Clockify Integration

What is Clockify?

Clockify is a free time tracking service that allows your employees to track their hours worked via the Clockify website, mobile apps (Android and iOS), and desktop apps (Windows, Mac, and Linux.) The topics below explain the setup process and integrated features.

Getting Started:

The first step will be to sign up for a free Clockify account. The person doing the initial setup should be the PowerChurch user who maintains and processes Payroll in PowerChurch. This article will cover both the initial setup and how the employees will track their hours. Visit the Clockify website at clockify.me and click the Sign Up Free button. Enter the email address and assign a password. A confirmation/verification email will be sent, which you will need to click through to continue in the process.

Connecting PowerChurch to Clockify:

Once the account creation process is complete, and you are able to log in to the site, we will need to generate an API key to connect PowerChurch to Clockify. From the website, click the profile icon at the top right of the site and choose Preferences..

Click on the Advanced tab and Manage API keys.

Once here, click the Generate New button to create an API Key. This will generate a long unique character string to identify this organization. This is needed to allow PowerChurch to connect to your Clockify account.

Next, Navigate to Accounting > Payroll > Setup and Payroll Setup. Here you will need to fill in the following information, API key, Workspace, Rounding, Week Starts and how Overtime is calculated. Start by pasting your API key into the API key field and clicking on the verify checkmark. This will contact the Clockify servers and populate the available workspaces. Select the remaining options based on the following criteria found below.

Workspaces: The Workspace represents what organization/church you are processing payroll for. Clockify automatically creates a Workspace for your organization upon registration. This default Workspace should suffice for our PowerChurch setup.

Rounding: When importing employee hours worked from Clockify, you can specify that the clock in/out time is rounded up (or down) to the nearest 5, 10, or 15 minute increment. Choose None to disable rounding. Note: Rounding is a feature of Clockify that is not available in free accounts, so PowerChurch handles the rounding itself, if something other than None is selected here.

Week Starts: Choose which day of the week starts the Payroll week. This is not necessarily the beginning of the Pay Period. Instead, this is used in Overtime hours calculation, where Overtime is calculated as hours over 40 worked during a seven day Payroll week, as defined by the employer. This method of calculation is mandated by the Fair Labor Standards Act. Default is Sunday.

Overtime is Calculated Daily: Check this option if you are in a state that requires overtime to be calculated daily as well as weekly. In these states, if an employee works over a certain number of hours in a single day, then it counts as overtime. If this option is enabled, specify the number of hours in the control below. Default is disabled, as most states do not have the daily overtime hours mandate.

Inviting your Employees to Clockify:

Now that you have conneced PowerChurch to Clockify and configured your desired options, you will need to send out email invitations to the employees that will utilize Clockify. Your employees' email addresses are the key that ties their record in PowerChurch to their record in Clockify. So, It is important that your employees have email addresses assigned in PowerChurch on the Maintain List of Employees screen.

If you haven't already, start by going back to the Clockify website and navigating to the Team option along the left-hand navigation menu. Once here, select the Add New Member and fill in the required information to send an invitation.

Configuring Projects:

The last step before we can start to track time is to create project(s). The setup of projects will be optional depending on your Clockify subscription level and the complexity of your payroll system. The free tier requires the use of at least 1 project in order to enter any time tracked whereas any of the paid subscriptions allow this to be configured. Additionally, some may choose to create multiple projects if they have employees being paid hourly in two or more positions that need the hours split out separately.

If you have a Clockify subscription and wish to disable the requirement of projects, navigate to the workspace settings and configure the Do not allow saving time without setting as seen below. Disabling this requirement would allow you to skip the remaining project setup documented below.

To create a project, navigate to the Projects option from the navigation menu. From here, select Create New Project.

For a more generic setup with just a singular project, enter a generic name such as "All Employees" and select Create.

Optionally, If you want to have a more detailed project setup for reporting purposes within Clockify or need multiple projects due to different roles, create those necessary projects now. For example, you may have a music director that also helps out the administrative team. This employee would get paid different rates for these jobs. Create a project called "Administrative Team" and "Music Team". Be sure to uncheck the public option when creating these projects.

For these more specific projects, you are required to add each employee. Navigate to the project you just created and select Access. Then click Add Members to specify which employees can track under this project.

From here, we will need to jump back into PowerChurch and assign a project to the corresponding employees item. Navigate to Accounting>Payroll > Setup > and finally Maintain Item Descriptions. Locate the item description of an employee who will be using clockify. Select the Get Clockify Projects button and then select the associated project from the dropdown menu. This tells PowerChurch which Clockify projects are associated with which PowerChurch items. This allows PowerChurch to pull those specific hours input by the employee.

Congratulations, From here, everything required to get started is complete. The next step would be for your employees to log in to Clockify to track their hours. Once that has been done, you will be able to import hours during the process screen. Click on the Import Hours button and you should see the hours associated appear in bold.

The next section will be a brief overview of how your employees would track their hours.

Employee Guide:

Now that your employer has configured and invited you to track your hours on Clockify, the next step is to input them daily or weekly.

Clockify has two options for inputting hours, the TIMESHEET and TIME TRACKER.

TIME TRACKER: This option would be best used on a daily basis. The time tracker has a timer mode and a manual mode. Timer mode is the default mode here.

Timer mode would be used if the employee wants to clock in and clock out. In this example, we would enter what we are working on and select the project and select start. The timer mode is indicated by the timer icon denoted in green below. Once the work has been done, you can return and stop the timer.

Manual mode would be used if the employee wants to input their hours at the end of the day. To switch to manual mode, the user must hit the hamburger icon on the far right-hand side. Noted by a green box in the following image. Once they have done this, they will be able to input a start and finish time aswell as the project and what they worked on.

TIMESHEET: This option would be best used on a weekly basis. The timesheet allows you to input multiple days at one time and even historically track time. Start by selecting the correct date range, by default it would be the current week. Then select the project and input the hours into the fields.