Timesheets
The Timesheets page shows the hours each employee actually worked, drawn over the hours they were rostered, so you can see at a glance who started late, stayed back or wasn't rostered at all. It's where you fix, add and approve shifts before the pay run.
| Required plan | Standard Enterprise |
|---|---|
| Required access | Timesheet - Full Access to add and change shifts. Timesheet - Read Only can only look. Managers see only the staff of the Locations they manage. |
Navigate to Menu > Rosters > Timesheet. The page is headed Timesheet vs Roster.
- The week, with arrows either side.
- Staff or Day view.
- Employee Filters: which staff are listed.
- Shift Filters: which shifts show.
- Add Timesheet.
- CSV Export, which also holds Import CSV.
- The pencil, to edit a shift.
Choose the week and staff to show
Move between weeks with the arrows at the top left, or click the week to pick another. Choose Staff to see each employee's week, or Day to see everyone working each day. Search for an employee, or pick them under Employees.
| Filter | What it narrows |
|---|---|
| The funnel on the left, Employee Filters | Which staff are listed: by Location, Group, employment status, Client or Job, by Shift Types such as Timesheet Without Roster or Staff On Leave, or to shifts entered by hand. Click Search to apply it. |
| The status list on the right | All Shifts, or only Pending, Approved or Declined ones. |
| The funnel on the right, Shift Filters | Which shifts show for those staff, such as Roster Missing Timesheet or Timesheet with No Location, and the sort order. |
Compare the timesheet with the roster
Each shift is a bar across the day, so you can compare worked hours with rostered hours:
| Colour | What it shows |
|---|---|
| Red | Hours worked but not rostered. These cost more than you planned. |
| Teal | Hours rostered but not worked. |
| Grey | Hours rostered and worked. |
| Purple | Leave on a rostered shift. It's paid for the rostered hours. |
| Yellow, with a warning triangle | Leave with no rostered shift under it. It won't be paid. |
| Pink or white blocks inside a shift | Paid or unpaid breaks. |
Public holidays are striped and marked with an island at the end of the row. Hover over a shift for its times, breaks and the roster it's compared with. The blue i at the top of the page shows the colours too.
Common patterns to look for: red before the grey means they started early, red after it means they stayed back, a teal-only shift means a missed shift or a forgotten clock-on, and a red-only shift means someone covered a shift they weren't rostered for.
See how each shift was recorded
An icon beside each clock time shows how it got there. Hover over it for the details.
| Icon | Its message | How the shift was recorded |
|---|---|---|
| Employee console used to clock on/off | From the Employee Console or the Microkeeper app | |
| Clock on/off location of ... | With the GPS position, accurate to the metres shown. Click it to see the map. | |
| Quick clock page used to clock on/off | On a shared Quick Clock page | |
| Fingerprint used to clock on/off | At a fingerprint scanner | |
| NFC tag used to clock on/off | With an NFC tag at a reader | |
| Facial Recognition used | At a facial recognition iPad | |
| Timesheet entry manually entered by ... | Added by a manager, with when | |
| ... has manually entered their own timesheet entry | Added by the employee | |
| i | Timesheet generated from roster by ... | Generated from the roster |
| Joined timeshift, expand to view details | Clocked off and back on, joined into one shift | |
| CSV import, API used, Phone used | Imported from a file, sent by another system, or by phone | |
| Employee has not clocked on/off | No clock time was recorded |
Add a shift
- Click Add Timesheet, then Add Single Timesheet.
- Choose the employee, and the Date.
- Enter the Clock on and off times.
- Choose the Location, Role and Job if you use them, and a break, note, extra earnings or higher duties if needed.
- Click Apply, check the summary, then click Confirm.
To add the shift someone was rostered for, click + on the roster bar. The form opens with their rostered times, Location, Role and Job filled in.
For a split shift, add a second shift on the same day. The summary warns you if it overlaps another shift.
Add shifts for several staff at once
Click Add Timesheet, then Add Multiple Timesheets. Click Select employees, enter the start and finish times for each day they worked, then click Add shifts and Confirm. Each day starts with the rostered Location, Role and Job, or the employee's defaults.
Change or delete a shift
Click the pencil beside a shift to open Edit shift. Change the times, Location, Role, Job, break or note, then click Update. Revert puts back the times as they were first recorded, and Clone starts a new shift from this one.
A changed time is highlighted, orange when a manager changed it and pink when the employee did. Hover over it to see who changed it and the original time.
To delete a shift, click the bin in Edit shift, or hover over the shift and press Delete on your keyboard.
Add notes to shifts
A shift's Note shows as a speech bubble beside it. Employees can add a note to their own shift from the Employee Console until it's approved, and managers can add or change one in Edit shift.
The notes button at the top right of the page holds notes for the week that everyone with access to the page can read.
Import timesheets from a spreadsheet
Click CSV Export, then Import CSV, and choose a CSV file. Each row is a shift with these columns, in this order:
- Employee: their username, payroll ID, employee ID or name.
- Date: dd/mm/yyyy.
- Start Time and End Time.
- Optional: Location, Role, Job, Break in minutes, Note, Higher Duties such as "HD1", and Extra Rules in quotes, such as "Drive@50,Meal". Use "#default" for the employee's own default.
Warning
An import replaces every shift that was imported from a file in the same dates. Shifts clocked or added by hand aren't affected.
To export, click CSV Export, then Export CSV for the shifts shown, or Export Comparison for the whole week's timesheets and rosters.
Shifts that run past midnight
Unless your business works past midnight, anyone still clocked on at midnight is taken off the clock with no end time, and the managers set for clocking issues get an "Employees have not clocked off" email. Find those shifts with No End Time in Shift Filters, and add the end time in Edit shift. If staff work overnight, navigate to Menu > Settings > General > Global, click Timesheet Settings, and set Shift Work to Shift Work - Staff work past midnight. Payroll version 8 and later always works this way.
A shift past midnight stays on the day it started. For example, 20:00 to 04:00 on Friday is 8 hours on Friday, drawn in two parts on Friday's row, and your pay rules still apply to each part.
Approve shifts for the pay run
If your business approves timesheets, each shift has an approve button, and Approve All at the bottom approves the whole week for the employee you're looking at. See Approve Timesheets.