iPad Time Kiosk User Guide

Need Assistance? Review the how to questions below providing step-by-step instructions

• How to Clock In

  1. Locate a IPad Time Kiosk on campus
     • Ask your supervisor for a map of campus iPad Time Kiosk
  2. Scan the barcode on the back of your Mac Badge using the scanner located on the right side of the clock unit
     • If the scanner is unavailable or not functioning, manually enter your Macalester ID number on-screen keyboard
     • To access the keyboard, click the keyboard icon in the lower-left corner of the iPad screen
  3. Verify your time entry details
     • The Time Type field will default to Worked Time. This is the standard option for most time clock users
     • If you have more than one position, select the appropriate job from the Position drop-down menu
       • If the Position field is not displayed, you currently have only one active job on campus
  4. Clock in
     • Select Check In
  5. Confirm your clock-in
     • The screen will display “Clocked in at XX:XX” to confirm that your time has been recorded successfully

• How to Clock Out

  1. Locate a IPad Time Kiosk on campus
     • Ask your supervisor for a map of campus IPad Time Kiosk
  2. Scan the barcode on the back of your Mac Badge using the scanner located on the right side of the clock unit
     • If the scanner is unavailable or not functioning, manually enter your Macalester ID number on-screen keyboard
     • To access the keyboard, click the keyboard icon in the lower-left corner of the iPad screen
  3. Select the Out Reason:
     • For example, select “Meal” when starting a lunch break or “Out” when ending your shift
     • If you are returning to your shift after a break, select “Meal” to clock back in from your lunch break
  4. Confirm your clock-in
     • The screen will display “Clocked out at XX:XX”
       • A summary of your shift will appear. If the shift information looks incorrect, email your supervisor so they can adjust your hours worked

• How to Correct a Missed Clock-out

  If  You Forgot to Clock Out

  1. If you forgot to clock out from your previous shift, the following warning message will appear when you attempt to clock in for your next shift
     • You already checked in. Did you forget to check-out for your preview shift? If so, please entere in the comenst fields the actual time you should have checked-out so that your manger can adjust your out time.  Ar eyou sure you wnt to chek in again?
  2. To report the missed clock-out, enter a comment in the Comment field on the clock-in screen and include the date and time you intended to clock out
     • Example: 5/15/2026 @ 2:00 PM
  3. Select the checkbox next to the warning message to acknowledge the missed clock-out
     • You already checked in. Did you forget to check-out for your preview shift? If so, please entere in the comenst fields the actual time you should have checked-out so that your manger can adjust your out time.  Are you sure you wnt to chek in again?
  4. Click OK
     • You will be clocked in for your current shift, and a notification will be sent to your supervisor informing them of the missed clock-out and providing the information needed to correct the previous shift

• How to Request Time Off

  Workday can be accessed using either of the following methods:

  Time-off requests can be submitted using either a desktop computer or a mobile device

  Option 1: Mobile Device

  • Open the Workday app on your mobile device
  • Log in using Single Sign-On (SSO)

  Option 2: Desktop Computer

  • Open a web browser and navigate to the Workday website
  • Log in using Single Sign-On (SSO)

  How to Access using the Mobile Device

  • Open the Workday app
  • log in using Single Sign-On (SSO)
  • Access Manage Absence using one of the following options:
    • Select the Manage Absence quick link, or
    • Select Absence under Most Used

  How to Access using a Desktop Computer

  1. Log in to Workday using a web browser
  2. From the Workday Home page, click Employees
  3. Click Manage Absence Calendar

  How to Request Time Off

  1. Log into Workday using either Mobile device or Desktop
  2. Click Manage Absence or Manage Absence Calendar
     • Note: Manage Absence and Request Absence perform the same function. Depending on your Workday home page configuration, Manage Absence may also be available as a quick link or through the search bar
  3. Select the dates you would like to take off
     •  The Absence Calendar will open
     • Navigate to the month in which you would like to request time off
     • Select the day or days you are requesting off
     • Click Request days at the bottom of the screen
  4. Select your Absence Type
     • Select the Type of Absence from the drop-down menu
       • You will only be able to view/request time off for plans you are eligible for
  5. Enter the number of hours requested
     • The request screen will display the selected dates, the absence type, and a default duration of 24 hours
     • In the Duration field, delete the default value and enter the number of hours you would like to use for each day
       • Example: If you are requesting time off  for multiple shifts.  Taking off 2 hours per day, enter in 2 in the Duration field.  The total request amount will automatically update to 4 hours
  6. Submit your request  
     • Mobile Experience
       • Click Submit at the bottom of the screen to route the request for approval
       • Successfully submitted when you receive a confirmation page displaying the following messaage:
         • Success In Progress; Up Next approval by Manager
       • Select the X in the upper-right corner of the screen to close the window and return to your Absence Calendar
     • Desktop Experience
       • Secessfully submitted when you received the following message:
         • Sucess! Request submitted
       • Select Go to Calender OR X
  7. Verify the status of your request
     • Mobile Experience
       • Pending requests will appear on the absence calendar with a gray dotted circle around the requested date(s)
       • Once approved, the circle will appear green
     • Desktop Experience
       • Pending requests will appear on the absence calendar with a gray box around the requested date(s)
       • Once approved, the box will appear green

  Note: Approved and pending requests can be viewed at any time through the Manage Absence calendar

• How to View Sick Time

  How to Access using a Desktop Computer

  1. Log onto Workday using a web browser
  2. Log in using Single Sign-On (SSO)
  3. Access Manage Absence Calendar
     • From the Workday home screen, locate Manage Absence under Quick Links OR on the navigation panel, select Employee
     • Click Manage Absence OR Manage Absence Calendar
  4. View your Sick Time Balance
     • Under Requests and Balances, select the Balances tab
       • Your Current Balance will display as of the current date

  Note: The balance shown reflects your available sick time as of today

  How to Access using the Mobile Device

  1. Open the Workday app on your mobile device
  2. Log in using Single Sign-On (SSO)
  3. Access Absence
     • From the Workday home screen, locate Absence under Most Used
     • Click Absence
  4. View your sick time balance
     • Under Absence, select the Balances tab
     • Your Current Balance will display as of the current date

  Note: The balance shown reflects your available sick time as of today

• How to view Prior Shifts

  How to Access using a Desktop Computer

  1. Log onto Workday using a web browser
  2. Log in using Single Sign-On (SSO)
  3. Acess Time Entry
     • From the Workday home screen, locate Employee
     • Click Time Entry
  4. Under the Enter Time section
     • Click Select Week
  5. Select the Week to Review
     • A View Time Select week window will open
     • Enter the date or use the Calendar to select the specific day within the prior pay period you would like to review
     • Click OK

  How to Access using the Mobile Device

  1. Open the Workday app on your mobile device
  2. Log in using Single Sign-On (SSO)
  3. Access Enter Time
     • From the Workday home screen, locate Enter Time under Most Used
     • Click Enter Time
  4. View your prior shifts
     • Select the Week you would like to review
     • Use the arrows at the top of the screen to navigate to previous weeks
     • The selected week will display your recorded shifts
     • The Week Breakdown will show hours by earn code category
     • Selecting a specific date within the week will display your clock-in and clock-out times for that day
  5. Review Hours
     • • Your timesheet will display your logged time blocks
       • Approved time will appear with a green indicator or status
       • You can verify your total hours in the summary section on the right-hand side or at the bottom of the screen