UC Riverside

Library

Event Tracker

User Guide & Instructions

Submit Helpdesk Ticket here

Special Event Types - Using Multi-Day Events for Student Worker Timesheets

Overview: The Event Participant Tracker can function as a time-tracking system for student workers using multi-day events. This method automatically calculates work hours based on check-in and check-out times, making payroll processing more accurate and efficient.

Benefits of This Approach:

  • Automatic Time Calculation: System calculates total hours worked automatically
  • Accurate Records: Timestamps prevent manual time entry errors
  • Easy Reporting: Generate timesheet reports for payroll processing
  • Multiple Check-ins: Supports multiple work shifts per day
  • Export Capability: Download time data in Excel or CSV format

Creating a Student Worker Timesheet Event

Overview: This guide will help you set up a timesheet event for the student workers using this application.
  1. Navigate to Events: Log in as an Event Host or Admin and go to the Events section
  2. Click "Create New Event": Start a new event creation
  3. Configure Event Details:
    Event Name: "Student Worker Timesheet - [Month/Year]"
    Example: "Student Worker Timesheet - October 2025"
    Example: "Library Desk Staff - Fall 2025"

    Description: "Time tracking for student employees. Check in when starting work and check out when leaving."

    Location: "Library Main Desk" or specific work area

    Start Date: First day of work period (e.g., October 1, 2025)
    Start Time: Earliest possible shift start (e.g., 7:00 AM)

    End Date: Last day of work period (e.g., October 31, 2025)
    End Time: Latest possible shift end (e.g., 11:00 PM)
  4. Select Check-in Method:
    Recommended: Card Swipe
    • Fastest and most accurate
    • Prevents buddy punching
    • Works well for high-traffic areas
    Alternative: Manual Entry (for supervisors to record times)
  5. Set Active Status: Mark as "Active" to allow check-ins
  6. Save Event: Review all details and click "Save"

⚠️ Important Setup Notes:

  • Date Range: Set the start and end dates to cover the entire work period (typically a pay period)
  • Time Window: Make start/end times wide enough to accommodate all possible shifts
  • Multi-Day: The system will automatically track check-ins and check-outs across multiple days

Student Worker Check-In Process

Overview: This process explains how student workers should check in and out for their shifts using the Event Tracker.

🕐 Starting a Work Shift (Check-In)

  1. Arrive at Work Location: Go to the designated check-in station
  2. Check In:
    • Card Swipe: Swipe your university ID card through the reader
    • Manual Entry: Ask your supervisor to record your check-in time
  3. Confirm Check-In: Look for confirmation message on screen showing your name and check-in time
    ✅ "John Doe checked in at 9:00 AM"
Best Practices:
  • Check in immediately when you start working, not before
  • Wait for confirmation before leaving the check-in station
  • Report any errors to your supervisor immediately

🕔 Ending a Work Shift (Check-Out)

  1. Return to Check-In Station: Go back to the same location where you checked in
  2. Check Out:
    • Card Swipe: Swipe your university ID card again
    • Manual Entry: Ask your supervisor to record your check-out time
  3. Confirm Check-Out: Verify the system shows your total hours worked
    ✅ "John Doe checked out at 1:00 PM - Total: 4.0 hours"
Remember:
  • Always check out at the end of your shift
  • If you forget to check out, contact your supervisor immediately
  • Each check-in must have a matching check-out

Handling Multiple Shifts Per Day

Scenario: A student worker has multiple shifts in one day (e.g., morning and evening shifts with a break in between).

📅 How Multi-Shift Tracking Works

The system automatically tracks multiple check-in/check-out pairs per day:

Example:
Morning Shift:
• Check-in: 8:00 AM
• Check-out: 12:00 PM
• Hours: 4.0 hours

Afternoon/Evening Shift:
• Check-in: 2:00 PM
• Check-out: 6:00 PM
• Hours: 4.0 hours

Total for Day: 8.0 hours
  1. Check in for First Shift: Swipe card at start of morning shift
  2. Check out from First Shift: Swipe card at end of morning shift
  3. Take Your Break: Leave work area during break period
  4. Check in for Second Shift: Swipe card again when returning for afternoon/evening shift
  5. Check out from Second Shift: Swipe card at end of final shift
Benefits:
  • Accurate tracking of actual work time (breaks are not counted)
  • Complies with labor regulations regarding break times
  • Automatic calculation of total daily hours

Supervisor Monitoring & Management

👁️ Real-Time Monitoring

Supervisors can monitor student worker attendance in real-time:

  1. Access Event Dashboard: Navigate to the timesheet event
  2. View Active Workers: See who is currently checked in
    🟢 Currently Working:
    • Jane Smith - Checked in at 9:00 AM (2 hours 15 minutes)
    • John Doe - Checked in at 10:00 AM (1 hour 15 minutes)
  3. Review Check-In History: View all check-ins and check-outs for the period
  4. Identify Issues: Spot missing check-outs or attendance problems

✏️ Manual Corrections

When workers forget to check in/out:

  1. Supervisor must submit a Helpdesk Ticket: Open a helpdesk ticket here
  2. Enter the Following in the ticket:
    • Event Name or ID
    • Student Name or NetId
    • Date and Time of Sign-in and/or Sign-out
    • Enter a reason if necessary
  3. Once correction has been entered: System will recalculate total hours automatically.
Best Practices for Manual Corrections:
  • Compile ALL students needing corrections into a single ticket
  • Make sure the Event Name or ID is included
  • Make sure that the student name or NetID is included.
  • Make sure to note of the date and time for sign-in and/or sign-out

Running Timesheet Reports for Payroll

📊 Generating Payroll Reports

At the end of each pay period, generate timesheet reports:

  1. Navigate to Reports: Go to the Reports section (requires Admin or Report Runner role)
  2. Select "Participant Duration Report": This report is specifically designed for time tracking
  3. Filter by Event: Select your timesheet event (e.g., "Student Worker Timesheet - October 2025")
  4. View Report: Click "Print" to create the report
  5. Review Data: Verify hours for each worker
    Report Shows:
    • First and Last Names
    • Other Information
    • Student Net ID
    • Total Duration (Hours and minutes)
  6. Export for Payroll: Download as Excel or CSV file
The exported file can be:
  • Sent to HR/Payroll department
  • Used for budget tracking and analysis
  • Archived for record-keeping

Best Practices, Compliance & Record Keeping

✅ For Student Workers:

  • Be Consistent: Always check in/out at the same location
  • Check Immediately: Don't delay check-in when starting work
  • Verify Times: Review your hours weekly to catch errors early
  • Report Problems: Notify your supervisor immediately if you forget to check in/out
  • Keep Your ID Card: Always have your university ID available

✅ For Supervisors:

  • Train Student Workers: Show new workers how to use the check-in system
  • Monitor Daily: Check for missing check-outs at end of each day
  • Make Prompt Corrections: Fix errors as soon as they're discovered
  • Document Issues: Keep notes on any unusual situations or corrections
  • Review Before Payroll: Verify all hours before submitting to payroll
  • Communicate Changes: Inform workers of any schedule or policy changes

✨ Advantages Over Traditional Methods:

  • No Paper Timesheets: Eliminates lost or damaged paper records
  • No Math Errors: Automatic calculation prevents addition mistakes
  • Real-Time Tracking: Supervisors can monitor attendance live
  • Easy Auditing: Complete digital trail of all entries and corrections
  • Quick Reporting: Generate reports in seconds instead of hours
  • Integration Ready: Export data to payroll systems seamlessly

Need additional help? Contact your supervisor or submit a helpdesk ticket here

Common Scenarios

❓ "I forgot to check out yesterday"

Solution:

  1. Contact your supervisor immediately
  2. Tell them what time you actually left
  3. Supervisor will submit a ticket for corrections
  4. Try to avoid this by setting a reminder to check out

❓ "My card won't swipe"

Solution:

  1. Try swiping slower or in the opposite direction
  2. Clean your card with a soft cloth
  3. If still not working, try to manually enter the card id
  4. Get a replacement ID card from the university card office

❓ "The system shows wrong hours"

Solution:

  1. Check if you have multiple check-ins without check-outs
  2. Verify the dates and times of your shifts
  3. Report discrepancies to your supervisor immediately
  4. Supervisor can review the log and submit a ticket for corrections

❓ "I need to work during my break (emergency)"

Solution:

  1. Check out as normal at the start of your scheduled break
  2. If called back early, check in again when you return
  3. Inform your supervisor about the early return
  4. System will calculate the actual time worked

❓ "System won't let me check in"

Possible Causes & Solutions:

  • Outside Event Dates: Event may not have started yet or has ended. Contact supervisor.
  • Event Not Active: Event may be temporarily disabled. Contact supervisor.
  • Already Checked In: You may have forgotten a previous check-in. Check out first.
  • Not Enrolled: You may not be added to the event. Contact supervisor to add you.

Need additional help? Contact your supervisor or submit a helpdesk ticket here

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