How to Standardize Construction Time Clocks for Multi-Site Crews | EasyClocking by WorkEasy Software

How to Configure a Multi-Site Construction Time Clock System

intermediate · Varies by site count; most sites go live within days

This procedure establishes job-site-aware time capture across all active construction locations before crew deployment. Executed by an IT admin or operations manager during pre-launch, it produces a fully configured system with job codes, site assignments, device policies, and an authenticated payroll connector.

1. Create Job Site Profiles
Prerequisites
- Active EasyClocking by WorkEasy Software account with admin credentials
- Complete list of active job sites with physical addresses and GPS coordinates
- Defined geofence radius for each site based on site layout
Open the EasyClocking by WorkEasy Software admin console and navigate to the Locations section. Add each active construction site as a named location with its physical address, GPS coordinates, and a geofence radius. The geofence defines the boundary within which crew clock-ins are accepted.
For open construction sites, set a generous geofence radius to account for GPS drift on Android devices. If a site spans a large area (multiple buildings, staging zones, and parking lots), consider whether a single geofence covers the full footprint or whether you need separate zones.
Name each location profile using your internal site naming convention so foremen and payroll admins can identify records at a glance. Consistent naming prevents confusion during the timesheet audit and payroll export procedures later in this sequence.
Expected outcome: Every active job site appears as a named location in the admin console with GPS coordinates and an active geofence boundary.
2. Configure Project and Cost Codes
Prerequisites
- Master list of active project codes and cost codes from your accounting or project management system
- Confirmation of which codes are active versus retired
Navigate to the job code configuration area in EasyClocking by WorkEasy Software and import or manually enter all active project codes and cost codes. Every punch your crews record needs to tag to the correct job for accurate job costing and labor allocation.
If your organization uses a hierarchical code structure (project > phase > cost code), replicate that hierarchy in the platform so crew members see a logical selection flow at clock-in. Group codes by site where possible to reduce the number of options a crew member scrolls through on the device screen.
Retire or deactivate any codes for completed projects. Leaving old codes active is one of the most common sources of misallocated hours, which then surface as exceptions during the pre-payroll audit (P4).
Expected outcome: All active project and cost codes are available in the system, organized by site or hierarchy, with retired codes deactivated.
3. Set Overtime and Pay Rules
Prerequisites
- Overtime thresholds per jurisdiction for each active site
- Meal and rest break requirements per jurisdiction
- Company rounding policy documented and approved by payroll
Define daily and weekly overtime thresholds, break rules, and rounding policies for each site's applicable jurisdiction within the EasyClocking by WorkEasy Software rules engine. Construction crews often work across state lines or in jurisdictions with different overtime and meal-break requirements, so configure rules per site rather than applying a single company-wide policy.
Set rounding policies to match your payroll provider's expectations. If your company rounds to the nearest quarter-hour, configure that rule here so exported records match what the payroll platform expects. Document each rule's source (state statute, union agreement, company policy) in the notes field for audit defensibility.
Enable break-rule alerts so foremen receive a notification when a crew member approaches a required meal or rest break threshold. This keeps compliance visible in real time rather than surfacing violations only at payroll close.
Expected outcome: Each site has jurisdiction-specific overtime thresholds, break rules, and rounding policies configured and documented in the rules engine.
4. Assign Devices to Sites and Apply Kiosk Profiles
Prerequisites
- Device inventory with model and OS version confirmed for each unit
- Kiosk-mode lockdown profile defined in the admin console
- Physical labels or stickers prepared for each device
Register each Android device (tablet or phone) to its designated job site in the EasyClocking by WorkEasy Software admin console. Apply a kiosk-mode lockdown profile to each device so it runs only the time clock application and prevents crew members from switching to other apps, changing settings, or exiting the clock-in screen.
