Configure clock-in restrictions and fraud detection for your team

Easyteam gives you several ways to control where and how staff clock in, limit who can change time records, and keep a clear trail of every edit. You can combine these methods depending on how much control your store needs.

This article covers restrictions from the most basic to the most strict, so you can start simple and add layers as needed.

On this page

• Restrict clock-ins to Shopify POS tiles
• Restrict clock-ins to assigned locations
• Limit manager permissions to approve or edit
• Use audit logs to track changes
• Restrict clock-ins to approved devices
• Troubleshoot restrictions

Restrict clock-ins to Shopify POS tiles

The simplest way to prevent off-site or personal-device clock-ins is to require all clock-ins to go through the Easyteam POS tile. Staff won't be able to clock in from the web or from unsupported devices.

Steps:

1. From Easyteam, go to Staff.
2. Open the staff member that you want to update.
3. In the Time Tracking section of the staff profile, turn on Allow to clock-in/out only from the Shopify POS tiles only.
4. Click Save.

After this setting is enabled, the staff member must use the Easyteam POS tile to clock in.

If you still need to set up the POS tile, then refer to Set up time tracking on Shopify POS.

Restrict clock-ins to assigned locations

You can limit each staff member so they can only clock in at the locations they're assigned to. This prevents staff from clocking in at a location they aren't scheduled to work at.

This is configured in the Easyteam settings page. For a full overview of all available settings, refer to Easyteam settings overview.

Limit manager permissions to approve or edit

To add another layer of accountability, you can control what managers are allowed to do with time records. For example, you can require manager approval before time card edits are finalized, or restrict managers from editing time entries on behalf of staff.

This keeps day-to-day clock-ins in the hands of employees while giving managers a review-only or approval-only role.

For more details on how to set up manager role permi,ssions, refer to Easyteam settings overview and Approve and review time cards.

Use audit logs to track changes

Easyteam keeps a record of every change made to a time entry, including who made the edit and when. Audit logs help you spot patterns, resolve disputes, and hold both staff and managers accountable.

From a time entry, you can review:

• clock-in photos attached to the record
• a full edit history showing who changed the record and when
• manager actions taken on behalf of staff

For a detailed walkthrough of audit logs and how to use them, refer to Review, edit, and finalize time cards.

Restrict clock-ins to approved devices

Approved-device restrictions are the strictest option. Only specific, pre-approved devices can be used to clock in or clock out. Any device that isn't on the approved list is blocked automatically.

With this setup:

• Easyteam checks the device ID on every clock-in and clock-out
• blocked devices can't complete the action
• staff see a warning if they try to use an unapproved device

You can also add photo verification on top of device restrictions to reduce buddy punching. When photo verification is enabled, staff must scan a QR code and submit a photo from a camera-equipped device before their clock-in is accepted.

Troubleshoot restrictions

Staff can't clock in from a device

Check whether:

• POS-only clock-ins are enabled on the staff profile
• the staff member is assigned to the correct location
• if approved-device restrictions are active, verify the device is on the approved list
• try reinstalling the Time Clock tile on Shopify POS by following the setup instructions

Managers need to help staff clock in or adjust times

Use Manager View if your store has enabled manager actions. For more information, refer to Using the Manager View on Shopify POS.

You want a broader accuracy process, not only restrictions

If your store also needs review, approvals, or a stronger correction process, then refer to Approve and review time cards and Best practices for accurate time tracking.

View all Time Tracking articles

Updated on: 29/03/2026