Managing Timesheets (Administrators)

This guide is for accounts and administration staff who review staff hours, correct clock records, record leave, and prepare timesheets for the pay run. It also covers the one-time configuration that controls how the timesheet review behaves.

Where to find it

• Weekly review: Settings → Timesheets.
• Configuration: Settings → Business → Business Rules.

1. Configure your pay week and break defaults (once)

Open Settings → Business → Business Rules and set:

2. Review a week

In Settings → Timesheets:

1. Use the week picker (◀ / ▶ / This week) to choose the pay week.
2. Each staff member is listed with their worked total, any leave, and the combined Total payable.
3. Click a person to expand their daily detail. Opened rows stay open as you make changes, so you don’t lose your place.

Reading the figures

• Actual times are shown as recorded.
• Payable totals use times rounded to the nearest 5 minutes.
• Net paid = worked time − unpaid breaks. Paid breaks remain in paid time.
• Total payable = rounded worked payable + paid leave hours.

Anomaly flags

The review highlights records that need attention, for example:

• Still clocked on (no clock-off).
• Net paid is zero or negative.
• A shift longer than 16 hours (likely a missed clock-off).
• No break recorded on a shift of 5 hours or more.

3. Correct records

Within an expanded employee you can:

• Edit / delete a clock entry (correct start/finish times).
• Add a clock entry for a shift that wasn’t recorded.
• Add / edit / delete breaks on a shift. Break dates default to the shift’s date.

Staff with no records this week

Use Add for staff… in the toolbar to pick any active employee and add a clock entry or leave for them — useful for someone who forgot to scan, or who was on leave all week. They appear in the list once a record exists.

4. Record leave

Use Add leave on an employee (or via Add for staff…):

• Choose a reason (e.g. Annual Leave, Sick Leave, Public Holiday, Unpaid Leave).
• Enter a date range; it creates one entry per day (you can exclude weekends).
• Set the paid hours per day (0 for unpaid leave). Paid leave adds to the week’s Total payable.

5. Mark a week reviewed

When an employee’s week has been checked, click Mark reviewed. A “Reviewed” badge appears, and hovering shows who reviewed it and when. This is a soft sign-off for visibility — it does not lock the records, so you can still make corrections and re-mark.

6. Manage break types and leave reasons

From the Timesheets toolbar:

• Manage break types – add/edit break types, set whether each is paid by default and a default duration.
• Manage leave reasons – add/edit leave reasons, set whether each is paid by default and default daily hours.

7. Export for payroll

Click Export to Excel to download the selected week. The workbook lists each shift segment and leave entry, with actual and rounded times, unpaid break minutes, paid leave hours, and a per-employee Total payable subtotal.

8. Print scan barcodes

Click Print barcodes to print scannable cards for Clock On, Clock Off, Start Break, Start Meal Break, and End Break, for use at the scan station.