliminates paper logs, reduces payroll errors, and saves administrators significant time. Staff can clock in with one tap, and admins get organized, exportable records that integrate easily into payroll.