Employee Portal & Time Clock

Every ClubCore club gets a self-service Employee Portal for its staff — a website that works from any phone or browser at the club’s address plus /employee-portal — and an optional NFC kiosk time clock for badge-tap clock-ins at the door. Together they cover the whole time-and-attendance loop: clock in, work the shift, check the hours, request the day off. This guide walks through both from the employee’s seat.

Signing in

The login card has two tabs:

• Username — the standard username and password issued when the employee is set up. A wrong entry shows “Invalid username or password”; managers can reset a forgotten password from the admin side.
• PIN — a numeric PIN (4 to 6 digits) a manager can issue for faster access. Enter it on the on-screen number pad and tap Sign In with PIN.

Signing out is one tap — Sign Out in the header — and clears the session from the browser.

The home dashboard

After sign-in, staff land on an at-a-glance summary of their week:

Card	What it shows
Hours This Week	Hours worked so far, with a progress bar toward 40 — the bar turns amber with an overtime note past 40.
Next Shift	Date, time and department of the next scheduled shift.
Upcoming Shifts	How many shifts are on the schedule in the coming days.
Pending PTO	Time-off requests still waiting on review.

Clocking in and out

There are two ways to punch, and they feed the same timesheet.

From the portal

The Clock tab shows the employee’s current status — Clocked In (green), On Break (yellow) or Clocked Out (gray) — and offers only the buttons that make sense for that state: Clock In when out, Start Break and Clock Out when in, End Break when on break. Every punch gets an on-screen confirmation with the recorded time, and the system rejects double clock-ins. A running total of hours worked this week sits below the buttons.

From the NFC kiosk

The kiosk is a dedicated screen — typically a tablet at a staff entrance — showing the current time and a “Tap Badge to Clock In/Out” prompt.

1. Hold an NFC badge near the reader for about a second.
2. ClubCore decides the direction automatically: clocked out → the tap clocks you in; clocked in → the tap clocks you out.
3. A confirmation screen shows the name, direction and time for about 4 seconds, then returns to the idle prompt. A View My Portal link on that screen jumps straight to the Employee Portal.

The kiosk also shows who is currently on the clock — name, role and how long they’ve been working — down the right side of the screen.

Forgot the badge? Kiosks without NFC hardware (or in keyboard-emulation mode) accept a typed card UID, and the portal’s Clock tab always works as a backup from a phone. Unrecognized badges and connection errors surface as clear on-screen messages rather than silent failures.

Viewing the schedule

The Schedule tab lists upcoming shifts in a week view (Monday–Sunday, the default) or a month view, toggled at the top-right. Each shift card shows the day and date, start and end times, a department badge (Pro Shop, Food & Beverage, and so on) and the shift’s status. Managers publish and edit schedules from the admin side — if a shift is missing, it likely hasn’t been published yet.

Checking the timesheet

The Timesheet tab breaks down the current week: the period range and Total Hours at the top, then each day with its hours (amber past 8) and the individual punches as color-coded tags — green clock-in, red clock-out, yellow break-start, blue break-end — each stamped with the time it was recorded. Employees can’t edit entries themselves; managers correct mistakes from the admin side, so the timesheet stays an honest record.

Requesting time off

The Time Off tab is balances, requests and history on one page.

• Balances — a colored card for each time-off type the club offers (vacation, sick, personal — whatever the club configures), each showing hours available and hours used this year.
• Submitting — Request Time Off opens a form: type, start and end dates, total hours (half-hour increments are fine) and an optional reason. Submitted requests show as pending and notify the manager.
• Tracking — the request history lists every request as pending (yellow), approved (green), denied (red) or cancelled (gray). If the reviewing manager leaves a note, it appears under the request.
• Cancelling — a pending request can be cancelled with one tap from the history; once it’s been reviewed, changes go through the manager.

Profile basics

The Profile tab shows the employee’s record: name, role and department, contact details, hire date, employment type and pay type. Employees can edit their own email, phone and emergency contact via the Edit link; the employment fields are read-only and change only on the admin side. That split keeps contact info current without opening HR data to self-service edits.

Where the data goes

Punches from the portal and the kiosk land in the same timesheets managers see in ClubCore’s HR module — the hours on the employee’s phone are the hours the back office reports on. Staff who also work the register or front desk get in-app help there too: ClubCore’s built-in Copilot assistant and guided walkthroughs cover common tasks like ringing a sale or adding a member.

For tournament-day volunteer scoring — a separate PIN-based app — see Setting Up a Tournament.