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The Timesheets page automatically matches employee clock records with their scheduled shifts. You can navigate between weeks using the arrow buttons and select different days to review.

Week Navigation

Use the left and right arrow buttons to move between weeks. The current week is labeled as "Current Week", while past and future weeks show how many weeks ago or from now they are.

Day Selection

Click on any day (Mon-Sun) in the week header to view timesheet data for that specific day. The selected day will be highlighted in green.

Three Main Tables

The Timesheets page is organized into three main tables. The Clock Records for Shifts table shows employees with scheduled shifts and their clock in/out times. The No Shift Clock Records table shows clock records that don't match any scheduled shift. The Manual Time Records table allows you to manually add time entries for employees.

Search Bar

Type an employee's first or last name in the search bar to quickly find their records across all three tables.

Sort Dropdown

Choose how to sort employee records using the dropdown. Roster Order shows employees in the same order as your roster template. First Name (A-Z) sorts alphabetically by first name, while First Name (Z-A) sorts in reverse alphabetical order by first name. Last Name (A-Z) and Last Name (Z-A) provide alphabetical and reverse alphabetical sorting by last name. Your sort preference is automatically saved for future sessions.

Filter by Position

Use the position filter dropdown to show only employees in specific positions, such as only nurses or only reception staff.

Clock In/Out Times

The timesheet shows both scheduled shift times and actual clock in/out times. Shift Start and End display the scheduled times from your roster, while Clock In and Out show the actual times employees clocked in and out.

Time Status Indicators

Pending indicates the shift hasn't ended yet or clock records aren't available. N/A means no clock record was found for this shift. When an actual time is recorded, it displays the specific clock in/out time such as "09:03 am".

Clock Reason Icons

Blue information icons next to clock times indicate the employee provided a reason when clocking in or out, such as "Traffic delay". Hover over the icon to see the reason.

Face Match Confidence

Colored face icons show the facial recognition confidence score. Green indicates a high confidence match between 80-100%. Yellow or orange indicates medium confidence between 50-79%. Red indicates low confidence below 50%. Click on the face icon to view the photo taken during clock in/out.

When Times Become Editable

Clock in/out times become editable (shown in red) 2 hours after the shift end time. This prevents premature editing while shifts are still in progress.

How to Edit Times

Wait until the time appears in red indicating the editable state. Click on the red clock in or clock out time, and a time picker modal will appear. Select the correct time using the 24-hour format picker and click "Set Time" to save. The page will automatically recalculate elapsed time and pay.

What Happens After Editing

When you edit a clock time, the system automatically recalculates the total elapsed time, updates the paid hours accounting for breaks, and adjusts pay options if the hours changed significantly.

Remember to save your changes using the save button in the bottom right corner.

Understanding Pay Options

Each shift has up to two pay options you can choose from.

SHIFT HRS

This option pays the employee for their scheduled shift hours, regardless of when they actually clocked in/out. This is useful when the employee forgot to clock in/out but worked their full shift, when the clock system had technical issues, or when you want to honor the scheduled hours despite minor timing differences.

EXTENDED / REDUCED / NO SHOW

This option pays based on actual clock in/out times. EXTENDED means the employee worked longer than scheduled. REDUCED means the employee worked less than scheduled. NO SHOW indicates no matching clock out was found. NO IN indicates no clock in was found.

SAME HOURS

When shift hours and actual hours are identical, only one option appears labeled "SAME HOURS" in green.

Selecting a Pay Option

Click on the pay option you want to approve and it will turn green. You can change your selection by clicking a different option. Click the same option again to deselect it. Only rows with a selected pay option will be included in payroll.

Automatic Break Deductions

All pay calculations automatically deduct unpaid meal breaks. For shifts between 4-12 hours worked, one 30-minute break is deducted. For shifts over 12 hours worked, two 30-minute breaks are deducted.

When to Use Adjustments

Hour adjustments allow you to add or subtract time from the selected pay option. Common uses include adding time for work done outside of scheduled shifts, compensating for missed breaks, deducting time for extended personal breaks, and making corrections for clock system errors.

How to Adjust Hours

First, you must select a pay option before adjusting. You need to choose either SHIFT HRS or actual hours. Then click the minus button to reduce hours by 0.25 (15 minutes), or click the plus button to add hours by 0.25 (15 minutes). Continue clicking to adjust in 15-minute increments. The adjustment value shows in the middle, such as "+0.50h" or "-0.25h".

Adjustment Examples

If an employee worked 8.00 hours and you need to add 30 minutes of overtime, click the plus button twice to show "+0.50h". To deduct 15 minutes for late arrival, click the minus button once to show "-0.25h". To reset an adjustment, click until it returns to "0.00h".

Adjustments are added to the selected pay option. If you switch pay options, the adjustment remains and applies to the new selection.

Purpose of Notes

Notes help document special circumstances, adjustments, or important information about a shift. They appear in payroll reports and approved hours records.

