Guides / For managers

Rosters, clock-in and the timesheet

The weekly loop: publish a roster, let the tablet collect the truth, reconcile the two, send it to payroll.

About 12 minutes

1. Build the roster

   Time → Schedule. Add shifts by person and day. Approved holidays are already blocked out, so you can't accidentally roster someone who is in Spain.

2. Copy it forward

   Once a week is right, copy it to the next. Adjust the exceptions. This is the step that turns two hours into ten minutes.

3. Staff clock in on the tablet

   They tap their name and enter their PIN. The time is stamped at the tap, not when it reaches us, so an outage doesn't move anybody's start time.

4. Review the timesheet

   Time → Timesheet puts clocked time against rostered time with your break rules applied. Differences are shown, not silently resolved: someone who clocked in 40 minutes early is a question, not a pay rise.

5. Fix what's wrong, then lock

   Edit an entry where it's genuinely wrong and the change is recorded against your name. Then lock the period. Locking is what makes it evidence rather than a spreadsheet.

6. Export for payroll

   Export the CSV and hand it to whoever runs your payroll. Check it before anyone is paid. The software calculates; you are the one who is responsible for what lands in someone's account.

When it doesn't go to plan

• Someone forgot to clock out. Edit the entry on the timesheet. The original stays in the audit trail underneath. That's deliberate, and it's what protects you if the shift is ever disputed.
• The tablet says the venue is unavailable. It's lost its pairing. Re-pair it under Time → Settings → Kiosk; queued punches are kept and go up when it reconnects.
• Hours look wrong across the board. It's almost always the break rules rather than the clocks. Check Time → Settings → Breaks against your contracts.

Stuck on something that isn't here? Mail hello@hospitech.ie and tell us what you were trying to do. The gap is ours, not yours.

← All guides