How to Let Teachers Log and Track Their Own Hours (Mobile Time Clock Setup) – Studio Pro

The Mobile Time Clock allows your hourly teachers and staff to enter their daily hours directly from their phone, tablet, or computer. All time entries can be reviewed and approved by an administrator before payroll, saving time and preventing re-entry errors.

Before You Begin: Enable the Mobile Time Clock

To use this feature, the Mobile Time Clock must be enabled in your settings.

Go to More > Settings > Class Manager
Scroll to Include Teacher Time Clock
Check the box and click Save Changes

Step 1: Give a Teacher or Staff Member Access

You do not need to create a user account or grant admin permissions. Each teacher receives a unique link they can use to log hours from any internet-connected device.

Go to the Staff page.
Click on the teacher’s name.
Under Staff Actions, select Send Mobile TimeClock Access (Email & SMS).
The system will send the teacher a text message and/or email with their personal link.

💡 Tip: Make sure the teacher’s email and/or phone number are added to their Staff record before sending the link.

Step 2: Teacher Access and Logins Explained

Teachers have two ways to log their hours:

Option 1: Use the Access Link

The link sent via email or text opens their personal Mobile Time Clock page.
No login or password is required.
Works on iPhone, iPad, Android, or any web browser.

Option 2: Use the Studio Pro Manager App

Mobile Time Clock in Studio Manager App.jpg

If the teacher already has a password and login, they can access the same time clock feature through the Studio Pro Manager app.

Step 3: Teachers Log Their Hours

To log time, the teacher will:
Open their unique link or the Manager app.
Select the Date Worked (defaults to today).
Choose Time In and Time Out.
Click Log Time.

Teachers can:

Add multiple entries per day.
Edit or delete their own entries if they make a mistake.
They cannot delete entries created by an administrator.

Step 4: Verify and Approve Hours (Admin View)

After teachers submit their hours:

Go to More > Teachers & Staff > Enter Payroll Work Hours.
Set the date you will be processing payroll through.
Review each entry for accuracy and check the box next to each staff member you'd like to include.
Mark Selected as Paid.

✅ Tip: Have a teacher submit a quick test entry to confirm your setup is working correctly.

Common Questions & Troubleshooting

Q: What if the teacher didn't receive the link?

A: Make sure their phone/email is on their Staff record and that Mobile Time Clock is enabled in Settings.

Q: What do I do if the link will not open?

A: Make sure the link wasn't forwarded. Each teacher has a unique link that will need to be accessed by them only.

Q: Why can the teacher delete a particular time entry?

A: Teachers can delete only entries they created themselves. Admins manage all others.

Q: Do teachers need a login?

A: They don't need a user login. You can set a password on the staff record for them, which gives them access to use the Studio Pro Manager App to access their Mobile Time Clock. Alternatively, they can use their unique link.

Q: Where can I see all submitted hours?

A: Under More > Teachers & Staff, you'll see all staff members and any hours they have submitted that haven't been marked as paid.