Fix a shift

Ask for the right clock-out time when you forget to clock out, and approve or reject these requests for your team.

If you forget to clock out, your shift has a start but no end. A shift fix adds the missing clock-out. You ask for the time you actually left, and a manager approves or rejects it.

Before you start

Everyone can request a fix for their own shifts.
To approve or reject a fix, you need the Manager, Admin, or Owner role. A manager decides only for their own team.
To run the check for unclosed shifts yourself, you need the Admin or Owner role.
To correct a record or add a missing one, you need the Admin or Owner role.

Know what a shift fix can change

A shift fix only adds a clock-out to a shift that has none. It cannot change anything else:

You cannot change a clock-in time.
You cannot change a clock-out that is already recorded, even if it is wrong.

Only an owner or admin can change a recorded time, with a correction. See Correct or add an attendance record. One exception: in Automatic (first in, last out) mode, a later scan on the same day becomes your new clock-out. See Clock in and out.

If you forget to clock out, do not scan out later to make up for it. Kelola records the time of that scan, and you cannot change it afterwards. Open Shift fixes and request a fix instead. You do not need to wait for the nightly check.A flagged shift waits for your fix: Clock out never closes it, so scanning out the next day does not change it. See Clock in and out.

Know when a shift shows up for fixing

Shift fixes lists every shift of yours that has a clock-in but no clock-out. A shift that is still open shows Still open, so you can request a fix as soon as you notice you forgot to clock out. The time you ask for cannot be in the future.

Kelola also checks for unclosed shifts once a day, at 18:00 UTC (01:00 WIB, Jakarta time). Each check flags every shift that still has no clock-out more than 18 hours after its clock-in. A flagged shift shows No clock-out recorded. In Automatic (first in, last out) mode, a shift can be flagged sooner: when you scan and your open shift started 16 hours ago or more, Kelola flags it at once and starts a new shift.

A flagged shift also shows as Unclosed on My space → My attendance. Its Request fix button opens this page. See Clock in and out.

An owner or admin can run the check sooner. They open My space → Shift fixes and select Check for unclosed shifts at the top of the page. This checks everyone in the company at once, but it still flags only shifts with a clock-in more than 18 hours ago. Kelola then shows how many shifts it flagged.

The check only flags a shift. It never adds a clock-out for you. A flagged shift keeps its clock-in, so reports and payroll still count that day as a day worked. But the shift has no clock-out and no worked hours until someone approves a fix. Reports and a draft pay run show a warning for these shifts, so they get fixed before payroll is finalized.

Request a fix

Open My space → Shift fixes. The page is titled Shift adjustments.
Under Your unclosed shifts, find the shift by its clock-in time.
Select Request fix. The Request a shift fix window opens.
In Clock-out time, set the date and time you actually left. The field starts at your clock-in time, so change it. The time must be later than your clock-in.
In Reason, say why the shift was left open. Write at least 3 characters and no more than 500.
Select Send request.

The shift now shows Requested instead of the button. Each shift can have only one request waiting at a time.

Track your request

Your requests lists your 20 most recent requests, newest first. Each one shows the clock-out time you asked for, your reason, and a status: pending, approved, or rejected.

When someone approves your request, Kelola sets the shift's clock-out to your time and works out the hours you worked. The shift then leaves Your unclosed shifts.

When someone rejects your request, the shift does not change. It stays under Your unclosed shifts, and Request fix comes back, so you can send a new request. If the approver gave a reason, it shows under your request, in the notification, and in the email.

You get a notification and an email for either decision. To stop the emails, open Preferences from your account menu and turn off Email notifications. The notification in Kelola still arrives. The notification is in the language you use in Kelola, and the email is in the Language you chose in Preferences (English if you never chose one). Any date or time in them is in your company's time zone, which an admin sets in Settings → Company. See Stay on top of notifications.

Check who decides a fix

The person's manager decides the fix. Kelola finds that manager from your company's org structure. It is whoever holds the position directly above the person's position. If no one holds that position, Kelola moves up to the next position that someone holds. If more than one person holds it, any of them can decide.

If no one holds any position above the person, or the person has no position, Kelola uses the Line manager on their employee record. Only active employees count, both as position holders and as the Line manager. If the person who asked is Suspended, their manager still decides the fixes they sent before the suspension.

