Time Card System
Updated 03-30-26 - V: 1.0.0
Ubaid A
Last Update a month ago
This article explains how to use the Time Card system in FXMedSupport to clock in and out, view time card history, manage settings, track time logs, and generate automated reports.
Overview
The Time Card system allows providers and staff to clock in and out directly from the FXMedSupport widget inside Cerbo. Admins can configure automatic clock-out times, set up reminder notifications, view and export time card history, monitor time logs by provider and date range, and schedule automated time reports to be delivered by email on a weekly, bi-weekly, or monthly basis.
What It Supports
• View and filter Time Card History by date range and provider
• Export time card history as a CSV file
• Manually add time card entries for any provider
• Configure Time Card Settings: add providers, set reminder and auto clock-out times
• Set up automated email reports (weekly, every two weeks, or monthly)
• View Time Logs showing start time, last activity time, and total duration per provider
• Enable Time Log tracking with a configurable inactivity interval
• Filter Time Logs by date range and specific provider
Before You Begin
• Providers must be added in the Time Card Settings before they can clock in or out
• To receive automated reports, ensure the correct email address is entered in the Time Card Settings
Step 1 — Open the Time Card App
2. Click the green FXMedSupport circular icon on the right side of the screen to open the widget.
4. Under the BOOKKEEPING section, locate and click "Time Card".
Step 2 — Configure Time Card Settings
2. In the "Providers" field, type a provider's name or select from the dropdown to add them. Repeat for all providers/users who need access to clock in and out.
3. Set the "Reminder Time to Clock Out" — this is the time providers will receive a reminder if they haven't clocked out yet (e.g., 09:30 PM).
5. Set the "Time to auto Clock Out" — the system will automatically clock out any provider still clocked in at this time (e.g., 07:00 PM).
6. Set the "Report Trigger Time" — the time of day the automated report will be generated and sent (e.g., 05:30 PM).
• Every Week — select the day of the week (e.g., Friday)
• Every Two Weeks — select the day of the week
• Every Month — select the report date (First Day, 15th Day, Last Day, or use a Custom Date by checking "Use Custom Date?" and selecting the day number)
8. In the "Email List To send Report" field, enter the email address(es) where the report should be delivered.
9. Click "Save" to save all settings.
ℹ️ When "Use Custom Date?" is checked for the monthly report, a day number dropdown appears — select the specific day of the month (e.g., 26) on which the report should be sent.
💡 Tip: Set the "Time to auto Clock Out" a reasonable time after the end of the workday to ensure no provider is left clocked in overnight by mistake.
Step 3 — Clock In and Clock Out
2. You will see a list of providers configured in Time Card Settings, each with a "Clock In" and "Clock Out" button.
3. Click "Clock In" next to the provider's name to record their start time. The button will update to show the current clock-in time (e.g., "Clocked In: 12:36:16").
5. When the provider is done for the day, click "Clock Out" to record their end time.
6. The time card entry will be saved and visible in the Time Card History tab.
Step 4 — View and Filter Time Card History
2. The Time Card Logs screen will open, showing columns for: Date, Provider Name, Clock In, Clock Out, and Action.
3. Use the Filters section to narrow results:
• Start Date — click the date field and use the calendar picker to select the start of the date range
• End Date — select the end of the date range
• Provider — select a specific provider from the dropdown, or leave as "All Provider" to see all
4. Click "Apply" to load the filtered results.
6. Use the edit (pencil) or delete (trash) icons in the Action column to modify or remove individual entries.
ℹ️ The Time Card History table shows each clock-in and clock-out entry per provider per day. If no records appear, ensure the date range is set correctly and click Apply.
Step 5 — Manually Add a Time Card Entry
3. Fill in the following fields:
• Select Provider — choose the provider from the dropdown
• Clock In Date — enter the date in mm/dd/yyyy format
• Clock In — enter the clock-in time
• Clock Out — enter the clock-out time
4. Click "Add" to save the entry.
5. The manually added entry will appear in the Time Card History and be included in reports.
Step 6 — View Time Logs
2. Use the Filters section to set the date range:
• Start Date — click the field and select the start date from the calendar picker
• End Date — select the end date
• Provider — select a specific provider or leave as "All Provider"
3. Click "Apply" to load the results.
• Date
• Provider Name
• Start Time
• Last Activity Time
• Total Duration
5. Each row shows when a provider was first active, when their last activity was recorded, and the total time they spent active during that period.
ℹ️ Time Logs track provider activity automatically in the background. The "Total Duration" column shows the total time the provider was active. Entries with no Total Duration shown indicate sessions where only one activity event was recorded.
Step 7 — Configure Time Log Settings
2. Check the "Enable Time Log" checkbox to turn on activity tracking.
3. In the "Enable" field, enter the inactivity interval in minutes (e.g., 15) — this defines how frequently the system checks for provider activity.
4. The unit dropdown next to the interval field is set to "Minutes" by default.
5. Click "Save" to apply the settings.
💡 Tip: A 15-minute interval is a good default for most practices. Shorter intervals create more granular tracking; longer intervals reduce log entries.
Summary
Configured Time Card Settings: added providers, set reminder time, auto clock-out time, report schedule, and report email
Used the Time Card tab to Clock In and Clock Out providers
Viewed and filtered Time Card History by date range and provider
Manually added time card entries using the Add button in Time Card History
Exported time card records as a CSV file using the Export CSV button
Viewed Time Logs by date range and provider to see start time, last activity, and total duration
Enabled Time Log tracking in Time Log Settings with a configured inactivity interval
Troubleshooting
No records appear in Time Card History → Check that the Start Date and End Date are set correctly and click Apply. If the date range is correct, no entries have been clocked for that period.
The automated report is not being received → Verify the email address in the "Email List To send Report" field in Time Card Settings is correct. Also confirm the Report Type, Report Date/Day, and Report Trigger Time are set as expected, then click Save.
Time Logs show no data → Ensure Time Log is enabled in Time Log Settings and that the correct date range and provider are selected before clicking Apply.
A time card entry shows the wrong clock-in or clock-out time → Use the edit icon in the Action column of Time Card History to correct the entry manually.
Need Help?
If you run into any issues while using the Time Card system, please reach out to our support team. We're happy to help!