> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Turn clock access off for one person

> Switch clocking in and out off for a single person in TimeTracker without changing their role, and understand why this override can only take access away.

Some people in a workspace clock in and out. Others never do. You can switch
clocking off for one person without touching their role or anyone else's.

## Why it exists

Clocking in is a **working style**, not a rank. A senior designer and a junior
designer may hold the same role, but only one of them is on a timecard.

Rather than building a second role for that, TimeTracker lets you make an
exception on the person.

## Where the switch is

<Steps>
  <Step title="Open the roster">
    Go to **Settings → Team Members**.
  </Step>

  <Step title="Open the person">
    Click their name to open their member record.
  </Step>

  <Step title="Go to the Employment tab">
    The tabs run **Profile**, **Employment**, **Rates**, **Schedule** and so on.
  </Step>

  <Step title="Find Time & attendance">
    The card is titled **Time & attendance** – "Whether this person clocks in and
    out, regardless of what their role allows."
  </Step>

  <Step title="Switch Clock in and out off">
    The switch reads positively. **On** means they can clock in.
  </Step>

  <Step title="Click Save">
    You get "Employment details saved."
  </Step>
</Steps>

## What it does

Switching it off:

* Hides the clock button in that person's top bar.
* Refuses any clock-in or clock-out from them.
* Leaves their timecard, past shifts and rates exactly as they are.

The helper text says it plainly: "Off hides the clock button for this person
only. Their timecard, past shifts and rates stay exactly as they are."

<Warning>
  Nothing is deleted. Every shift they already recorded stays on their timecard and
  in reports. This only stops new ones.
</Warning>

## It can only take away

This override is **deny-only**. It narrows what a role grants – it can never
widen it.

That means:

* If their role does **not** grant clocking, this switch cannot give it to them.
* If the **Time Clock** app is off for the workspace, this switch changes
  nothing.

In both cases the switch is shown **off** and disabled, with a line explaining
why:

| Situation                    | What the card says                                                                          |
| ---------------------------- | ------------------------------------------------------------------------------------------- |
| The app is off               | "Timecards are turned off for this whole workspace. Turn them on in Settings → Apps first." |
| Their role does not allow it | "Their role doesn't allow clocking in. Change that in Settings → Roles."                    |

There is nothing an exception could add in either case.

## You cannot switch it off mid-shift

If the person is clocked in right now, saving is refused:

> They're clocked in right now. Clock them out on their timecard first, then turn
> this off.

This is deliberate. Clocking **out** needs the same capability as clocking in, so
taking it away mid-shift would strand their open session – they could never close
it, and their timecard would carry an unbounded shift.

The fix: open their timecard, set the correct clock-out under **Edit times**,
then come back and switch clocking off.

## Turning it back on

Switch **Clock in and out** back on and save. The person follows their role
again, and the clock button reappears for them.

<Note>
  Turning it back on stores nothing special – it removes the exception. A
  stored value always means "this person is an exception", never "this person is
  normal".
</Note>

## Example

Northwind Studio runs the Time Clock for its studio staff.

Maya Ellis, the founder, holds the Owner role, which grants clocking. She does
not clock in and does not want the button in her top bar.

1. She opens **Settings → Team Members** and clicks her own name.
2. On the **Employment** tab she switches **Clock in and out** off and clicks
   **Save**.
3. The clock button disappears from her top bar.
4. Everyone else on the team is untouched.

Later, Ana Ferreira joins as a Contractor. Her role grants clocking, but Northwind
pays her by deliverable, so Tom Whitfield switches it off on her record too.

## Permissions

Changing this needs `member.changeRole`, which is **Owner and Admin only**. A
Project Manager cannot switch clocking off for someone.

The person themselves cannot change it – it is on their record, not in their own
settings.

## Alternatives

| What you want              | Use instead                                                                       |
| -------------------------- | --------------------------------------------------------------------------------- |
| Nobody clocks in           | Turn the **Time Clock** app off in **Settings → Apps**.                           |
| A whole group never clocks | Build a [custom role](/team/custom-roles) without `timecard.clock` and assign it. |
| One person is an exception | This switch.                                                                      |

## Common questions

<AccordionGroup>
  <Accordion title="Does this affect their time tracking?">
    No. Time tracking and the Time Clock are separate. Someone with clocking off
    can still run a timer and log hours against tasks.
  </Accordion>

  <Accordion title="Do their old timecards disappear?">
    No. Everything already recorded stays and still appears in reports.
  </Accordion>

  <Accordion title="Can I use this to give someone clocking their role lacks?">
    No. The override is deny-only. Change their role or build a custom role
    instead.
  </Accordion>

  <Accordion title="Will they be told?">
    There is no notification for this. The clock button stops appearing.
    Tell them yourself.
  </Accordion>

  <Accordion title="Why is the switch greyed out?">
    Either the workspace app is off or their role does not grant clocking. The
    line under the label says which.
  </Accordion>
</AccordionGroup>

## Related guides

<CardGroup cols={2}>
  <Card title="Time Clock permissions" icon="key" href="/time-clock/time-clock-permissions">
    Which roles can clock in.
  </Card>

  <Card title="Per-person permissions" icon="user-lock" href="/team/per-person-permissions">
    Other deny-only overrides.
  </Card>

  <Card title="Member record" icon="id-card" href="/team/member-record">
    Everything on a person's record.
  </Card>

  <Card title="Settings: apps" icon="toggle-on" href="/settings/apps">
    Turning the Time Clock on or off for everyone.
  </Card>
</CardGroup>