Confirm that every device meets the minimum OS version required by the platform. Older Android versions may not support offline punch caching or GPS accuracy features that are critical for field deployments. Replace or update any device that falls below the minimum before site activation.
Label each physical device with its assigned site name and a unique device ID sticker. When a device needs troubleshooting or replacement, this label lets you match it to its profile in the admin console without guessing.
Expected outcome: Every device is enrolled under its assigned site, running the kiosk-mode lockdown profile, and physically labeled for field identification.
5. Connect the Payroll Integration
Prerequisites
- Payroll platform admin credentials with import permissions
- Earning code list from the payroll platform
- Decision on integration method: direct API or file-based export
Authenticate the EasyClocking by WorkEasy Software payroll connector to your target payroll platform. The system supports direct API integrations with ADP, QuickBooks, Gusto, and other major platforms, as well as CSV and custom file exports for platforms without a native connector.
Map each job code and pay type in the platform to the corresponding earning code in your payroll system. Regular hours, overtime, double-time, and any shift differentials each need a mapped earning code. Mismatched earning codes are the single most common cause of payroll import errors, so verify every mapping before moving to the test cycle.
If you are using a file-based export rather than a direct API push, configure the export template to match your payroll platform's import format. Save the template and name it with the payroll platform and effective date so future admins can identify the correct configuration.
Expected outcome: The payroll connector is authenticated, all earning codes are mapped between the two systems, and the export format matches the payroll platform's import requirements.
6. Run a Test Punch Cycle
Prerequisites
- At least one enrolled device per site powered on and connected
- Test employee profile or admin profile configured for clock-in
Execute a full clock-in, job-code selection, break start, break end, and clock-out on one device per site. Use a test employee profile or your own admin profile. After completing the cycle, open the EasyClocking by WorkEasy Software admin dashboard and confirm that every punch event appears with the correct site tag, job code, and timestamp.
Then trigger a test export to your payroll platform. Verify that the test records land in the correct earning code buckets and that hours calculate correctly based on the overtime and rounding rules you configured in step 3. If any mapping errors appear, correct them now before crew Day 1.
Delete the test records after validation to keep your production data clean. Document the test results (date, device, site, pass/fail) in a shared log so the operations manager and payroll admin both have confirmation that the system is ready.
Expected outcome: A complete punch cycle from clock-in through clock-out has flowed from the device to the admin dashboard and into the payroll platform with correct site tags, job codes, and earning code mappings.
7. Publish Site-Specific Access Rules
Prerequisites
- Crew roster uploaded with employee IDs and site assignments
- Foreman list with mobile device access confirmed
Set which crew members are authorized to punch in at each site within EasyClocking by WorkEasy Software. This prevents a crew member assigned to Site A from accidentally (or intentionally) clocking in at Site B, which would misallocate labor costs and create exceptions at payroll close.
Activate supervisor approval workflows and assign the correct foreman to each site. When a foreman is assigned, they receive push notifications for missed punches, late arrivals, and pending timesheet approvals on their mobile supervisor view. Verify that each foreman's mobile device can access the supervisor dashboard and that notifications are enabled.
If your crews rotate between sites on a weekly or project-phase basis, build site-access groups that you can reassign in bulk rather than editing individual crew member permissions. This reduces admin overhead when crews move and prevents stale access rules from lingering on completed sites.
Expected outcome: Each crew member is authorized only at their assigned site(s), foremen have active supervisor approval workflows with working notifications, and site-access groups are configured for crew rotation.

