Overview
HotSchedules now displays Open Punches on the Punch Records screen as soon as they are created. An Open Punch is a punch record that contains a clock-in time but does not yet have a corresponding clock-out time.
Open Punch visibility applies to punch records created through:
- Manual Entry
- WebClock
- Integrations (POS, SFTP, and API)
Managers can review, edit, and close Open Punches before payroll close, helping identify missing clock-outs and reduce payroll discrepancies.
What Is an Open Punch?
An Open Punch is any punch record that has a clock-in time recorded but is missing a clock-out time.
Open Punches appear on the Punch Records screen alongside completed punch records and are flagged for review.
Benefits of Open Punch Visibility
With Open Punch visibility, managers can:
- Identify missing clock-outs sooner
- Review active shifts in progress
- Correct punch issues before payroll close
- Monitor punches received through WebClock and integrations
- Reduce compliance and payroll reporting gaps
Previously, punch records without a clock-out were not visible until the punch was completed or payroll processing occurred.
| Previous Behavior | New Bahavior |
| Missing clock-outs are invisible until payroll close | Open punches appear during the daily review — while managers can still act |
| Manual entry blocked until a clock-out time is available | Managers can save open punch records and return to close them later |
| WebClock clock-ins not visible until the shift ends | WebClock clock-ins appear on Punch Records immediately |
| Integration clock-ins missing until clock-out arrives in a later feed | Integration clock-ins create a visible record as soon as they are processed |
| Payroll runs on incomplete data without warning | Gaps are visible and resolvable before payroll close |
| Compliance reporting rests on punch data with silent gaps | Every clock-in is accounted for from the moment it is recorded |
Where Open Punches Appear
Once Open Punch Visibility is enabled, Open Punch records may appear throughout HotSchedules in areas related to punch management, reporting, exports, and integrations.
Exports
Open Punches may appear in the following export files:
- Data Export Worker
- Punch Export
- Punch Adjustment
- Punch Adjustment V2
- Employee Punch Records
Reports
Open Punches may be reflected in the following reports:
- HS Payroll Report
- Actual Hours Report
- Employee Hours Report
- Punch Record Report
- Employees Currently Clocked In
HotSchedules Screens
Open Punches can be viewed in the following areas within HotSchedules:
- Punch Records Page
- Punch Record Acknowledgement
- Multifile Processor
- Multiclient Employee Processor
- Multiclient Schedule Employee Processor
APIs
Open Punch data is also available through the following APIs:
- getTimeCards (all versions)
- setTimeCards (all versions)
- updateTimeCards
Creating Open Punches Through Manual Entry
Managers can now create a punch record using only a clock-in time.
To create an Open Punch:
- Navigate to Punch Records.
- Create a new punch record.
- Enter the employee's clock-in time.
- Leave the clock-out field blank and select OK.
The punch record is saved and displayed as an Open Punch.
Important
- Open Punches can only be manually created for the current day.
- Historical punch records still require a clock-out time.
- Hours display as 0 until the punch is closed.
Managing Open Punches
Open Punches can be updated using the same workflow used for standard punch records.
Managers can:
- Add a clock-out time
- Modify the clock-in time
- Update punch details
- Add tip information (when enabled)
- Delete the punch record
Closing an Open Punch
An Open Punch can be closed in one of the following ways:
Manual Close
- Open the punch record.
- Enter a clock-out time.
- Save the record.
WebClock Close
When an employee clocks out through WebClock, the punch automatically closes.
Integration Close
When clock-out data is received through POS, SFTP, or API integrations, the punch automatically closes once the data is processed.
Open Punches and WebClock
When an employee clocks in through WebClock, an Open Punch record is created immediately on the Punch Records screen.
Managers can review active punches while employees are still working and update punch information if needed.
While a Punch Is Open
Managers can edit:
- Clock-in time
- Clock-out time
- Meal start times
- Meal end times
Meal fields become available after the employee begins a meal through WebClock.
Open Punches and Integrations
Open Punch visibility is supported for:
- POS Event Hub
- File Processor (SFTP)
- API integrations
No integration changes are required.
When HotSchedules receives a clock-in record through an integration, an Open Punch is created immediately. Once the matching clock-out record is received, the punch automatically closes.
Reviewing Open Punches
Open Punches appear directly on the Punch Records screen and are identified using the Open Punch exception indicator.
Managers should review Open Punches regularly to:
- Confirm active shifts
- Identify missing clock-outs
- Correct punch data before payroll close
Things to Keep in Mind
Creation Rules
- Open Punches can only be manually created for the current day.
- Open Punches are available immediately after a WebClock clock-in.
Payroll Impact
- Open Punches display zero hours until they are closed.
- A pay period containing Open Punches cannot be locked until all punches are completed.
Integration Behavior
- Open Punches received through integrations close automatically when matching clock-out data is received.
This format is especially helpful if the article is longer.
What Has Not Changed
The following functionality remains unchanged:
- Managers continue to use the existing Punch Records screen.
- Closed punch records behave as they always have.
- Existing integration configurations do not require modification.
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