Clock In Rules by Job – VeriClock

Jobs in VeriClock let you track employee time by job, task, project, or client while supporting payroll triggers, client billing, and budget tracking. Job Rules control how jobs are applied at clock-in—disabled, optional, required, or auto-assigned using Custom Job Rules based on employee, group, or clock-in method—ensuring accurate job costing without slowing employees down. With catch-all rules to prevent clock-in issues and integrations with QuickBooks and Sage 50, VeriClock jobs provide consistent time capture, reliable payroll calculations, and clear job-level reporting across your workforce.

Jobs link with QuickBooks and Sage 50 - see the bottom of this guide for more details.

Job Assignment and Job Rules

Job Assignment can be set within the job to limit which users can see a job at clock in from the job dropdown list. See Adding and Editing Jobs for more information.
Job Rules are used to auto-assign a job or rule at clock in. When a custom job rule is set to apply to a user's clock in, that user won't see the job dropdown to select from when clocking in.

Job Rules For Clock In

For Jobs, navigate to the tabs Jobs>Rules>select a rule option under 'Job Code On Clock In':

Disabled - If job codes are disabled then the job dropdown box will not be displayed when clocking in, or manually adding time. If the job code field is missing at clock in or if it is grayed out when adding time, then jobs have been set to disabled.
Optional - With optional setting, employees can select from the job dropdown or ignore that field and still clock in.
Required - With required, employees are blocked from clocking in unless they select a job from the job dropdown.
Custom Rules - Used to Auto-assign a job rule at clock in. When custom rules are applied to a clock event, employees will not see the drop down field at clock in. See Custom Job Rules below for more information.

Custom Job Rules

Jobs rules are used to auto-assign a job to a shift at clock in based on employee, group or clock in method. 'Job Code On Clock In' will need to be set to Custom Rules for any custom rules to be applied.

If using custom rules, it is recommended to create a catch all rule to cover any clock ins not covered in custom job rules. This is to ensure that employees will not have trouble clocking in if they do not match one of the custom job rules created in your account.

Recommended - When set to custom rules, create one of these two Catch All rules listed below:

Employee: Any + Group: Any + Clock Method: Any + Job: User Selects - Required

Employee: Any + Group: Any + Clock Method: Any + Job: User Selects - Optional

Custom Job Rule Options - You can add as many Custom Job Rules to an account as needed

Employee:
- Any (this will apply to any/all employees unless a more specific rule is added)
- Select an individual employee (1 name per rule)

Group:
- Any (this will apply to any/all groups unless a more specific rule is added)
- Select an individual group (1 group per rule)

Clock in method:
- Phone call (this rule will only apply to clock ins by phone call)
  - This rule can be applied to a specific inbound phone number
- Web (this rule will only apply to clock ins by a web browser)
- App (this rule will only apply to clock ins by the VeriClock app)
- SMS/Text (this rule will only apply to clock ins by SMS)

If specified rules are satisfied, Job settings can be:
- None - If set to none, then jobs will be disabled and employees will be able to clock in/out without associating their shift to any one job
- User Selects Optional - The employee/group will have an option to select a Job at clock in
- User Selects Required - The employee/group will be required to select a Job at clock in
- Specific Job (auto-assign 1 job per rule)

To delete any rules created, click on the garbage can icon to the right of a rule. Once a rule has been deleted, it cannot be undeleted and will have to be recreated if needed.

If your account uses jobs, and an admin changes the job rules to custom rules without a catch-all rule created, then employees will be unable to select a job at clock in and jobs will be blank on future clock events. Having a catch-all rule is recommended.

For information on creating a job based payroll item, see Adding Payroll Item for Special Job or Service Item Rates.

For information on using service items, see Service Items & Service Item Rules For Clock In.

See the following guides for instructions on linking Jobs with QuickBooks or Sage50:

Related articles