Audited timesheets

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.

app.wagepilot.co.uk/app/timesheets

The period at a glance #

Four cards across the top total the selected period so you can see what needs doing before you scroll.

Below them, a readiness card says either Ready for payroll or Not ready, with a button to show what needs action or approve what is waiting. Check before payroll at the top opens Payroll close.

Pick the week or pay period #

The stepper drives what you are looking at. Everything below it (the cards, the list, bulk selection) is scoped to that window.

1. 01

   Step week by week

   Use the arrows to move a week at a time. Next is capped at the current week. There are no timesheets in the future.

2. 02

   Open the range popover

   Tap the centre label to open a picker with one-tap presets.

3. 03

   Jump to a pay period

   Presets include This pay period, Last pay period, This month and Last month, aligned to your organisation’s pay cycle.

4. 04

   Or set a custom range

   Enter a From and To date and tap Apply range for any window you like.

Filtering the list #

• The status control filters by Needs action, On the clock, Flagged, Awaiting, Approved or All, each with a count.
• Narrow by site or person, or search by person or site name.
• The list is paginated, so a busy period never renders all at once.

What each row shows #

• The person, date, times, site, break, paid hours, estimated pay and status. Sort by person, date, hours or pay, and tap the person to open the full shift breakdown.
• An Exceptions column with chips such as Missing clock-out, Overlong, No location, Outside site, Auto break, No break, Overtime and School age. Hover a chip for what it means.
• Row actions: Close shift on an open shift, Fix where an exception can be fixed, Edit, Approve and delete.

Approving hours #

Approving signs a shift off as the figure of record. Only approved hours go into the CSVs and the payroll export, so you never export something you haven’t signed off.

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.

Closing a forgotten clock-out #

1. 01

   Find it under ‘On the clock’

   Open shifts carry a Missing clock-out chip and count under Needs action.

2. 02

   Tap ‘Close shift’

   On an open shift the row action is ‘Close shift’, and the clock-out defaults to now.

3. 03

   Adjust the time and give a reason

   Set the real finish time (for example from a site log or CCTV) 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. 01

   Pick the person and site

   Employee and Location are both required. You can also pick the Rota shift it belongs to.

2. 02

   Set the date and times

   Choose the day (not in the future) and the clock-in/out times.

3. 03

   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. 04

   Add a reason or note

   Recorded in the audit log, handy evidence (‘CCTV confirms 9 to 5’). If the date is in a closed pay period you are asked to reopen it first.

5. 05

   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. 01

   Tap the bin icon

   On any row, or use Delete N in the selection bar for several at once.

2. 02

   Give a reason

   A reason is mandatory: it’s audited and shown to the affected employee.

3. 03

   Confirm

   Deleted shifts are removed from pay and reports, and the employees are notified.

Bulk actions #

• Tick individual rows, or the header checkbox to select the page.
• A bar shows Approve N, Delete and Clear.

The Payroll summary view #

Switch from Review to Payroll summary for one row per person with hours, holiday pay, the 12.07% rolled-up line, SSP, tips and totals for the period. It counts approved hours only. Print or save PDF produces a clean sheet for whoever keys pay in by hand. These are estimates for your own payroll.

Long shifts with no break #

Adults working more than 6 hours are entitled to a 20-minute rest break (Working Time Regulations 1998 reg 12). If your automatic unpaid break is off and 3 or more shifts over 6 hours in the last 14 days had no break recorded, the Dashboard shows a card saying how many, and that they were paid in full. Set up breaks opens Settings, where Deduct this break automatically takes a break off long shifts when nobody records one. Individual shifts also show a No break chip here and a Break too short exception.

Why the audit trail matters #