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How to Onboard Field Crews to a Mobile Construction Time Clock App

beginner · 30 minutes per crew

This procedure trains foremen and crew members to clock in, select job codes, and manage breaks on a mobile or kiosk device at the job site. Executed by a foreman or site supervisor on Day 1 of deployment, it produces a crew that can punch accurately without admin intervention.

1. Brief the Crew on the New System
Prerequisites
- P1 (system configuration) completed for this site
- Kiosk device enrolled and mounted at the site entrance
- Crew roster uploaded to EasyClocking by WorkEasy Software with PINs assigned
Gather all crew members at the job site for a brief walkthrough explaining what is changing and why. Frame the new time clock as a fairness tool: every minute worked gets captured and paid correctly, and disputes about hours are resolved with a clear record rather than an argument. This framing matters. Crews who understand the system protects their pay adopt it faster than crews who feel monitored.
Keep this briefing under ten minutes. Cover three points: (1) paper timesheets are being replaced by a device at the site entrance, (2) each person will clock in with a PIN and select their job code, and (3) their foreman can see and correct records if something goes wrong. Answer questions before moving to the live demonstration.
Expected outcome: Every crew member understands the purpose of the new system, knows it replaces paper timesheets, and is ready for the live demonstration.
2. Demonstrate the Clock-In Flow
Prerequisites
- Kiosk device powered on and connected at the site entrance
- Foreman's own PIN ready for demonstration use
Walk through a live clock-in on the kiosk device while the entire crew watches. Show each screen in sequence: PIN entry, job code selection, and the confirmation screen that displays the crew member's name and clock-in time. Point out the confirmation screen explicitly so crew members know what a successful clock-in looks like.
If your site uses biometric verification (fingerprint or facial recognition) through EasyClocking by WorkEasy Software hardware, demonstrate the biometric scan and explain that the system stores an encrypted mathematical template, not an image. Crew members with concerns about biometric data should hear this during onboarding, not after deployment.
Repeat the demonstration once at normal speed and once slowly, narrating each tap. Two passes is the minimum for reliable adoption on crews with varying comfort levels with touchscreen devices.
Expected outcome: The crew has watched two complete clock-in demonstrations and can identify what a successful confirmation screen looks like.
3. Supervise Each Crew Member's First Punch
Prerequisites
- Each crew member has received their assigned PIN
Have each crew member complete their own clock-in while the foreman observes. Stand next to the device and watch for common errors: skipping the job code selection, entering the wrong PIN, or walking away before the confirmation screen appears. Correct errors in real time so the crew member's first independent experience is a successful one.
This supervised first punch is the single highest-impact step in the onboarding procedure. Unsupervised first punches produce the highest rate of missed job-code selections, which then create exceptions that the payroll admin must resolve during the pre-payroll audit. Investing a few minutes per person here saves significant cleanup later.
Expected outcome: Every crew member has completed one successful, supervised clock-in with the correct job code selected and confirmation screen displayed.
4. Demonstrate Job Code Switching Mid-Shift
Prerequisites
- Multiple active job codes configured for this site (from P1, step 2)
Show crew members how to switch job codes during the shift when they move between tasks or cost centers on the same site. On the EasyClocking by WorkEasy Software kiosk, this typically involves a quick transfer punch: the crew member clocks out of the current code and immediately clocks into the new one.
Explain when a job code switch is required (moving to a different phase, cost code, or task category) and when it is not (taking a break on the same task). Clear guidelines here prevent both over-switching, which clutters records, and under-switching, which misallocates labor costs.
Expected outcome: Crew members can identify when a job code switch is required and execute a transfer punch on the kiosk device.
5. Demonstrate Clock-Out and Break Flows
Prerequisites
- Break rules configured for this site's jurisdiction (from P1, step 3)
Walk through the break start, break end, and end-of-shift clock-out sequences on the kiosk. Emphasize that break punches are separate from clock-out punches and that missing a break punch can create a compliance flag during the pre-payroll audit.
If the site's jurisdiction requires meal break attestation, show the attestation prompt that appears on the device and explain what it means. Crew members should understand that tapping through the attestation confirms they took the required break. This is a compliance safeguard, not a formality, and it protects both the worker and the employer in an audit.
Expected outcome: Crew members can execute break start, break end, and clock-out punches independently and understand the attestation prompt if applicable.
6. Distribute Quick-Reference Cards
Prerequisites
- Printed or laminated quick-reference cards available for the full crew
Hand each crew member the EasyClocking by WorkEasy Software one-page field card. This card covers PIN entry, job code selection, break punches, clock-out, and the contact information for the site foreman in case of a punch dispute or PIN reset. The card is designed to survive a back pocket on a job site; laminated versions hold up best.
Post a second copy of the field card next to the kiosk device for reference. Crew members who forget their PIN or second-guess a step will check the posted card before calling the foreman, which reduces interruptions during the workday.
Expected outcome: Every crew member has a personal quick-reference card and a posted copy is visible next to the kiosk device.
7. Confirm Foreman Dashboard Access
Prerequisites
- Foreman's mobile device with the supervisor app installed
- Foreman assigned to this site's approval workflow (from P1, step 7)
Verify that the site foreman can access the EasyClocking by WorkEasy Software mobile supervisor view on their personal device. The foreman should be able to see live punch status for every crew member, flag a missing punch, and submit timesheet approvals directly from the field.
Have the foreman open the dashboard and confirm that the crew members who just clocked in appear with correct timestamps and job codes. If the dashboard does not reflect the crew's punches, troubleshoot connectivity or permissions before ending the onboarding session. A foreman who cannot see live punch status will not catch missing punches until payroll close, at which point corrections are harder and crew recall is weaker.
Expected outcome: The foreman's mobile supervisor view displays live punch data for the crew, and the foreman can flag a missing punch and submit an approval.

