Using a Kiosk is easy! Kiosks generally allow for a scannable barcode or manual ID/PIN entry.

VIDEO: Capturing Time (Portal Kiosk)

VIDEO: Capturing Time (Scan or IP / PIN)

 Scan

VIDEO: Capturing Time (Scan)

Scan-based kiosks provide a scannable barcode for time entry. 

The screen will indicate the current time and a prompt that says, "Waiting for scan." 

Scan your barcode at the kiosk.

The system will show a success screen when the barcode is scanned correctly, provided your organization does not require any additional details. 

Manual Entry

VIDEO: Capturing Time (ID / PIN)

On some kiosks, you may need to click the "Use ID/PIN" button and manually enter your credentials (i.e., your ID/PIN). 

Enter this information in the provided fields and click Sign In.

The system will show a success screen when the information is entered correctly. 

Defining Locations/Job Types

If you have multiple positions or you work at multiple locations, you may be required to specify your duties and location of work. 

Make these selections from the provided dropdowns and click the Sign In button (to log in) or Sign Out button (to log out), depending on your current status.

Adding Comments

You may encounter three types of comment options.

1. Custom: Open text box allowing the employee to enter their comment. 

2. Pre-defined: Options are limited to pre-defined comments created by the District. These are visible via a drop-down menu.

3. Both: Employee can choose the pre-defined comments or select “Custom” and enter their comment.

Success Messages

As a substitute, if your sign-in was successful, you will see a "Success!" message with information about for whom you are filling in, the location, the job type, and the confirmation numbers.

If the sign-in is unsuccessful, an error message will appear. 

Please report the exact wording of the message to your Administrator if a problem persists.

When you are ready to sign out, follow the same Sign In steps shown above but select "Clock Out."

This article explains how a staff member with the designated permissions can manually complete a timesheet in Time & Attendance.  

VIDEO: Timesheet Basics

Accessing Your Timesheet

Navigate to your Time & Attendance homepage and click the Timesheet icon.

This selection provides access to the management and review of your timesheets.

At the top of the timesheet, you will see your name as well as the timesheet's date range. 

You can view records of scheduled time, entries of time worked, and a summary of the week collected.

Timesheet Options:

1. Actions: Provides quick access to timesheet-related functionality. This includes options to add, copy, or move timesheet events, as well as the ability to view the payroll summary or change log.

2. Calendar: Filter by date range. This may include weekly, bi-weekly, or custom ranges, depending on your organization's setup. Make your selection and click Change Date to view results.

3. View: If permissions are enabled, select the dropdown to manage visibility permissions and filter timesheet results. 

4. Expand All/Collapse All: Expand or collapse all timesheet records within the chosen timeframe. 

The days of the week appear as blue bars. 

When you select a day, the job location and type will appear directly underneath the bar, as well as your scheduled time and/or worked time. 

Adding Time

VIDEO: Fill Out Timesheet

If a new time event is not already "open," click the  Add New Event button.

This selection causes a sign in/out entry to appear. 

Type the "in" and "out" times in the timesheet entry boxes, include comments, as needed, and click Save Changes. 

Editing and Deleting Time

Time entries can only be edited by your supervisor or Human Resources staff. 

Please contact your supervisor for assistance.

Adding Comments

Comments can be entered for individual time events and/or for an entire timesheet, as a whole. 

Click within the text box beside a time event (for a single event comment) or click within the entry box below "Timesheet Comment" (for a timesheet comment).

Remember to click Save Changes once you are finished.

Submitting Your Timesheet for Approval

VIDEO: Submit Timesheet

At the end of your pay period, you will need to submit your timesheet for approval. 

To do this, click the blue Submit button at the top right corner of your timesheet.

This selection opens a window where you can choose which timesheets to submit. 

Check the boxes beside the applicable timesheets and click Continue.
(You can also perform a similar action when reverting timesheets.) 

As part of step 2, add comments in the text box, check the box to confirm the timesheet submission, and type your PIN. 

Then, click Submit Timesheets. 

The "Work Detail" report provides information about your time for a selected date range. 

The data is broken down by a work week, day, and location/Job Type combination.

Select the Work Detail report widget on your Home Page or navigate to Reports > Work Detail in your application's side navigation.

A summary of the current week will appear at the bottom of the page. 

Use the Date Range filters at the top of the report to select alternate timeframes and/or use the display options to show or hide different parts of the report (e.g., Days, Details, Totals, etc.). 

Then, click the Run Report button.

In the report, you will see 2 main sections: 

1. Dates (scheduled time) 

2. Events (recorded time)

This will show you the details of the days you worked, including total time worked and total paid time.

If you would like to export this information, click the Export button at the top of the report. 

This selection will download a CSV file.

All timesheets are due for submission by all APS employees by the end of the day on the 1st and 16th of each month. 

Supervisors are expected to approve these submitted timesheets by the end of the day on the 2nd and 17th of each month.

Please see the APS - Pay Schedule Changes document for more information.

