Timesheets & payroll
Audited timesheets
Review, edit, approve and export each week from one screen — with a tamper-evident edit history where every change carries a reason, built for UK NMW and Working Time record-keeping.
Every week of clock events lands here as a clean timesheet to review, fix and approve. The point of difference is the audit trail: every edit you make requires a reason and is recorded in a tamper-evident history that staff can see too. When a shift is disputed — or HMRC asks — you have a paper trail instead of an argument.
Timesheets
Review, edit and approve actual hours.
Needs review
1
flagged entries
Awaiting approval
2
ready to sign off
Approved
18
this period
Period value
£1,284
104.6h total
Needs your attention
1Edit logged: Ade's clock-out adjusted 23:08 → 23:12, “forgot to clock out, confirmed with Elin”. Visible to Ade.
The week at a glance
Four cards across the top total the selected period so you can see what needs doing before you scroll.
- Needs review
- Flagged shifts — a missing break, a geofence miss, a forgotten clock-out. These want a look before you sign off.
- Awaiting approval
- Clean, closed shifts (including any you have edited) that are ready to approve.
- Approved
- Shifts signed off this period — the figures of record, ready to export.
- Period value
- Total gross pay for the window, with total hours and any overtime. This uses the same weekly-overtime reconciliation as Reports, so it matches payroll.
Pick the week or pay period
The stepper on the left drives what you are looking at. Everything below it — the cards, the queues, bulk selection — is scoped to that window.
- 1
Step week by week
Use ◀ and ▶ to move a week at a time. Next is capped at the current week — there are no timesheets in the future.
- 2
Open the range popover
Tap the centre label (‘This week’, ‘Last week’ or a date range) to open a picker with one-tap chips.
- 3
Jump to a pay period
The popover offers This pay period, Last pay period, This month and Last month, aligned to your organisation’s pay cycle — so the payroll-critical windows are one tap away.
- 4
Or set a custom range
Enter a From and To date and tap Apply range for any window you like.
The four queues
Shifts are grouped so the work-to-do rises to the top and the archive stays out of the way. Each group has a header checkbox to select everything in it.
- On the clock · needs closing
- Anyone still clocked in during this window. A forgotten clock-out shows here so you can close it — these are never counted in the period’s hours or value until closed.
- Needs review
- Flagged shifts, with the reason (e.g. the geofence flag) shown on the row.
- Awaiting approval
- Closed and edited shifts ready to sign off.
- Approved
- The signed-off archive. It’s paged (20 at a time) with prev/next controls, because it grows without limit.
What each row shows
- The person, the day and the clocked time range, and the site.
- A flag reason in red if the shift was flagged (for example a clock-in outside the geofence).
- The clock-in method when it wasn’t GPS — ‘QR code’, ‘Manual’ or ‘Kiosk’ — so you can see how the time was captured.
- On the right: gross pay, paid hours, and overtime hours if any. An open shift shows ‘On the clock’ instead.
- A status chip: On shift, Awaiting approval, Edited, Approved or Needs review.
Approving hours
Approving locks a shift as the figure of record. Only approved hours are eligible for the payroll export, so you never export something you haven’t signed off.
The three ways to approve
- Approve (per row)
- The green Approve button on any closed or flagged shift signs off that one.
- Approve N clean
- The header button approves every shift currently awaiting approval in the window in one go.
- Approve N (selected)
- Tick rows, then use Approve N in the selection bar to sign off exactly those. Open shifts can’t be selected for approval — they must be closed first.
Fixing a shift with a reason
Tap Edit on any settled shift to correct it. Pay is recomputed server-side from what you enter, and the change is logged.
What the edit form lets you change
- Date
- Move the shift to another day (can’t be in the future).
- Clock in / Clock out
- Correct the times. Overnight shifts are handled automatically.
- Break (minutes)
- Adjust the unpaid break. Only re-priced if you actually change it.
- Hourly rate (£)
- Correct a wrong setup rate for this shift. A ‘Use £X’ shortcut fills in the person’s profile rate for that date — recalculated if the date lands on a bank holiday.
- Reason for the edit
- Required. Recorded in the audit log and shown to the employee. Save & record stays disabled until you give one.
Closing a forgotten clock-out
- 1
Find it in ‘On the clock · needs closing’
Open shifts are surfaced at the top of the list instead of being hidden.
- 2
Tap ‘Close shift’
On an open shift the Edit button becomes ‘Close shift’ and the clock-out defaults to now — so closing it is one tap.
- 3
Adjust the time and give a reason
Set the real finish time (e.g. from till receipts) and record why, then Save & record.
Adding a shift that was never clocked
Use Add shift (top right) for a shift that never made it into the system — someone forgot to clock in, a kiosk was down, or you’re correcting the record.
- 1
Pick the person and site
Both are required. If you have no active employees yet, the form points you to People first.
- 2
Set the date and times
Choose the day (not in the future) and the clock-in/out times.
- 3
Set the break
The break defaults to your organisation’s default. A live ‘≈ Xh paid’ estimate shows the resulting paid hours, and notes if breaks are paid at that site.
- 4
Add an optional note
A reason/note is recorded in the audit log — handy evidence (‘CCTV confirms 9–5’).
- 5
Choose whether to approve now
The ‘Approve straight away’ toggle is on by default. Turn it off to drop the shift into the approval queue for a second check instead.
Deleting a shift
- 1
Tap the bin icon
On any row, or use Delete N in the selection bar for several at once.
- 2
Give a reason
A reason is mandatory — it’s audited and shown to the affected employee.
- 3
Confirm
Deleted shifts are removed from pay and reports, and the employees are notified.
Bulk actions
- Tick individual rows, or use a group header checkbox to select an entire queue.
- A sticky bar shows ‘N selected’ with Approve N, Delete N and Clear.
- Selection is scoped to the visible window and clears whenever you change the period.
The Payroll summary tab
Switch the toggle from Timesheet to Payroll summary for a read-off breakdown of the period — one row per person with total hours, overtime, holiday pay, the 12.07% rolled-up line, tips, SSP and gross, plus a totals row. It counts approved hours only, so it’s exactly what’s payable. Print / PDF produces a clean sheet for whoever keys pay in by hand.