Adding or Editing a Note

Click the note icon (speech bubble with plus sign) in the Adjustment column. A modal will appear with a text area where you can type your note.

Note Indicators

A gray icon indicates no note has been added. A green icon indicates a note exists for this shift.

Common Note Examples

Notes might include information such as "Covered emergency shift for John - approved overtime", "Adjusted for 30 min unpaid personal break", "Clock system error - verified with security footage", or "Training session 2:00-3:00pm included". Notes are especially helpful when making manual adjustments or approving unusual pay scenarios.

When to Use Manual Records

Manual time records are useful for employees who forgot to clock in/out entirely, for work done outside of scheduled shifts, for recording time for employees without access to the clock system, for correcting major clock system failures, and for adding shifts that weren't originally rostered.

Creating a Manual Record

Scroll to the "Manual Time Records" table and click the + button below the table. A new blank row will appear. Fill in the required information including the employee (click to select from the searchable dropdown), the position they worked (click to select), the clock in time (click "Set Time" and choose start time), and the clock out time (click "Set Time" and choose end time). The system automatically calculates elapsed time and pay. Select the pay option which will be labeled "MANUAL", add adjustments or notes if needed, and click Save to preserve the record.

Deleting a Manual Record

Right-click anywhere on the row you want to delete and select "Delete Row" from the context menu. The row will be immediately removed. Click Save to confirm the deletion.

Searching in Dropdowns

When selecting an employee or position, you can type to search. Click on the dropdown and start typing the name (first or last name for employees). The list will filter as you type, and you can click the highlighted result or press Enter to select.

What are Unpaired Records?

The "No Shift Clock Records" table shows clock in/out records that couldn't be automatically matched to a scheduled shift. This happens when an employee worked outside their scheduled hours, when an employee clocked in for a shift that wasn't on the roster, when the clock time was too far from the scheduled time (more than 2 hours difference), or when an employee covered someone else's shift.

Types of Unpaired Records

Paired Clock In/Out records show both a clock in and clock out time. The system automatically calculates elapsed time and pay options for these.

Unpaired Single Records occur when either Clock In Only (NO OUT) is recorded, meaning the employee clocked in but no matching clock out was found, or Clock Out Only (NO IN) is recorded, meaning the employee clocked out but no matching clock in was found.

Processing Unpaired Records

First, select a position by clicking the position dropdown to assign the position they worked. Review the clock in/out times to check they are correct. Select the pay option to approve, which is usually labeled "NO MATCHING SHIFT". Add adjustments using the +/- buttons if needed. Add notes to document why this shift was unscheduled. Finally, click the save button to preserve your decisions.

Special Timing Rules

Unpaired records have special editability rules to prevent premature approval. Paired records become editable 1 hour after clock out. Clock in only records become editable 16 hours and 15 minutes after clock in. This prevents approving incomplete shifts or making decisions before all information is available.

When to Save

You should save after selecting or changing pay options, adding or modifying hour adjustments, adding or editing notes, editing clock in/out times, creating, editing, or deleting manual time records, and assigning positions to unpaired clock records.

How to Save

There are two ways to save your changes. You can click the green save icon in the bottom right corner, or use the keyboard shortcut Ctrl+S (Windows) or Cmd+S (Mac).

Unsaved Changes Warning

If you try to leave the page or switch days with unsaved changes, you'll see a warning with three options. "Save & Continue" saves your changes and proceeds with navigation. "Continue Without Save" discards changes and navigates away. The X button returns to the page without saving or navigating.

What Gets Saved

Saving preserves all your decisions but does NOT approve the day for payroll. To approve, see the "Approving Days" section.

Save frequently, especially before switching days or navigating away from the page.

What is Day Approval?

Approving a day finalizes all timesheet decisions for that date and locks it for editing. Approved hours are then available for payroll processing and reporting.

When to Approve

Only approve a day when all shifts have been reviewed, pay options are selected for all shifts you want to pay, all adjustments and notes are added, manual time records are complete, and you're confident the data is accurate and ready for payroll.

How to Approve a Day

Complete all timesheet edits for the day and click the save button if you haven't already. Click the green checkmark icon in the bottom right corner. The system will automatically save and then process approval. A success message will appear confirming approval, and the checkmark will turn into a red X icon.

What Happens When You Approve

The system processes all shifts with selected pay options and calculates total paid hours including adjustments and minus breaks. It handles overnight shifts by splitting hours across dates correctly. Hours are grouped by employee and position, and the system records who approved and when. The day is locked from further editing, and hours become available in payroll reports.

Overnight Shift Handling

For shifts that span midnight (such as 11:00 PM to 7:00 AM), the system intelligently splits hours between the two calendar dates. Breaks are assigned to the correct day based on when thresholds are reached, ensuring payroll hours match the calendar dates worked.

What Doesn't Get Approved

Shifts without a selected pay option are skipped during approval. This lets you partially approve a day if needed.