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How to Reconcile Offline Punches After a Connectivity Gap

intermediate · Varies by gap duration; target completion within 24 hours of connectivity restoration

This procedure recovers, validates, and syncs time records captured in offline mode when a job site loses cellular or Wi-Fi connectivity. Executed by a foreman or payroll admin within 24 hours of connectivity restoration, it produces a verified, gap-free punch record for the affected period.

1. Identify Affected Devices
Prerequisites
- Connectivity restored on the affected device(s)
- Admin access to the EasyClocking by WorkEasy Software offline punch queue
- Crew roster for the affected shift available for cross-reference
Open the EasyClocking by WorkEasy Software admin dashboard and navigate to the offline punch queue. Filter by site and date range to list all devices with pending sync records. Each entry in the queue shows the device ID, site name, number of pending punches, and the timestamp of the last successful sync.
If your site uses multiple devices (one per entry point or one per crew), check every device rather than assuming only one was affected. Connectivity gaps on construction sites typically affect the entire location, not a single device, so treat the event as site-wide until confirmed otherwise.
Note the total number of pending punches and the affected shift dates. You will use these numbers as your reconciliation target in the final validation step.
Expected outcome: A complete list of devices with pending offline punches, including punch counts and affected dates, is documented.
2. Trigger Manual Sync on Each Device
Prerequisites
- Stable connectivity confirmed on each affected device
Force a sync on each affected device from the admin console. This pulls all locally stored punch records from the device's cache to the cloud. Monitor the sync progress indicator until it shows completion for every device on the list.
If a device fails to sync (error message or stalled progress), confirm that the device has a stable connection. Move it closer to the Wi-Fi source or switch to cellular data if available. For devices that remain stuck, restart the device and re-trigger the sync. If the device hardware is unresponsive, escalate to support before attempting any manual record entry; the local cache may still contain recoverable data.
Expected outcome: All locally cached punches have been transmitted to the cloud, and the sync progress indicator shows completion for every affected device.
3. Compare Synced Records to the Crew Roster
Prerequisites
- Synced punch records available in the admin dashboard
- Crew roster for the affected shift
Cross-reference the newly synced punch list against the crew roster for the affected shift. For each crew member on the roster, confirm that a clock-in and clock-out pair exists. Flag any crew member who appears on the roster but has no punch record, or who has a clock-in without a matching clock-out (or vice versa).
Construction crews working through a connectivity gap sometimes forget to punch out because they cannot see the confirmation screen or assume the device is not working. These missing clock-outs are the most common anomaly type in offline reconciliation. Identifying them quickly is the reason this procedure targets a 24-hour turnaround from connectivity restoration.
Expected outcome: Every crew member's punch record is accounted for, and all missing or unpaired punches are flagged for foreman review.
4. Route Anomalies to the Foreman for Attestation
Prerequisites
- Flagged anomaly list from the previous step
- Foreman available for review within the 24-hour window
