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Add a timesheet by hand

Record a shift someone worked without clocking in, from scratch or from the rota’s hours, on the web or the iPhone.

Who can do this: Supervisors, Location Managers and Admins by default (the “Edit clock-in and clock-out times” permission). Employees cannot.

Web and iPhoneChecked

On this page

Use this when someone worked and there is no clock-in to show for it: a dead phone, a forgotten clock-in. A timesheet you add is approved as you add it, in your name.

From a shift on the rota

A shift on a published rota that ended with no clock-in is listed among the week’s timesheets as Absent. If they did work it, this is the quickest way.

On the web

Go to Rota & team, then Timesheets

  1. Click the Absent row. The panel shows the rota’s times and No clock-in.
  2. Under They worked it, type the break in Break (min) if they took one.
  3. Press Add timesheet for rota hours. It says Timesheet added.

On the phone

  1. Open Team, choose Timesheets, and tap the Absent row.
  2. Under They worked it, type the break in Break min and press Add rota hours. It says Timesheet added.

From scratch

On the web, with any times

Go to Rota & team, then Timesheets

  1. Press Add timesheet. A box headed Add a timesheet opens.
  2. Choose the person under Who.
  3. Set the Date, Start and End. An end that is not later than the start is taken as the next day.
  4. Type the break in Break (min), and the reason under Why, such as “Phone was dead”.
  5. Press Add timesheet. It says Timesheet added.

On the phone, with any times

  1. Open Team, choose Timesheets, and step to the week the shift was in.
  2. Press Add. The Add a timesheet sheet opens.
  3. Pick the person under Who and the Day. The days offered are the ones in the week on show, up to today.
  4. Type Start and End in 24-hour time, the break under Break min, and the reason under Why.
  5. Press Add timesheet. It says Timesheet added, with the person’s name.

What happens next

The timesheet is in the week’s list as Approved, flagged By a manager. Its history begins Added by hand with your name, and the reason you gave is shown beside the clock times. It goes into the next payroll export like any other approved timesheet. If the times are wrong, edit it.

If it doesn’t work

“They already have a timesheet covering that time”
The person has a timesheet, or is still clocked in, across some of those times. Open that one and correct it instead. A discarded timesheet does not count.
“A timesheet can’t end in the future”
The end time has not happened yet. A timesheet is for a shift already worked.
“A shift can’t be longer than a day”
Start and end are more than 24 hours apart. Check the date and the times.
“The break is longer than the shift”
The break has to be shorter than the time between start and end.
On the phone: “This week hasn’t started”
You are on a week in the future. Step back to the week the shift was worked in.
There is no Add timesheet button
You do not have the “Edit clock-in and clock-out times” permission, or on the web the sidebar is set to all locations.

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