Once approved, the day is locked. You must unapprove to make changes.

When to Unapprove

You might need to unapprove a day to correct a mistake in pay calculations, add a shift that was missed, change an adjustment or note, update clock times after reviewing with the employee, or modify position assignments.

How to Unapprove

Navigate to the approved day, which will show approval details in green. Click the red X icon in the bottom right corner. A confirmation dialog will show who approved and when. Click "OK" to confirm unapproval. The day is now unlocked and editable again, and the red X changes back to a green checkmark.

What Happens When You Unapprove

All approved hours for that day are deleted from payroll records. The day becomes editable again. Your original pay selections, adjustments, and notes remain. You can make changes and re-approve when ready.

Visual Indicators

Approved days show a green info box with a checkmark and "Day Approved" label, who approved the day, and the date and time of approval.

If payroll has already been processed using this day's data, coordinate with your payroll team before unapproving.

What Are Locked Days?

When a day is approved, it becomes locked to prevent accidental changes. Locked days have reduced functionality to protect approved payroll data.

What You Can't Do on Locked Days

On locked days, you cannot select or change pay options, add or modify hour adjustments, edit clock in/out times, create or delete manual time records, modify position assignments, or save changes since the save button is disabled.

What You Can Still Do

On locked days, you can still view all timesheet data, read notes (but not edit them), see who approved and when, search and filter records, and switch between days.

Visual Indicators of Locked Days

Locked days display a green approval info box at the top. All interactive elements appear dimmed at 70% opacity. Buttons and controls don't respond to clicks. A red X icon replaces the green checkmark.

Unlocking a Day

To make changes to a locked day, you must unapprove it first. See the "Unapproving Days" section for instructions.

Public Holiday Detection

When you select a day that's a public holiday, a red warning banner appears at the top showing the holiday name. The system automatically identifies holidays based on your location's region.

Otherwise Working Day (OWD) Table

For public holidays, you'll see a special "Public Holiday Table" section. This tracks which employees would have normally worked that day, making them eligible for holiday pay.

When the Table Becomes Available

The holiday table is locked until both the holiday date has been approved AND the day before the holiday has been approved. This ensures accurate automatic calculations based on approved work patterns.

Using Auto-Fill

Approve both the holiday and the previous day, then scroll to the Public Holiday Table section. Click the "Auto-Fill" button. The system analyzes each employee's work pattern, whether they actually worked the holiday from approved hours, and their typical hours for that day of the week. Employees are added with "Worked" checked if they clocked in on the holiday, and average hours calculated from their pattern if they didn't work.

Manual Entries

You can also manually add employees to the holiday table. Click the + button below the table and select an employee from the dropdown. Check "Worked" if they worked the holiday. If unchecked, enter their typical hours for that day. Click "Save Holiday Table" when done.

Editing and Deleting Entries

To edit, click on the employee, checkbox, or hours to modify. To delete, right-click on a row and select "Delete Row". To clear all entries, click "Clear All" to remove all entries and start over.

Understanding the Columns

The Employee column shows who would normally work this day. The Worked column is checked if they actually worked the holiday. The Day's Avg Hours column shows their typical hours for this day and is disabled if they worked.

Why This Matters

This data is used for calculating statutory holiday pay entitlements, determining time-and-a-half versus alternative day compensation, and payroll reporting and compliance.

Always save the holiday table before navigating away or approving the day.

What Are Face Templates?

Face templates are reference photos used by the clock-in system to verify employee identity. Each employee can have up to 3 templates for improved recognition accuracy.

Viewing Clock-In Photos

Look for the colored face icon next to clock in/out times and click it to open the photo modal. View the photo taken during clock in/out and check the confidence score, which is color-coded.

Saving a Photo as Template

When viewing a clock-in photo, you'll see a "Save as Face Template" button if the employee has less than 3 templates or you want to replace an old template.

To save a template, open the photo modal by clicking a face icon and review the photo quality, ensuring it's clear, well-lit, and facing the camera. Click "Save as Face Template". The system will save to the first empty slot (1, 2, or 3), or if all slots are full, it will replace the oldest template. A success message shows how many slots are used, such as "2/3 slots used".

Template Quality Tips

Choose photos that are well-lit with the face clearly visible, facing directly toward the camera, not obscured by masks, sunglasses, or hats, have high confidence scores (indicated by green face icons), and are recent, especially if appearance has changed.

When to Update Templates

Update templates when you see low recognition confidence scores indicated by yellow or red icons, when an employee's appearance has changed due to a haircut, facial hair, or similar changes, when existing templates are old or poor quality, or when adding new employees who need face recognition setup.

How Templates Improve Recognition

Having multiple templates helps by capturing different lighting conditions, accounting for slight appearance variations, improving match confidence scores, and reducing false negatives. Aim for 3 quality templates per employee for optimal recognition accuracy.