Help Center

Understanding the Interface

The Summary page acts as your central hub for finalizing payroll and reviewing staff attendance. It aggregates approved work hours, leave requests, and public holiday data into a single, comprehensive grid. Unlike the Roster view, which shows shifts, this view focuses on billable hours and pay entitlements.

Controlling the Date Range

At the top of the page, you will find a dual-handle slider tool alongside standard date pickers. The slider allows for rapid navigation of the last 60 days, letting you quickly adjust the viewable window without clicking through a calendar. Dragging the handles adjusts the start and end dates in real-time.

For specific payroll periods that fall outside the 60-day slider window, click directly on the date text inputs to open the calendar selection tool. The system automatically caches your selected date range, so if you navigate away and return, your previous view is restored immediately.

Visual Indicators and Approvals

The table uses visual cues to highlight the status of specific days. You may notice a small dot appearing next to certain dates in the table header. This is the "Unapproved Indicator," which signals that there are shifts on that day that have not yet been approved in the Timesheets section. It is recommended to ensure all days are clear of these indicators before performing payroll exports.

Hours and Positions

The main cells in the grid display the total hours worked by an employee for that day. If an employee worked multiple positions, hovering your mouse over the hour figure triggers a tooltip. This tooltip breaks down the total into specific roles (e.g., "Chef: 4h, Manager: 4h") and displays the effective hourly rates for those positions if you have the appropriate permissions.

Leave and Public Holidays

Leave data is integrated directly into the grid using colored letter codes. For example, "A" represents Annual Leave, "S" for Sick Leave, and "HW" for Public Holiday Worked. A detailed legend is available at the bottom of the table to help you decode these symbols.

The system distinguishes between standard leave and public holidays. If an employee works on a public holiday, you may see "HW + TL," indicating they worked the holiday and earned a Time-in-Lieu day. Conversely, "HNW" indicates a Public Holiday Not Worked, where the employee is paid for the day off. Mixed days, where an employee works part of the day and takes leave for the rest, are highlighted in a distinct orange color to draw attention to the split.

Choosing the Right Format

When you click "Export to CSV," you are presented with three distinct formatting options designed for different reporting needs.

Combined Hours & Leave

This is the standard report format. It generates a single table where work hours and leave hours are merged into the same view. Leave types are indicated with symbols within the cells, matching the on-screen display. This is best used for a high-level overview of total staff activity.

Separate Hours & Leave Tables

This option generates a file with two distinct sections. The first section lists only worked hours, providing a clean view of labor. The second section is a dedicated leave report that provides granular detail, including the specific reason for leave, the type, and the exact hours allocated. This format is ideal for HR auditing purposes.

Combined + Leave Detail

This is the most comprehensive report. It includes the main summary table for quick reference, followed by the detailed leave breakdown table. Use this format when you need to send a single file to a stakeholder that contains every piece of available data.

Xero Integration

The Xero integration offers a direct API connection rather than a simple file download. When you select Xero, the system first checks your connection status. If you are connected to multiple Xero organizations, you will be prompted to select the correct tenant for the data export.

Before data is sent, the system performs an "Employee Matching" check. It compares your local employee records with Xero's payroll records using names and email addresses. You will be presented with a matching screen where you can drag-and-drop local employees onto their Xero counterparts to ensure hours are assigned to the correct person. You must also map your "Ordinary Hours" and "Public Holiday" earning rates to the corresponding pay items in Xero.

Once exported, timesheets appear in Xero with a "Draft" status, allowing your payroll administrator to review them before final approval.

PayHero and MYOB

For PayHero and MYOB users, the system generates formatted CSV files compatible with their respective import tools. The MYOB export formats dates as DD/MM/YYYY and breaks down hours into Ordinary, Annual Leave, Sick Leave, and Time in Lieu categories automatically. The PayHero export includes public holiday logic, distinguishing between "Public Hol W" (Worked) and "Public Hol NW" (Not Worked) to ensure correct pay rates are applied upon import.

Generating Payment Files

The "Export Bank Batch" feature allows you to generate payment files for direct uploading to your business banking platform. This is useful for processing wages directly without an intermediary payroll system. You can choose between the standard ABA format (Direct Entry) or the Westpac CSV format.

Estimated Calculations

Before the file is downloaded, the system presents a summary modal. This modal performs an estimated calculation of Net Pay. It takes the gross pay (Hours × Hourly Rate) and subtracts estimated PAYE tax based on the employee's tax code (M, ME, SB, etc.) and their KiwiSaver contributions. It also calculates the Employer's KiwiSaver contribution and ESCT.

Important: These figures are estimates intended for generating the bank transfer amounts. While the system uses standard tax logic, it may not account for student loans, child support, or specific tax adjustments. Always verify these totals against your official payroll records before processing payment.

Employees Missing from Xero Export

If the Xero export fails or reports missing employees, it usually means the system could not automatically match a local employee to a Xero payroll record. Ensure the employee has a valid "Payroll Employee ID" entered in their profile settings. Alternatively, during the export process, use the manual drag-and-drop matching tool to link the profiles explicitly.

Bank Batch Missing Data

If you receive a warning that employees are missing information during a bank batch export, check their profile details. For the calculation to work, an employee must have a valid Hourly Rate, Tax Code, and Bank Account Number entered in the system. Employees with zero hours for the period are automatically excluded from the batch file.

Unapproved Hours Warning

If you see a red dot on a date header, it means hours exist for that day that haven't been approved by a manager. While you can still export data with unapproved hours, it is best practice to review these days in the Timesheets section first to ensure accuracy.