The manager needs the Manager role to decide.
Owners and admins can decide any request in the company, except their own while someone else can decide it: another active owner or admin, or their own manager. Their own fix then shows This is your own request. Another approver decides it. instead of the buttons. If nobody else can decide it, they decide it themselves, and the audit log marks the approval Self-approved.
If the person's manager does not have the Manager role, or the person has no manager, an owner or admin decides.

When someone sends a request, Kelola sends a notification and an email to the people who can decide it: the person's own manager, and every admin and owner. Kelola skips anyone who is Suspended or Offboarded. Both open My team → Approvals. The email shows the person, the clock-in, the clock-out they asked for, and their reason, in your company's time zone. It is in each approver's own Language, and an approver who turned off Email notifications gets no email. Managers of other teams are not told.

Approve or reject a fix

You can decide a fix in two places. Both show only the requests you can decide. A manager sees their team's requests. An owner or admin sees every request in the company.

Decide from Approvals

Open My team → Approvals.
Under Attendance corrections, find the request. It shows the person's name, their clock-in, the clock-out they asked for, and their reason.
Select Approve or Reject.
Kelola asks you to confirm. Select Approve or Reject again.

Decide from Shift fixes

Open My space → Shift fixes.
Under Pending approvals, at the top of the page, find the request.
Select Approve or Reject.
Kelola asks you to confirm. Select Approve or Reject again.

When you approve a fix, Kelola:

sets the shift's clock-out to the requested time and works out the hours worked
counts the shift as Adjusted in the Attendance status chart on Reports
records the change in Settings → Audit log, with the event type Attendance override

When you reject a fix, the shift stays flagged, with no clock-out. The person can send a new request. You can type a Reason (optional) in the confirmation; the person sees it. If the person clocked out normally after asking, Kelola refuses to approve the fix, because there is nothing left to fix. Reject it instead.

You cannot undo a decision, even though Kelola asks you to confirm it. After you approve, only an owner or admin can change that clock-out, with a correction. Compare the requested time with the clock-in before you select Approve.

Correct or add an attendance record

Owners and admins can correct a record that is wrong, or add a record that is missing. For example, the person's phone was broken, or they clocked in at the wrong time. Managers cannot do this. They decide the shift fixes their team sends.

Open Attendance records in the sidebar. The page lists the company's clock-ins for one month, newest first. To see one person only, pick them in Person. All times are in your company's time zone.

Correct a record

Find the record and select Correct. The Correct record window opens.
Change Clock-in, Clock-out, or Office location. Choose Remote (no office) for a remote clock-in. The date stays the same.
In Reason, say why the record changes. Write at least 3 characters. The employee sees this reason.
Select Review, then Save.

You cannot correct a record while its shift fix waits for a decision. The record shows Fix requested instead of Correct. Decide the shift fix in My team → Approvals first. A record that has a clock-out must keep one.

Add a missing record

Select Add record. The Add a missing record window opens.
Pick the Employee and the Date. The date cannot be in the future.
Set Clock-in. Set Clock-out too, or leave it empty if there is none.
Pick the Office location, or Remote (no office).
In Reason, say why the record is missing.
Select Review, then Save.

If your company uses Automatic (first in, last out) mode, a person can have only one record a day. If the day already has one, Kelola says so, and you can select Correct that record instead. In any mode, a record cannot overlap another record of the same person.

Know the rules for times

A clock-out earlier than the clock-in is the next day, so a night shift from 22:00 to 06:00 is one record.
A shift can last at most 16 hours.
No time can be in the future.
The date must be on or after the person's Join date, and on or before their Last working day if they left.

Know what happens after you save

Kelola works out the status again, the same way it does when someone scans. It uses the work schedule saved with the record. An added record gets the person's current work schedule. A record with no office location is Remote verified.
A corrected record that now has a clock-out is no longer Unclosed. A past record with no clock-out shows as Unclosed, so the person can request a fix.
The record keeps the values it first had. A corrected record shows Corrected, and an added one shows Added by admin, on Attendance records and on the person's My attendance. Point at the badge to see the original times and the reason. After a second correction, the original times are still the first ones.
Every change goes into Settings → Audit log, with the event type Attendance override, the old and new values, and the reason.
The person gets a notification and an email in their own language. Attendance emails follow their Email notifications choice.
In Automatic (first in, last out) mode, a later scan never moves the clock-out of a record you corrected or added. It starts a new shift.

A finalized pay run never changes. Its payslips keep the days worked they were saved with. A draft pay run keeps its numbers until you select Run payroll for that month again.

Next steps

Clock in and out

Request leave