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 > Staff > Timesheets.
- Leave planning calendar: Settings > Staff > Leave Planner.
- Configuration: Settings > Business > Business Rules.
1. Configure your pay week and break defaults (once)
Open Settings > Business > Business Rules and set:
| Setting | Purpose |
|---|---|
| Use Timecard System | Master switch for the timecard/breaks features. When on, staff see the full scan-station experience (Clock On/Off, Start/End Break) plus the end-of-pay-week reminder and confirmation prompts. When off, the scan station shows only Clock On / Clock Off — breaks, reminders, and confirmation are hidden so users aren't confused by features the business isn't using. Defaults to on. |
| Pay Week Ends On | The weekday your pay week ends on. The review then shows the 7-day period ending on that day (e.g. ending Tuesday covers Wednesday–Tuesday). Defaults to Sunday (Monday–Sunday) if not set. |
| Default Break Start (hour) / (minute) | Pre-fills the start time when adding a break in the review. |
| Default Break Duration (mins) | Pre-fills the break end time when adding a break. |
Turning Use Timecard System off only hides the extra scan-station buttons and prompts — it doesn't delete any recorded times or breaks. The weekly review in Settings > Staff > Timesheets remains available.
2. Review a week
In Settings > Staff > Timesheets:
- Use the week picker (◀ / ▶ / This week) to choose the pay week.
- Each staff member is listed with their worked total, any leave, and the combined Total payable.
- 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.
Employee confirmation
Staff can confirm their own shifts from their Clock On/Off history (desktop or mobile). When every shift in the week has been confirmed, a Staff confirmed badge shows against that employee, and each confirmed segment is marked with a ✓. This tells you the employee has checked their own times before you finalise the pay run.
On the day after the pay week ends, staff see a reminder at the scan station prompting them to review and confirm the previous week's times and breaks. If anyone edits a shift after confirming, that confirmation is automatically cleared, so the badge reflects the current records. (These prompts only appear when Use Timecard System is on.)
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.
To plan leave ahead of time on a calendar view, use the Leave Planner (Settings > Staff > Leave Planner). Leave entered there is saved as the same per-day records, so it flows into the weekly review and its Excel export automatically when the pay week arrives.
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.
If a break type or leave reason is already used by existing records, deleting it deactivates it instead, so history stays intact.
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.
Recommended weekly routine: pick the completed pay week → resolve anomalies and correct records → add any leave → mark each employee reviewed → export to Excel for payroll.
Note on rounding & cross-midnight shifts: payable totals round to the nearest 5 minutes, and a shift is counted on the day it started. If a shift crosses midnight it is attributed to its start day.
Comments
0 comments
Article is closed for comments.