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How Timesheets Work

A timesheet is the record of the hours each employee actually worked. In Microkeeper, hours come in as staff clock on and off, or from managers and the roster. You check them against the roster, approve them, and the pay run pays them.

Diagram: hours come in three ways: staff clock on by phone, app, scanner or face; managers add or fix shifts on the Timesheets page; or shifts are generated from the roster for staff who don't clock. They become one timesheet, compared with the roster, for example a Saturday at Melbourne Restaurant where a quarter hour was rostered but not worked, most of the day was worked as rostered, and three quarters of an hour was worked but not rostered. The shifts are then approved by their managers and paid in the pay run by your pay rules. Each shift keeps its Location, Role and Job the whole way through.

Timesheet workflow in Microkeeper

Record the hours

Hours come in three ways.

  • Staff clock on and off by phone, the Microkeeper app, a scanner or a facial recognition iPad. See Clocking Options.
  • Managers add or fix shifts on the Timesheets page.
  • For staff who don't clock, shifts are generated from the roster. See Timesheet from Roster.

Review the shifts

Check the hours before they're paid.

  • Compare each shift with the roster to spot late starts, overtime and missed shifts.
  • Fix any that are wrong, and add the end time to any shift left open.
  • Approve them. See Approve Timesheets.

Process them in the pay run

Approved hours become pay.

  • The pay run pays the week's approved hours, using your pay rules for penalties and overtime. See Run a Pay Run.
  • Each shift keeps its Location, Role and Job, so you can see what each costs. See Cost Centres.

Time and attendance guides

Clocking Options

Choose how each employee clocks on, and where clocked shifts get their Location, Role and Job.

Facial Recognition

Set up an iPad so staff clock on by face.

Fingerprint and NFC

Clock on at a PC with a fingerprint scanner or NFC tag.

Timesheets

Check, add, change and import shifts against the roster.

Approve Timesheets

Approve shifts before the pay run, by hand or automatically.

Timesheet from Roster

Turn the roster into timesheets for staff who don't clock.

What timesheets rely on

  • Rosters: what each shift is compared with, and where generated shifts come from.
  • Locations: where staff can clock on, and which managers see their shifts.
  • Managers and Access: who can see, change and approve each employee's shifts.
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