Mark each flagged record (missing punch, unpaired clock-in, or unpaired clock-out) in the EasyClocking by WorkEasy Software admin dashboard and route it to the site foreman for review. Include the crew member's name, the affected date, and the specific anomaly type in the routing note so the foreman can investigate without additional context.
If the foreman kept a paper backup log during the connectivity gap, request it now. Paper logs are the primary attestation source when device records are incomplete. Even a rough log with names and approximate times is more defensible than an unattested correction entered by an admin after the fact.
Expected outcome: Every anomaly is assigned to the site foreman with enough detail to investigate and attest to the correct start and end times.
5. Collect Foreman Attestations
Prerequisites
- Foreman has reviewed each routed anomaly
Obtain written or in-app sign-off from the foreman for each flagged record. The attestation should confirm the correct clock-in time, clock-out time, and job code for the affected crew member. If the foreman disputes a synced record (e.g., the device logged a clock-out at 3:15 PM but the crew member actually left at 5:00 PM), document the foreman's corrected time and the reason for the discrepancy.
Attestations collected within 24 hours of the event carry the most weight in an audit. Crew and foreman recall degrades rapidly after that window, which is why this procedure specifies same-day or next-day completion.
Expected outcome: Every flagged record has a foreman attestation with confirmed times, job codes, and the foreman's sign-off.
6. Enter Approved Corrections with Audit Notes
Prerequisites
- Foreman attestations collected for all flagged records
- Time editor access in EasyClocking by WorkEasy Software
Apply each foreman-attested correction in the EasyClocking by WorkEasy Software time editor. For every correction, attach the attestation as an audit note. The audit note should include the foreman's name, the date of attestation, the original anomaly type, and the corrected times. This audit trail is what protects you in a wage dispute or compliance review.
Do not batch-enter corrections without individual notes. Each correction needs its own attestation reference. Batch entries without attribution create a single point of failure if any one correction is later questioned.
Expected outcome: All corrections are entered in the time editor, each with an attached audit note referencing the foreman's attestation.
7. Run the Sync Validation Report
Prerequisites
- All corrections entered and audit notes attached
Generate the EasyClocking by WorkEasy Software sync validation report for the affected site and date range. This report confirms that zero offline punches remain pending and that all corrections are logged. Compare the report's total punch count against the count you documented in step 1 to verify nothing was dropped during sync or correction.
If the report shows remaining pending records, repeat steps 2 through 6 for the unresolved items. Do not close the reconciliation until the validation report shows zero pending records. A clean validation report is your handoff artifact to the payroll admin, who will rely on it during the pre-payroll timesheet audit (P4).
Expected outcome: The sync validation report shows zero pending offline records, total punch counts match the original documentation, and the reconciliation is complete.

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How to Audit Construction Timesheets Before Payroll Close

intermediate · Allow up to half a day depending on site count and exception volume

This procedure reviews, flags, and resolves time record exceptions across all job sites before submitting hours to payroll. Executed by a payroll admin during the final 48 hours of each pay period, it produces a clean, exception-free timesheet set ready for export.