Most* Substitute time worked will round in our district's Payroll system into half- and full-day increments based on the employee's absence time and/or input vacancy time. 

• Half-Day: Any Substitute who elects to fulfill an absence or vacancy under 4 hours will be paid a half-day rate based on the job type (with the expectation to work at least 4 hours at that site). 

• Full-Day: Substitutes who work over 4 hours will be paid a full-day rate based on job type (with the expectation to work up to 8 hours at that site). 

For instance, an employee who takes a custom 2.5-hour absence will require a substitute who is available for up to 4 hours (the substitute will cover the employee's absence, plus be available to the school site, as necessary, for the remainder of the time).  

The substitute will be paid a half-day rate for the hours worked.

* Bus Driver substitutes will be paid in quarter-day increments, as necessary, and additional license requirements apply.

Absences and vacancies enable our district to fill both temporary and long-term positions.  

Absences

An absence directly reflects the absence of a specific employee from his or her normal role in the district (e.g. a high school teacher is sick, a nurse is on leave, a custodian is taking vacation, etc.). Substitutes are then expected to fill in for the role of the absent employees.

Because absences are entered for individual employees, the settings of the absence will reflect the settings on the employee’s Information page. These settings include (if applicable):

• School / Location

• Absence Start, Half-Day Break, and End Times

• Skills

Vacancies

The Vacancy feature allows our district to create a “vacancy”, or supplemental position, for a Substitute. A vacancy is used to request a Substitute when no specific employee is absent. Unlike employees, however, a Vacancy profile can be used multiple times each day! 

Yes! You may access Time & Attendance from your smart device, as long as you're connected to the site location's Wifi network. 

First, open your device's Internet browser (Google Chrome, Apple Safari, etc.). 

Then, go to https://login.frontlineeducation.com/sso/alamogordo. 

You can easily save the site directly to your device's homepage using the Add to Home Screen option in your browser settings. 

Back at the login screen, sign in with your Google SSO credentials. 

Choose the Time Clock widget from your home screen dashboard, and follow the available options.

If you are getting an error when clocking in, you will want to write down the exact error message and contact the APS Substitute Manager concerning the issue. 

Timesheet data is automatically captured from your barcode swipes, workstation Time Clock entries, or mobile app entries. 

Notice: If you do not have a confirmation number associated with your timesheet, notify the Substitute Manager as soon as possible.

Access Your Timesheet

To access the timesheet, click the Timesheet option on your home page.

At the top of the timesheet, you will see your name as well as the date range of the timesheet and the total hours. 

You can view records of scheduled time, entries of time worked, and a summary for the week of the time collected.

Select the date range you want to view by clicking the calendar icon near the top left corner of the window. A window will pop up. 

Use the drop-down menu and the calendar icons to select the date range you want. 

Then, click Change Date​.

The days of the week appear as blue bars. The darker blue bar is the day you have selected. 

When you select a day, the job location and type will appear directly underneath the bar. 

Underneath that is your scheduled time. 

The date range will default to the current date but you can use the calendar icon to change the date range you are viewing.

Use the blue bars to navigate to different days of the week. 

Each day of the timesheet will show your normal schedule as well as your "Sign In" and "Sign Out" events.

Submit Timesheets

At the end of your pay period, you will need to submit your timesheet for approval. 

To do this, click the blue Submit button at the top right corner of your timesheet. 

This will open a window where you can choose which timesheets to submit. 

Check the boxes next to the timesheets you would like to submit, then click Continue. 

You can also do a similar action when reverting timesheets.

Then, if you'd like, add comments in the text box. 

Lastly, check the box to confirm the timesheet submission and type in your PIN. 

Then, click Submit Timesheets.

Using a Kiosk is easy! First, at the site location's kiosk, enter your ID (usually your phone number) & PIN. 

Then, click the Login button. 

​Then, click the Green Button to sign in or out depending on your current status.

As a substitute, if your sign-in was successful, you will see a "Success!" message with information about who you're filling in for, the location, the job type, and the confirmation numbers.

If the sign-in was unsuccessful, an error message will appear. 

When you are ready to sign out, follow the same steps as shown above.

You can view a summary of the time you've worked by accessing the Work Detail report. 

This report provides information about your time for a selected date range. 

To access the Work Detail report, you can click the Work Detail option on your Home Page or you can use the side navigation by clicking Reports, then Work Detail.

Initially, a summary of the current week will appear at the bottom of the page. 

If you wish to view a different date range, simply click the drop-down menu at the top of the report and then select the desired dates. 

• "Weekly" lets you select a week from the second drop-down menu. 

• "Custom Range" allows you to set a custom date range using the calendar icons. 

You can also use the display options to show or hide different parts of the report.

After choosing your dates, click the Run Report button. 

In the report, you will see 2 main sections: 

1. Dates (scheduled time) 

2. Events (recorded time)

This will show you the details of the days you worked including total time worked and total paid time. 

If you would like to export the report, click the Export button at the top of the report.