Timesheets record the hours your team actually worked, ready to approve for payroll. Time off is how people ask for days away, and how you approve them. Working hours themselves are covered in Set working hours and shift patterns.
Before you start
- Who can do it: timesheets need permission to manage scheduling. Anyone whose role includes time off can request it. The Time-off approvers named in Settings approve it; with none named, admins, owners and anyone who manages time off for the whole business do.
- Choose how hours are recorded. On Team → Scheduling → Timesheets, select Payroll settings (see below).
Approve the week's timesheets
Open Timesheets
Go to Team → Scheduling and open Timesheets.
Check the hours
Use Filters to narrow by Status or Team member. Select a row to see clock-in and clock-out, breaks, and paid time.
Fix anything wrong
In a timesheet, select Edit to correct the times. For a missed clock-in, select Add timesheet, choose the Team member and Date, and enter Clocked in and Clocked out.
Approve
Select Approve eligible, or Approve on one timesheet. Approved timesheets are locked and go into payroll.
| Status | Meaning |
|---|---|
| Clocked in | They're working now |
| Clocked out | Finished, not checked yet |
| Edited | Changed by a manager |
| Approved | Signed off and locked for payroll |
| Voided | Removed from payroll but kept on record |
To share a week, open Actions and choose Export this week to CSV.
Payroll settings
| Setting | Choices |
|---|---|
| Clock mode | Staff clock in & out (they tap Clock in on Today) or Automatic from shifts (hours follow their scheduled shift) |
| Pay basis | Actual time between clocking in and out, minus unpaid breaks, or Scheduled hours |
Select Save settings. Changes apply to new timesheets; recorded ones keep their basis. Team members see their own hours under My hours. See See your own hours.
Request and approve time off
Request it
Go to Operations → Time off and select Request time off. Choose the Type (Vacation, Sick day, Personal day, Unpaid leave or Other), the Dates, and a Reason (optional). Select Submit request.
If you approve time off, you can also choose a Team member in the panel to add time off for them. It's approved as soon as you select Add time off, and they're told straight away.
Review it
Managers see it under Waiting on you, with how many teammates are also off then.
Approve or decline
Select Approve or Decline, with a note if you like. Approving blocks those dates on the calendar.
The page shows your Allotted, Approved, Pending and Remaining days. Only paid vacation counts against the allowance; sick, personal and unpaid days are tracked separately. When Team time-off visibility is on in Settings, Who's off shows the team's time off, with names and dates only.
Which days count as working days, the request types, and who's emailed about requests are set under Settings → Team & access → Time off & notifications.
Check it worked
Approved timesheets show Approved and appear in the pay run. Approved time off shows on the calendar as blocked, and the person's Remaining goes down.
If something goes wrong
"Nothing to approve"
There are no clocked-out or edited timesheets in this view. Check the week and Filters.
Someone forgot to clock out
Open their timesheet, select Edit, and set the clock-out time. Then approve it.
An approved timesheet is wrong
Approved timesheets are locked for payroll. Ask an admin; changing a timesheet in a closed pay run needs extra permission.