1. Run the Pay-Period Exceptions Report
Prerequisites
- All crew punches for the pay period synced (P3 completed if offline gaps occurred)
- Pay period locked in EasyClocking by WorkEasy Software to prevent new punch edits
- Exception rules configured (overtime thresholds, missing punch flags, break durations)
Generate the EasyClocking by WorkEasy Software pay-period exceptions report. This report surfaces all flagged records across every active site for the current pay period: missing punches, unapproved overtime, duplicate entries, unresolved offline records, and break-rule violations.
Run this report at the start of your audit window, not at the end. You need time to investigate and resolve exceptions before the payroll submission deadline. If you are running payroll for multiple sites with staggered schedules, generate a separate report for each site group so you can triage by priority.
Save the raw report as your baseline artifact. You will compare this against the clean summary report at the end of the audit to confirm every exception was resolved.
Expected outcome: A complete exceptions report is generated, saved as a baseline artifact, and ready for triage.
2. Triage Exceptions by Severity
Prerequisites
- Exceptions report generated from the previous step
Sort exceptions into three buckets based on payroll impact. Highest priority: missing punches, because these represent hours that will either be unpaid (underpaying the worker) or require a manual estimate (creating audit risk). Medium priority: overtime anomalies, because misclassified overtime changes payroll cost and compliance exposure. Low priority: minor rounding discrepancies that fall within your configured rounding tolerance.
Assign a resolution owner to each high and medium priority exception. For construction operations, the resolution owner is almost always the site foreman, because the foreman is the only person who can attest to what actually happened on the job site. Low-priority rounding items can be resolved by the payroll admin without foreman involvement if they fall within the configured policy.
Expected outcome: Every exception is categorized by severity and assigned to a resolution owner with a clear deadline before payroll submission.
3. Resolve Missing Punches
Prerequisites
- Foreman contact information for each affected site
- Time editor access in the platform
Contact the relevant foreman for each missing punch exception. Provide the crew member's name, the affected date, and the specific gap (e.g., clock-in exists but no clock-out). Request the foreman's attestation of the correct time, just as in the offline reconciliation procedure (P3).
Enter the corrected record in the EasyClocking by WorkEasy Software time editor with an audit note referencing the foreman's attestation. Missing punches are the highest-risk exception type because they directly affect worker pay. Resolve every missing punch before moving to overtime flags.
If a foreman is unreachable within your audit window, escalate to the operations manager. Do not guess at times or use averages. An unattested correction is worse than an open exception because it creates a record that looks resolved but has no defensible source.
Expected outcome: Every missing punch exception is resolved with a foreman-attested correction and an audit note, or escalated to the operations manager.
4. Review Overtime Flags
Prerequisites
- Missing punches resolved from the previous step
- Overtime and pay rules configured per jurisdiction (from P1, step 3)
Examine each overtime flag in the exceptions report. Confirm whether the flagged overtime is legitimate (the crew member actually worked the hours) or erroneous (caused by a duplicate punch, a missed clock-out that inflated total hours, or a timezone mismatch). Correct erroneous records with foreman sign-off and an audit note.
For legitimate overtime, verify that the overtime hours are classified under the correct threshold (daily vs. weekly, time-and-a-half vs. double-time) based on the jurisdiction rules you configured in P1, step 3. A correctly recorded but misclassified overtime hour costs you the same as a missing punch: either the worker is underpaid or the company overpays, and both outcomes are avoidable.
Expected outcome: Every overtime flag is confirmed as legitimate or corrected as erroneous, with the correct overtime classification applied.
5. Verify Job Code Allocations
Prerequisites
- Overtime review completed
- Access to the project code list for cross-reference
Spot-check a sample of records to confirm that hours are allocated to the correct project and cost codes. Focus on crew members who worked on multiple job codes during the period, as they are most likely to have a misallocated punch. Also check any records from the first day after a crew rotation, when workers are most likely to select the wrong code out of habit.
Misallocated hours pass the missing-punch and overtime checks but create cost-code errors in project accounting downstream. If your organization uses job costing to track project profitability, a misallocated shift can distort margin reporting for both the incorrectly charged project and the one that should have received the hours. Flag misallocations and route them to the relevant foreman for correction.
Expected outcome: A representative sample of records has been verified for correct job code allocation, and any misallocations are corrected with foreman confirmation.
6. Obtain Final Foreman Sign-Off
Prerequisites
- All high and medium priority exceptions resolved
- Foremen notified of the approval deadline
Require each site foreman to submit final timesheet approval in EasyClocking by WorkEasy Software. This approval locks the site's records from further edits and serves as the foreman's attestation that the timesheet is accurate and complete for the pay period.
Do not proceed to the payroll export until every site foreman has approved. An unapproved site means a foreman has either not reviewed the records or has identified an issue that has not been resolved. Follow up directly with any foreman whose approval is outstanding. The foreman approval is both an operational checkpoint and a compliance artifact; it documents that a site-level supervisor reviewed and confirmed the records.
Expected outcome: Every site foreman has submitted final timesheet approval, and all site records are locked from further edits.
7. Generate the Clean Timesheet Summary
Prerequisites
- All foreman approvals received
- Baseline exceptions report available for comparison
Run the EasyClocking by WorkEasy Software payroll-ready summary report. This report aggregates approved hours by site, employee, job code, and pay type (regular, overtime, double-time). Compare the clean summary against your baseline exceptions report from step 1 to confirm that every exception has been resolved.
If the summary shows any open flags, return to the relevant step and resolve them before proceeding. The payroll-ready summary report with zero open exceptions is your handoff artifact to the payroll export procedure (P5). Save it alongside the baseline report as a paired audit record for the pay period.
Expected outcome: The payroll-ready summary report shows zero open exceptions, all hours are categorized by site and pay type, and the report is saved as an audit artifact.

