Timesheets are approved in the Console by people with the Approve timesheets permission at the location. Admins have it by default. Open Shifts & hours and choose the Timesheets tab. When a pay period ends, the people who approve timesheets at each location are told once.
Read a pay period
Choose the Location and move between pay periods with the arrows. The pay period is set under Settings: weekly, twice a month, or monthly from a day you choose.
Each row is one person at this location: hours Planned and Worked, hours worked on holidays, their Flags, and the timesheet's Status. Above the list it says how many are approved and who is not, so you know what the export will leave out.
How hours are counted:
What was planned is the person's published shifts here. On days with no shift, their work pattern's hours count, unless it is a holiday or they were away all day.
What was worked runs from the clock-in to the clock-out, less the planned unpaid break. If they clocked in early, it counts from the shift's start, unless your settings say otherwise.
A stretch that is still open, or missing its clock-out, counts nothing until it is mended.
Flags
Late and Left early: past the grace minutes in Settings.
Missed: planned time that has ended with nothing recorded.
Unscheduled: time recorded with nothing planned.
Missing clock-out: the person did not clock out.
Added by employee: the person entered it afterwards.
No photo: the site device was meant to take one and none came.
Adjusted and Excused: a manager changed or excused it. These only say so.
Mend a timesheet
Choose Open on a row to see the person's days.
Adjust an entry to change the times that count, or its unpaid break. Give a reason. The times recorded when the person tapped are kept beside yours.
Add entry for time that was never recorded, with a reason.
Excused clears a day's late, left early and missed flags with one tap. It takes no reason or category. A pattern day that needs no clock-in then counts nothing.
Return sends the timesheet back to the person with your reason. They see it under My hours, mend what they can and submit it again.
Submit for them submits it for someone, once the period has ended.
Approve
Choose Approve on a timesheet once its period has ended. The hours as they stand are what payroll is given. The timesheet is then locked: nobody can change, add to or excuse its days, and a work pattern change that reaches them is refused. Reopen unlocks it, with a reason. If it was already exported, it says when, and the next export marks it as changed after export.
Approve all without flags approves every timesheet in the period with nothing to look at. Timesheets with a flag, someone still clocked in, or your own are left for you.
Nobody approves their own timesheet, an Owner included. Another person with Approve timesheets does.
Export for payroll
Export detail gives a row for each entry, and for each planned day with no entry.
Export totals gives a row for each person at each location.
Both export approved timesheets only. Each row has the payroll code, the person, the location, local times, the unpaid break, minutes and hours worked, holiday minutes, the flags, who approved it and when, and whether it changed after an earlier export.
The file is a CSV with a byte-order mark, so Excel reads names in any language. Hours are given to two decimal places, and nothing is negative. Shifts & Hours records hours; your payroll works out what people are paid.