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Timesheets

Hours worked per person per job, approved before they cost anything.

Timesheets

What it is

Timesheets is every shift across every job and location: who signed in, where, for how long, and whether those hours have been signed off. It is where site attendance turns into payroll and into job cost. The person who runs payroll or the books uses it on a Friday; the site manager uses it to tidy up the week.

Before you start

  • The Timesheets module must be on for you (Settings → Team Modules).
  • Editing a shift needs the Timesheets edit permission. Approving needs the separate Approve hours permission.
  • Shifts come from people signing in: at a job's own QR (see Site sign-in) or at a workshop or office QR (see Sign-in Locations). Crew need a PIN from the Crew Roster.
  • For hours to become job cost, the person needs a cost rate on the Crew Roster.
  • Day boundaries follow the organisation's timezone, shown in the filters. An admin can change it there.

How to

Clear the rows that need attention

  1. The Needs attention block at the top holds open shifts, shifts Base closed automatically because nobody signed out, and shifts by self-added crew nobody has verified.
  2. Check each one. An auto-closed shift shows auto beside its end time: the end was a guess, so correct it before approving.

Fix a shift

  1. Hover the row and press the pencil.
  2. Change the start, end, break minutes or, for a shift that was not on a job, what the time was for (workshop, office, estimating, travel, training, leave, sick). Press the tick.

Every field you change is written to an audit trail. If you change the times without touching the break, the standard break rule applies to the new length: 30 minutes unpaid over 5 hours. An end before the start is refused. A shift already posted to job cost cannot be edited.

Approve hours

  1. Press approve on a shift, or Approve N in the filter bar to approve every closed crew shift in the window at once.
  2. To take an approval back, press the green approved pill.

Approving is what turns hours into money. The notice confirms how many were approved and says they will post to job cost on the next run. An approved shift that has already posted shows a lock and cannot be un-approved; reverse the cost entry on the job first if it is wrong.

Filter and export for payroll

  1. Set From and To (the window opens on the last 14 days) and narrow by Project, Crew member, Staff type, Location (a workshop or office, or "Site" for job QRs) or Type (crew, visitors or both).
  2. Press Export CSV.

The file carries the same window and filters: date, name, project, location, start, end, break, payable hours, and flags for auto-closed, unverified and edited rows.

What happens on its own

  • A shift left open past the end of its start day is closed automatically each hour and flagged for review.
  • Payable time is the shift length less the unpaid break. The break is 30 minutes once a shift passes 5 hours, applied at sign-out and at auto-close.
  • Approved, closed crew shifts are posted to job cost on the hourly finance run: one labour cost line per job per week at each person's cost rate, approved already because a person approved the hours. Time that was not on a job (workshop, office, leave and so on) posts to the business's overheads on the matching overhead cost code instead.
  • A later approval for a week already posted adds to that week's line rather than opening a second one.
  • Each approval raises an event, so an automation can act on it.
  • The assistant can read shifts, edit one (with the same audit trail) and approve hours when you say so. It never approves on its own.

Things that surprise people

  • Nothing costs to a job until a person approves it. Unapproved hours sit here indefinitely and never reach a budget.
  • A person with no cost rate is skipped entirely, with their count reported in the run, rather than costed at $0. Set the rate on the Crew Roster.
  • Approve N never includes an auto-closed shift. Each of those is approved on its own row once you have checked the end time, and the notice tells you how many were left out.
  • Visitor and subcontractor shifts never post. Their cost reaches the job through purchase orders and bills, and counting both would charge the job twice. Their rows show a dash where approval would be.
  • Posted hours are never repriced when a cost rate changes.
  • Wages carry no GST. Labour cost lines are ex GST with nothing to back out.
  • The window shows at most 500 shifts and warns when it hit that cap; narrow the dates to see the rest.