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How to Export Construction Time Records to Payroll

beginner · Typically completes within a single work session after audit sign-off

This procedure transfers a clean, audited timesheet set from the time clock system into a payroll platform without manual re-entry. Executed by a payroll admin immediately after the timesheet audit, it produces a payroll-platform-ready file or direct integration push with zero manual cleanup.

1. Confirm Audit Completion
Prerequisites
- P4 (timesheet audit) completed with zero open exceptions
- Payroll-ready summary report saved and accessible
Open the EasyClocking by WorkEasy Software payroll-ready summary report from P4 and verify that it shows zero open exceptions and that all sites are in "foreman approved" status. This is a gate check, not a formality. Exporting records with unresolved exceptions pushes errors into payroll, where they are harder and more expensive to correct.
If any exception is still open, return to P4 and resolve it before continuing. Do not export partial records for some sites while others remain unresolved. Partial exports create reconciliation complexity in the payroll platform and increase the risk of duplicate or missing records when the remaining sites are exported later.
Expected outcome: The payroll-ready summary report confirms zero open exceptions and full foreman approval across all sites.
2. Select the Export Format
Prerequisites
- Payroll integration authenticated (from P1, step 5)
- Export console access in EasyClocking by WorkEasy Software
Choose the appropriate export method in the EasyClocking by WorkEasy Software export console. For payroll platforms with a native connector (ADP, QuickBooks, Gusto, and others among the platform's 20+ supported integrations), select the direct API push. For platforms without a native connector, select the CSV or custom file export and confirm the export template matches your payroll platform's import format.
If you configured the payroll integration during P1 (step 5), your export format is already set. Confirm it has not been changed since configuration. Template changes between pay periods are a common source of import failures, especially when multiple admins share access to the export console.
Expected outcome: The correct export format (API push or file export) is selected and confirmed to match the payroll platform's import requirements.
3. Run the Earning Code Validation Check
Prerequisites
- Earning code mapping completed (from P1, step 5)
- Payroll platform's active earning code list available for reference
Before initiating the export, run the EasyClocking by WorkEasy Software earning code validation check. This compares the earning codes mapped in the platform (regular, overtime, double-time, shift differentials) against the payroll platform's active code list and flags any mismatches.
Mismatched earning codes are the most common cause of payroll import errors in construction. A typical failure mode: regular hours mapped to an overtime earning code, which inflates gross pay and creates a correction cycle that delays paychecks. Catching this before export takes a few minutes. Catching it after payroll runs takes significantly longer and affects worker trust.
If the validation check flags a mismatch, correct the mapping in the integration settings before proceeding. Do not override the check and export anyway.
Expected outcome: The earning code validation check returns zero mismatches, confirming that all pay types are correctly mapped between the two systems.
4. Execute the Export
Prerequisites
- Earning code validation passed with zero mismatches
Initiate the export or API push from the EasyClocking by WorkEasy Software export console. Monitor the export log in real time until it shows a successful transmission. Compare the record count in the export log against the total record count in the payroll-ready summary report from P4. The two numbers must match.
If the export fails or returns an error, check the error message for specifics (authentication timeout, field format mismatch, record count discrepancy). Resolve the error and re-run the export. Do not manually re-enter records that failed to export; troubleshoot the integration and push the full set cleanly.
Expected outcome: The export log shows a successful transmission with a record count that matches the payroll-ready summary report.
5. Validate in the Payroll Platform
Prerequisites
- Payroll platform admin access with import review permissions
- Payroll-ready summary report for comparison
Log into the payroll platform and confirm that the imported hours match the EasyClocking by WorkEasy Software summary report totals. Check by site and by employee to catch any records that exported successfully but landed in the wrong bucket. A successful export log does not guarantee a correct import; the payroll platform may interpret fields differently than expected.
Pay special attention to overtime classification. Verify that hours flagged as overtime in the time tracking system appear under the correct overtime earning code in the payroll platform. Also verify that job code allocations carried through so project accounting receives accurate labor cost data.
Expected outcome: Imported hours in the payroll platform match the summary report totals by site, employee, and pay type, with no misclassified records.
6. Archive the Export Record
Prerequisites
- Payroll platform validation completed
Save the EasyClocking by WorkEasy Software export log and the payroll platform import confirmation as paired audit artifacts for the pay period. Store them in your payroll records system alongside the baseline exceptions report and payroll-ready summary report from P4.
This archive serves two purposes: it provides a complete audit trail from raw punches through payroll import for compliance reviews, and it gives you a reference point for troubleshooting if any discrepancy surfaces after paychecks are issued. A complete, paired record set is your strongest defense in a wage dispute or regulatory audit.
Expected outcome: The export log and import confirmation are saved as paired artifacts alongside the P4 audit reports for the pay period.
7. Unlock the Next Pay Period
Prerequisites
- Export archive completed
- Foreman contact list for all active sites
Re-open the EasyClocking by WorkEasy Software time editor for the new pay period. Notify all site foremen that the previous period is closed and the new period is active. This notification prevents foremen from attempting corrections on the closed period and sets the clock on their daily approval responsibilities for the new period.
If your organization uses staggered pay periods across sites, confirm that each site's period boundary is correctly set before unlocking. A misaligned period boundary causes punches to land in the wrong pay period, which creates exceptions that are difficult to untangle after payroll runs.
Expected outcome: The new pay period is open in the platform, all foremen are notified, and the previous period's records are locked and archived.

