Driver attendance

Driver attendance records when each driver starts and stops work — each shift is one clock in to one clock out — and works out their hours and pay. A school-bus driver usually has two shifts a day (the morning and the afternoon run); the break between isn't counted.

Clocking in and out

• Drivers — the Clock in button at the top of My Day. It turns into Clock out · on duty since 6:42 AM. Where they are is saved with it when their phone allows (it asks the first time); if they say no, it clocks in anyway.
• Their pre-trip inspection — sending a pre-trip clocks the driver in, if they haven't already.
• The office — on Drivers › Attendance, Clock in / Clock out next to a driver does it for them, now.

Drivers › Attendance

One row per active driver for the day (today, or pick another with the arrows or the date box and Show): Status — On duty, Clocked out, or Not in yet (a driver with a route that day who hasn't clocked in; Didn't clock in for an earlier day) — a Late tag, their First pick-up, each shift (7:10 AM – 9:40 AM, now while on duty) and the Hours. Routes count Monday to Friday, except bank holidays.

Late means clocked in less than the company's minutes before the first pick-up (0 = after the pick-up time) — set in Settings › Company › Driver attendance. A yellow box lists drivers with no clock-out on an earlier day: those shifts count no hours until someone adds the time.

Fixing shifts (a driver's Attendance tab)

1. 1Open the driver (click their name on Drivers › Attendance, or their Attendance tab).
2. 2The tab opens on the current pay period (this month if the company hasn't set one); the arrows move a period at a time, or choose dates and press Show.
3. 3Change a shift's Day, Clock in or Clock out and press Save — or Delete it. Add a shift adds one the driver forgot. Leave Clock out empty while they're still on duty.

Shifts can't overlap or end before they start. The tiles show the period's Hours, Pay, Days late and shifts with No clock-out; each shift says who clocked it (Driver, Office or Pre-trip) with a where link when the location was saved. Every change the office makes is in the audit log.

Pay

• Settings › Company › Driver attendance — How drivers are paid: Per hour (hours between each clock in and out) or Per shift (each shift once — a split day is two); the company's Pay rate; the Pay period (weekly, every 2 weeks, twice a month or monthly — weekly and every 2 weeks start from a day you pick); and the Late minutes.
• A driver's own rate — the Pay rate box on their Edit page — replaces the company's for them. Leave it blank for the company rate.
• Pay = hours × rate, or shifts × rate, for finished shifts only. Until the company chooses how it pays, hours and shifts show without pay.

Time off

• Kinds of time off — set in Settings › Company › Driver attendance. Every company starts with Sick, Vacation and Day off (unpaid); rename, delete or add your own. Tick Paid and say what a whole paid day counts as: hours a day (per-hour pay) or shifts a day (per-shift pay).
• Drivers ask — Time off in their menu or on My Day: the kind, the From and To days, and — untick All day — the times for part of a day (a doctor's appointment, say), with an optional note. They can Cancel while it's waiting; after that only the office can change it.
• The office decides — Drivers › Time off (the number on the tab is how many are waiting): Approve or Decline, with an optional note for the driver. People who approve driver attendance get a notice for each new request; the driver gets one with the decision.
• The office adds — + Add time off for a driver on the same tab (for example when a driver calls in sick): it's approved at once and the driver is told. It can be for a day that's already gone. Cancel takes back approved time off (the driver is told).

Substitutes

When a driver with a route is off in the next 14 days (on weekdays that aren't bank holidays) and nobody else is on that run, the route is flagged Needs a substitute — in a yellow box at the top of the route's page, and in Routes needing a substitute on the Dashboard. The box lists each run (morning or afternoon) and the days, with the best free drivers to cover it — chosen like Recommend a driver (home near the route, not on another route then, not off, credentials in order) — and a drop-down of every other free driver.

Press a driver's name (or choose one and Assign): they're put on that run for just those days, with the same bus, and told they have a new route with the dates. The driver who's off isn't told. The route then counts as covered, and it disappears from the list.

While a driver is off: Drivers › Attendance shows them as Off (with the kind and times) instead of Not in yet; the Drivers timeline and their week show a shaded Off band; the Schedule lists it on each day; and Recommend a driver doesn't suggest them for a route on that day and time.

Paid time off counts on weekdays that aren't bank holidays: a whole day counts what its kind says (e.g. 8 hours, or 2 shifts), part of a day its own hours — or, per shift, the driver's runs it covers. It's added to the pay on the driver's Attendance tab and in Driver hours & pay (columns Paid time off). Changing a kind later doesn't change time off already approved.

Who can do what

A Driver attendance permission (Settings › Users & roles): Super Admins, Fleet Managers and Dispatchers can see attendance, clock drivers in and out, and fix shifts. Accounting can see the Driver hours & pay report only.

Reports

Under Reports › Drivers: Driver hours & pay — each driver's shifts, hours, days late, missing clock-outs, rate and pay for the period — and Driver shifts, every clock in and out.