Late and missing clock-in alerts

Every 30 minutes Timed checks the last half-hour of expected shift starts. If an employee was due to clock in within that window and either clocked in after the grace period or hasn't clocked in at all, Timed emails an alert to the people responsible for that location.

The check runs automatically for every company. There's no on/off switch. Who receives the alert depends on roles and location manager assignments, explained below.

What counts as a late or missing clock-in

For each active employee with an active shift:

1. Timed works out today's expected start time from the shift schedule, in your company's timezone.
2. It adds your company's grace period (in minutes) to get the alert deadline.
3. If the alert deadline falls inside the 30-minute window being checked, the employee is checked.
4. If the employee is on approved leave for that date, they're skipped.
5. If their first clock-in for the shift happened before the deadline, they're skipped.
6. Otherwise, they're added to the alert with either an "actual in" time or "Not clocked in" status.

Because the check runs every 30 minutes, an alert arrives roughly 30–60 minutes after a missed shift start, depending on when the check lands relative to the deadline.

Who receives the alert

Recipient	What they get
Users with the field-manager role	One email per check covering every location with late or missing employees.
Users assigned to a location as a Location Manager (branch managers)	One email per check, covering only their assigned locations.

If someone is both a field manager and a location manager, they only get the location-scoped email, so nobody receives duplicates.

If a location has no manager assigned and your company has no field managers, nobody is emailed about that location's late staff.

Assigning recipients

To set who's responsible for which locations:

1. Open Locations in the sidebar and click into the branch.
2. Go to the Managers tab.
3. Add the relevant users. They'll start receiving alerts from the next check.

To set company-wide field managers:

1. Open Users in the sidebar.
2. Edit the user and set their role to field-manager.
3. From the next check they'll receive the company-wide alert for any location they're not already assigned to as a location manager.

There's no separate "alert subscribers" list. Alerts follow who actually manages each branch, so the recipient list stays current as your managers change.

What's in the alert email

A simple table with a row per late or missing employee:

• Location
• Payroll number
• Name
• Scheduled start
• Actual in (blank if not clocked in)
• Minutes late
• Status: Late clock-in or Not clocked in

Rows are grouped by location so a branch manager can quickly see which sites need attention.

Troubleshooting

Symptom	Likely cause
Nobody got an alert for a clearly late employee	Either there's no field manager in your company AND no manager is assigned to that location, or the employee is on approved leave. Check both.
A branch manager gets too many alerts	Reduce their location assignments under each location's Managers tab.
A field manager gets alerts for branches they don't oversee	Field managers see every location. If you want them limited to specific branches, give them the manager role instead and assign them only to those locations.
Got an alert for someone who DID clock in	Their clock-in was after the deadline (shift start + grace period). The Minutes late column shows by how much.

If an alert didn't arrive when you expected one, contact Timed support and we'll look into it.