Healthcare
Digital attendance and timesheets for hospital support and cleaning staff
Forgotten check-outs, 24–36 hour duties and night shifts break monthly timesheets. Here's how reminders, auto-close, admin corrections and a month lock work together.
A reliable monthly timesheet for hospital support and cleaning staff needs three things working together: timely reminders to staff about sessions that are still open, an automatic close for sessions left open too long, and a way for an admin to enter the real check-out time with a note and an audit trail. Leave one out and the month ends with inflated or missing hours. Here's how this works in EnaFeedback for hospital duties and night shifts.
The real problem: forgotten check-outs
Staff check in by scanning a location's NFC tag or live display QR. Checking out is easy to forget at the end of a tiring shift or during handover. That hurts in two ways:
- An open session keeps running and adds hours nobody worked.
- The person can't check in for the next shift, since only one open session per person is allowed.
Staff who notice can close the session themselves with I forgot to check out. The session is marked as forgotten and counts as 0 hours in the timesheet until an admin corrects it. Not everyone notices, so the system has to step in.
The reality of hospital duties: 24 and 36 hour sessions
A "close after 8 hours" rule doesn't work where 24 or 36 hour duties are normal. Reminder and auto-close times are set per organisation, and the defaults allow for this:
| Step | Default | Note |
|---|---|---|
| First reminder | 24 hours after check-in | Reminds staff to check out. |
| Second reminder | 36 hours after check-in | Can be turned off. |
| Auto-close | 48 hours after check-in | Adjustable from 4 to 72 hours. |
The first reminder must come before the second, and the second before auto-close. With the defaults, a 24 or 36 hour duty isn't closed early. The settings live on the Reminders & timesheet tab of the attendance module, and changing them requires personnel management permission.
How reminders reach staff
Each reminder reaches staff in the app and by e-mail or SMS, on their preferred channel. In the mobile app it appears at the top of the alerts screen in the For you group. On the staff web panel it shows as a banner with a check-out button and an I'm still here button. The mobile app is in internal testing and coming soon to the app stores.
A few details to know:
- Push notifications aren't active yet. Staff are reached in the app and by e-mail or SMS.
- Attendance SMS messages aren't sent between 22:00 and 08:00 in the organisation's time zone. In-app notices and e-mail still go out during those hours.
- I'm still here stops the second reminder for that session; it never changes the auto-close time.
- A setting can turn messages to staff off.
Why auto-close doesn't use "now"
When a session is closed automatically, its end time is the check-in time plus the auto-close limit, not the moment it was closed. The session is marked Closed automatically and counts as 0 hours in the timesheet until an admin corrects it. The system doesn't know the real check-out time, so it doesn't pass a guess to payroll. Staff get a message that their session was closed. Inactive or deleted staff get no message, but their sessions still close.
Admins get two new alert rules: Inside for a long time (fires when an open session passes the second reminder time; only when the second reminder is on) and Closed automatically. The existing forgotten check-out rule also fires on auto-close. Like all rules, they're off by default and go to users with personnel management permission.
Admin corrections, with a note and an audit trail
Only a person knows the right check-out time. An admin with personnel management permission can:
- Check out now: close an open session immediately.
- Correct the check-out time: enter the real check-out time.
Both require a note, which is written to the audit log. The check-out time must be after check-in, not in the future, and no more than 72 hours after check-in. A session the staff member checked out of themselves can't be corrected. Open, forgotten, auto-closed and admin-closed or corrected sessions can be corrected.
Every session shows how it ended (staff checked out, staff marked it forgotten, closed automatically, closed or corrected by an admin), who did it, the note and the original check-out time. Staff get an in-app notice when their session is corrected. Admins can do the same from the On site now page in the mobile app.
On site now: spot problems before month end
The On site now tab shows who is on site, today's check-ins and check-outs, and who has been inside for more than 12 or 24 hours, with live time inside, check-in location, verification and reminder badges, and filters. It refreshes every 30 seconds while visible. A sidebar badge shows how many people are inside and adds a dot when someone has passed the reminder time. Long open sessions also appear on the mobile admin home.
The timesheet: midnight, overlaps, rounding and holidays
The Timesheet tab shows the month as a person × day grid. The rules that matter in a hospital:
- Night shifts are split at local midnight (a 22:00–06:00 shift spans two days). With the setting off, the whole session goes on the check-in day.
- Overlapping sessions of the same person are merged, so hours aren't counted twice.
- Rounding is optional: each person's daily total can be rounded to the nearest 15 or 30 minutes.
- Holidays: Turkey's official holidays come preset (religious holiday dates are defined for 2025–2030; other years have fixed dates only), half days are marked, and you can add your own days. Weekends and holidays are shaded.
- Missing check-outs show as "Out?" and count as 0 until corrected; open sessions are marked as open.
Each person gets totals for hours, decimal hours, days worked, daily average, and forgotten, auto-closed and corrected sessions. A per-person view shows first in, last out, daily sessions with locations and notes, and the previous month for comparison. Viewing needs the check-in / check-out records permission; locking and holidays need personnel management.
Month lock and the Excel handoff to payroll
Once corrections are done, Finalise month locks it. Records in a locked month can no longer be closed or corrected, and the month's Excel file is marked as finalised. A personnel manager can remove the lock if needed.
Excel downloads cover the whole organisation or one person. The organisation file has three sheets: a person × day grid with durations in Excel's [h]:mm time format and shaded weekends and holidays, a summary of totals per person, and the raw sessions. The per-person file has daily rows and a total. The file content is in Turkish, and every export is written to the audit log.
To be clear: EnaFeedback is not a payroll system. It produces the hours you hand to payroll or HR. Pay rules, overtime pay and leave are outside EnaFeedback.
For staff: My working hours
Staff see their own monthly hours on the My working hours screen under Settings → Account in the mobile app. Admins get a monthly timesheet summary on mobile. No biometric data is stored; records hold names, check-in and check-out times, locations and verification flags.
The bottom line
A reliable hospital timesheet makes forgotten check-outs visible: reminders prompt staff, auto-close ends the session at a sensible limit, corrections record the right time with a note, and the month lock fixes what goes to payroll. Learn more on the staff attendance feature page, in the attendance and timesheet help articles and on the hospitals solution page, or request a demo to try it in your own organisation.