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Exceptions and corrections

How to review and correct attendance exceptions in Realtime, from adding notes and hiding holidays to fixing missing clockings before payroll.

Adding and editing notes in exceptions

Notes record why a clock-in or clock-out time was changed, giving you a clear audit trail. Here is how to add, view and confirm them in the Exceptions area.

Step 1: Open the Exceptions area

  1. Open Realtime and log in.
  2. From the left-hand menu, go to Time and Attendance, then Exceptions.

Step 2: View an existing note

  1. A yellow square next to a modified time means a note is attached.
  2. Click the yellow square to view it, including who edited the time and when.

Step 3: Add a new note

  1. Find the exception entry you want to update.
  2. On the right of that entry, click Edit.
  3. Make the necessary time changes.
  4. In the Comment section below the change box, type your comment and click Add Comment.
  5. Click Apply to save.

The note is saved with a date and time stamp and the name of the user who made the change.

Step 4: Confirm the note has saved

  1. A yellow square will appear next to the updated time, showing a note is attached.
  2. Click it at any time to view the note details.

Managing exceptions when NoShift is selected

A NoShift Selected exception happens when an employee clocks in on a day they were not scheduled, for example covering for someone. Realtime records the times but does not pay them at the correct rate until you assign the right shift.

Step 1: Open Realtime

  1. Launch Realtime and log in with your credentials.

Step 2: Open Exceptions

  1. Go to Time and Attendance in the menu.
  2. On the left, click Exceptions.

Step 3: Filter for NoShift Selected (optional)

  1. Use the filters at the top of the screen.
  2. Select NoShift Selected to show only these exceptions.

Step 4: Edit the exception

  1. Find the exception you need to amend.
  2. On the right, click the Edit icon (the small pencil).

Step 5: Recalculate the hours

  1. In the Edit screen, click the Calculator icon.
  2. A pop-up titled Select Shift will appear.
  3. Choose the correct shift the employee worked or covered.
  4. Click OK.

Step 6: Apply and accept

  1. Realtime recalculates the hours using the rules of the selected shift.
  2. Check the Paid Hours field has updated correctly.
  3. Click Accept, then click Apply to save.

The exception is now corrected and the data is ready for payroll processing.

Manually adding a time entry in Realtime

Add or correct a clocking by hand in the Exceptions area: open All Data, select the employee, create a new date, enter the times, then recalculate and apply.

Step 1: Open Realtime

  1. Launch the Realtime application on your computer.

Step 2: Go to Time and Attendance

  1. Open the Time and Attendance section in the menu.

Step 3: Open Exceptions

  1. Click Exceptions to view the attendance records.

Step 4: Show all data

  1. Scroll to the bottom of the screen and select All Data to display the full list of time records.

Step 5: Select an employee

  1. At the top of the screen, use the Select Employee search bar to choose the employee whose record you want to edit.

Step 6: Add a new entry

  1. In the times grid, right-click anywhere and choose Create New Date.

Step 7: Enter the time details

  1. Date: the date of the shift.
  2. Expected Shift Time: the scheduled start and end time.
  3. Time In: the actual clock-in time.
  4. Time Out: the actual clock-out time.

Step 8: Recalculate

  1. Click Recalculate. The system works out the total hours from the times you entered.

Step 9: Accept and apply

    1. Check the calculated hours are correct.
    2. Click Apply to save the new entry. It is saved with a date and time stamp and your user name, and appears in the employee’s records.

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