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How to Configure a Multi-Site Construction Time Clock System

1. Create Job Site Profiles

2. Configure Project and Cost Codes

3. Set Overtime and Pay Rules

4. Assign Devices to Sites and Apply Kiosk Profiles

5. Connect the Payroll Integration

6. Run a Test Punch Cycle

7. Publish Site-Specific Access Rules

How to Onboard Field Crews to a Mobile Construction Time Clock App

1. Brief the Crew on the New System

2. Demonstrate the Clock-In Flow

3. Supervise Each Crew Member's First Punch

4. Demonstrate Job Code Switching Mid-Shift

5. Demonstrate Clock-Out and Break Flows

6. Distribute Quick-Reference Cards

7. Confirm Foreman Dashboard Access

How to Reconcile Offline Punches After a Connectivity Gap

1. Identify Affected Devices

2. Trigger Manual Sync on Each Device

3. Compare Synced Records to the Crew Roster

4. Route Anomalies to the Foreman for Attestation

5. Collect Foreman Attestations

6. Enter Approved Corrections with Audit Notes

7. Run the Sync Validation Report

How to Audit Construction Timesheets Before Payroll Close

1. Run the Pay-Period Exceptions Report

2. Triage Exceptions by Severity

3. Resolve Missing Punches

4. Review Overtime Flags

5. Verify Job Code Allocations

6. Obtain Final Foreman Sign-Off

7. Generate the Clean Timesheet Summary

How to Export Construction Time Records to Payroll

1. Confirm Audit Completion

2. Select the Export Format

3. Run the Earning Code Validation Check

4. Execute the Export

5. Validate in the Payroll Platform

6. Archive the Export Record

7. Unlock the Next Pay Period

How These Procedures Connect

Next steps