How to read the User Timeclock Report

The User Timeclock Report is your hours total. It shows timeclock data for one user, or for many users grouped by user group, so you can read clocked time per person and as a group sum. This is the report payroll opens at the end of a pay period.

Only closed shifts count

The single most important rule here: the report only uses timeclock records that have been closed — records that contain a logout entry. If an agent clocked in this morning and is still on shift, their open record does not appear in the totals yet. The same goes for anyone who forgot to clock out. A shift with no logout is invisible to this report until it closes, so a number that looks low is often just an open record, not a missing one.

flowchart TD
  A[Timeclock record] --> B{Has logout entry?}
  B -->|Yes| C[Closed record]
  C --> D[Counted in totals]
  B -->|No| E[Open record]
  E --> F[Not counted yet]

This is what separates the Timeclock from the dialer login. The timeclock is the payroll clock; the dialer login is the Agent session on the phones. The Timeclock Report cares only about the payroll clock, and only once the punch is complete.

The practical upshot is that you run this report after a shift or a pay period has fully closed, not during it. If you pull it mid-shift to check the day's hours, every agent still on the floor is missing from the totals, and the group sum will read far lower than reality. Wait until the shifts you care about have all clocked out, and the closed-record rule turns from a gotcha into a guarantee: every number you see is a finished, countable shift rather than a work in progress.

Sorting and totals

You can sort the report by various fields, and there is a total at the bottom. Sort by clocked hours to find your longest and shortest shifts, or by user group to read each team as a block. The bottom-line total is the group's combined clocked time for the date range, which is the figure you hand to payroll or compare against scheduled hours. Because you can run it for one user or many grouped by user group, the same report works for a single attendance check and for a whole department's payroll close without changing tools.

From hours to a KPI

Clocked hours are the denominator for several useful numbers. Set the group's clocked total against the hours those people were scheduled and you get a Schedule adherence read for the team. Set their Talk time against clocked hours and you start to see Agent utilization — how much of the paid clock turned into real phone work. The Timeclock Report gives you the honest, closed-record hours that make those ratios trustworthy, which matters when a KPI feeds a bonus or a staffing decision.

The report exports to a spreadsheet-friendly text file via the DOWNLOAD link. For how this fits the rest of the reporting suite, read our guide to VICIdial reports, and to see who is clocked in right now rather than after the fact, see the Agent Time Detail report.

VICIfast hands you a tuned VICIdial box with timeclock reporting ready in under 40 seconds — see pricing.