Introduction
Auto Clock-Out Feature
The Auto Clock-Out feature in TrackTik automatically clocks out employees after a set period of inactivity. This ensures accurate timekeeping by preventing errors in tracking hours worked, helping your security operations maintain precise and reliable attendance records.
To adjust the Auto Clock-Out settings, follow these steps:
Navigate to
General Settings
Locate the field labeled
Mobile Auto Clock Out Setting (in hours)
- Enter a value between [minimum hours] and [maximum hours] to define the inactivity period before auto clock-out triggers.
Note that completely disabling the Auto Clock-Out feature is not currently possible. However, adjusting the inactivity threshold allows you to customize how this feature works to best fit your operational needs.
Preventing Self-Assignment of Open Shifts
To enforce a request and approval process for open shift assignments and prevent guards from self-assigning, you can create a dedicated role with specific permissions disabled. This approach is ideal for regions where tighter control over shift assignments is required.
Follow these steps:
- Create a new role for the applicable region(s) based on the existing Security Officer role permissions.
Disable the
self-assign to open shifts
permission for this role.
- Assign this new role to guards operating in the selected region(s).
- Maintain the global Security Officer role unchanged for other regions where self-assignment is permitted.
This setup enforces supervisors' approval on shift assignments, enhancing control over staffing and scheduling accuracy.
Policy: Site Assignment Required for Open Shifts
By design, guards must be assigned directly to the site that owns the shift in order to request or take an open shift, even when their role allows them to view shifts across multiple sites or a region. View access alone does not grant the ability to apply for or take shifts.
Why it may appear that guards can apply at other sites
- They do have a direct assignment to that site (for example, a recent or temporary assignment that was overlooked).
- They are assigned via a team/unit that is linked to the site.
- The shift actually belongs to a site the guard is assigned to (the site may have been misidentified when reviewing the shift).
- Their Staff Portal role includes broader Open Shifts permissions than intended, combined with an assignment you were not expecting.
How to verify what is happening
- Identify the exact site on the open shift. Open the shift details and note the site name.
- Check the guard's site assignments. Open the guard's profile in the Back Office and review their Assignments (sites list). Confirm whether that site is present or linked via a team/unit.
- Review the guard's Staff Portal role. In Roles, open the role the guard has and expand Open Shifts. Confirm whether they can View versus Request/Take open shifts.
- Reproduce with a role test (optional). Temporarily assign yourself the same role (or use an impersonate/test-as-user feature, if available) to see what the guard sees at that site.
How to correct it
If the guard should not be able to apply at that site:
- Remove the unintended site assignment from the guard (or unlink the team/unit that grants it), and/or
Reduce the role's Open Shifts permissions to View only for that population.
If the guard should be able to apply at that site but cannot elsewhere:
- Add a direct assignment to the appropriate site(s), and
- Ensure the role includes the needed Open Shifts permissions to Request/Take.
Prevention tips
- Keep site assignments current (add when authorized, remove when no longer needed).
- Separate roles for frontline staff versus managers so approvals and management privileges are limited to the right people.
- After any organizational changes, re-audit Open Shifts permissions and a sample of guard assignments.
Need Further Assistance?
If you have any questions or require additional support managing Auto Clock-Out settings or shift assignments within TrackTik, please contact TrackTik Support. We are committed to helping you optimize security workforce management for your organization.