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How to add clocking questions

Updated

Audience

HR administrators and People & Culture teams who configure and maintain clock questions in Roubler and support managers with time-and-attendance compliance.

Description

Use clocking questions to prompt employees with short safety, HR, or checklist questions when they clock in, clock out or start/end breaks on the mobile app or on-site clock devices. This guide explains how to enable clock questions, add new questions, maintain them, and view responses in reports.

Steps

1. Confirm your access

  1. Sign in to Roubler (web) as an administrator.
  2. Check that you can see both:

    • Settings → Company Settings → Clocking → Clock questions


You’ll need these to turn the feature on and manage the questions.

2. Turn on clock questions (company level)

  1. Go to Settings → Company Settings → Clocking.
  2. Find the Clock questions option.
  3. Set it to on.

  4. Select Save. 

This switch controls whether any clock questions can appear across your account.

3. Add a new clocking question

  1. Go to Settings → Clock questions.

  2. Select Add to create a new question. 

  3. Configure the question:
    • Question text: Enter the wording employees will see (e.g. “Did you complete the safety checklist for your area today?”).

    • Question type: Choose Yes/No or Text (free-text response).

    • When to ask: Select which events should trigger the question:
      • Clock in
      • Clock out
      • Start break

      • End break

    • Email alerts (Yes/No questions only):

      • Optional: enable email alerts when an employee answers Yes, to flag that a follow-up may be required.

  4. Select Save to make the question active.

Employees will now see this question at the selected clock events on supported clocking methods.

4. Edit an existing clock question

  1. Go to Settings → Clock questions.
  2. Find the question you want to change and select Edit.
  3. Update:
    • Event triggers (when the question appears).
    • Email alert settings for Yes/No questions.

  4. Select Update to save.

Note: You cannot change the Question text or Question type. To change either, create a new question and remove the old one.

5. Remove a clock question

  1. Go to Settings → Clock questions.
  2. Next to the relevant question, select Remove.

  3. Confirm the removal.

The question will no longer be shown for future clock events. Past responses can still be reviewed via clock-question reports, depending on your reporting filters.

6. View responses and track follow-ups (optional)

  1. Go to Reporting → T&A.
  2. Use the relevant reports:

    • Clock questions details – shows all responses to your clock questions for the selected period. 

    • Clock questions follow up – shows responses that are marked as needing follow-up and can be filtered accordingly. 

Use these reports to monitor trends and ensure required follow-up actions are completed.

Troubleshooting

Clock questions are not appearing when staff clock

  • Confirm Clock questions is enabled in Settings → Company Settings → Clocking.

  • Check the question’s event triggers (e.g. if it’s only set for Clock in, it will not show on Clock out).

  • Confirm staff are using a supported clocking method configured for your account (mobile app, Roubler Clock app, or web clock).

I need to change the wording or type of a question

  • You cannot edit Question text or Question type for an existing question.

  • Create a new question with the updated wording/type, then remove the old question.

Email alerts are not being received

  • Make sure the question is a Yes/No question and that email alerts for “Yes” are enabled on that question.

  • Ask recipients to check spam/junk folders and any internal email routing rules.

Reports don’t show the expected responses

  • In Clock questions details or Clock questions follow up, adjust the date range and filters (location, employee, question) to ensure relevant data is included.

Who to contact for help

  • HR / People & Culture / WHS
    • Decide which questions are required for safety, HR, or compliance.
    • Own how responses are reviewed and followed up.
  • Internal Roubler/System Administrator or IT

    • Help if you can’t see Company Settings or Clock questions, or if your permission group needs updating.

    • Support with broader clocking configuration and device setup.
  • Roubler / MYOB Support

    • For issues that persist after internal checks (for example, questions not triggering despite correct setup, or missing data in reports).

    • Log a ticket via your usual support channel from an authorised admin, and include:
      • Your company name.
      • Example employee(s) and date/time of the clock event.
      • The question name/text and where it should appear (clock in/out/break).
      • Screenshots of Settings → Company Settings → Clocking and Settings → Clock questions.