When a staff member clocks out, the Staff Rota builds a timesheet for that shift — the scheduled hours next to what was actually worked. A manager reviews each one and approves it (or rejects it) before it can be paid.
Open a area's Rota tab, then go to Timesheets. The page shows the last 4 weeks: one row per shift with columns for Staff, Date, Clock in/out, Scheduled, Worked, Flags and Decision.
Reading the row
Scheduled is the planned shift length; Worked is the time between clock-in and clock-out (minus any unpaid break).
Flags highlight a Late clock-in or an Early finish, so you can spot rows that need a closer look.
Rows that are still waiting show Approve and Reject buttons; rows already decided show an approved or rejected badge instead.
Adjusting worked minutes
On a pending row, the Worked column is an editable box (in minutes). If the clocked time isn't quite right — for example a forgotten clock-out — type the correct worked minutes before you press Approve. The system recalculates paid time, keeping any paid-break component. You can only adjust when approving.
What approving does
Approving locks in the hours and notifies the staff member that their hours have been approved. Rejecting marks the timesheet as needing attention and tells the staff member to check with you — use it when the hours look wrong and need sorting out face to face rather than a quiet edit.
What feeds payroll
A payroll run only counts approved timesheets, using each shift's paid minutes. Pending and rejected timesheets are left out, so clear the queue before running payroll. The Rota overview shows a Timesheets total and a per-area badge so you can find anything still waiting.
- 1Open the area's **Rota** tab and select **Timesheets**
- 2Check each pending row: **Scheduled** vs **Worked**, plus any **Late** or **Early** flag
- 3If the worked time is wrong, type the correct minutes into the **Worked** box
- 4Press **Approve** to confirm the hours, or **Reject** if they need querying with the staff member
- 5Repeat until the queue is clear, then run payroll
- Use the **Rota overview** Timesheets total and the violet per-area badge to jump straight to anything awaiting approval.
- Reject (rather than silently editing) when hours genuinely look wrong — it prompts the staff member to check in with you.
- Approve before a payroll run: only approved timesheets are picked up.