Using timesheets

Timesheets tracks team member shifts. Owners and admins set it up in Settings → Timesheets. After it is on, team members can clock in from the account menu, and owners and admins can review the team from Timesheets.

How do I turn on Timesheets and set unpaid breaks?

Owners and admins turn on Timesheets in Settings → Timesheets. In the left sidebar, click Settings (at the bottom). In the settings menu, under Configuration, click Timesheets. While Timesheets is off, timesheet options are hidden for the team.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under Configuration, click Timesheets.
2. Turn on Timesheets.
3. In Unpaid breaks, set Break length to the minutes deducted from qualifying shifts.
4. Set Applies to shifts longer than to the shift length that triggers the deduction.

Settings save automatically. Use 0 for Break length when you do not want to deduct unpaid breaks. Break length accepts 0 to 240 minutes, and Applies to shifts longer than accepts 0 to 1440 minutes. Shifts at or under the threshold are paid in full.

How do I clock in and out?

Every team member clocks in and out from the account menu. Open the account menu at the bottom of the left sidebar, then use the timesheet section.

1. Open the account menu at the bottom of the left sidebar.
2. Select Clock in to start a shift.
3. When you finish working, open the account menu again.
4. Select Clock out.

When you are on the clock, the status changes to On the clock and shows a live timer. When you are off the clock, it shows today's payable time.

You can have only one open shift at a time. If a shift has been open for more than 12 hours, Clock out asks When did you finish? so you can choose the actual date and time you stopped working.

How do I review my own timesheet?

Use your personal My Timesheet page to review your own shifts and totals. Staff and clinicians can open the account menu at the bottom of the left sidebar, then click Timesheet.

The page opens to This week. Change the date range to update the totals and entries. Your totals show Shifts, Worked, Breaks and Payable. If an unpaid break rule is active, the page description shows the break length and the shift length it applies to.

The entries table shows each shift's Date, Shift, Note, Worked, Break and Payable time. Open shifts show a live duration and do not show payable time until they are closed.

How do I add or fix a time entry?

Open the account menu at the bottom of the left sidebar, then click Timesheet. Use Add entry on My Timesheet when you forgot to clock a shift. Use a row's Entry actions menu when an existing shift needs changing.

1. Open the account menu at the bottom of the left sidebar, then click Timesheet.
2. Select Add entry, or open Entry actions on a row and select Edit.
3. Set Date, Start and End.
4. Turn on Shift ends on a different day if the shift crosses midnight, then set End date.
5. Add a Note if needed.
6. Select Add entry or Save changes.

Manual entries are flagged Manual on the timesheet. Edited entries are flagged Edited, and the entry keeps its edit history. A time entry cannot start in the future, end before it starts, end in the future, overlap another shift, or be longer than 24 hours. Note can be up to 500 characters.

To remove a shift, open Entry actions, select Delete, then select Delete again. Deleting an open shift clocks the member out without recording any time for that shift.

How do owners and admins review team timesheets?

Owners and admins use Timesheets to review worked, break and payable time for the team. In the left sidebar, under Billing, click Timesheets. Staff and clinicians do not have access to the team breakdown.

1. In the left sidebar, under Billing, click Timesheets.
2. Choose the date range. The page starts on This week.
3. Review the team totals for Shifts, Worked, Breaks and Payable.
4. Select a member row to open that member's entries.
5. Use Add entry, Edit or Delete in the member panel when you need to correct time on their behalf.

The table shows Member, Status, Shifts, Worked, Breaks, Payable, Rate, Amount and Flags. Manual and Edited flags help owners and admins spot entries that were typed in or changed after the fact.

How do owners and admins set rates and export timesheets?

Owners and admins set hourly rates from Timesheets. In the left sidebar, under Billing, click Timesheets. Rates are used to calculate Amount from payable time.

1. In the left sidebar, under Billing, click Timesheets.
2. In a member's Rate column, select Set rate or the existing rate.
3. Enter the hourly rate in dollars.
4. Select Save rate.

Clear the rate field and select Save rate to remove the member's rate. Owners and admins can export the selected date range as CSV or Excel, and the export filename includes the date range.

What can't I do here?

Open the account menu at the bottom of the left sidebar for personal timesheet actions, or click Timesheets under Billing in the left sidebar for team timesheets. Timesheets has these limits:

• Staff and clinicians can see and edit only their own timesheet.
• Only owners and admins can open the team Timesheets page, set hourly rates, export team totals and change Settings → Timesheets.
• You cannot create a shift in the future.
• You cannot save a shift that ends before it starts, ends in the future, overlaps another shift, or is longer than 24 hours.
• You cannot have more than one open shift at the same time.
• You cannot use timesheet pages or account-menu actions while Timesheets is turned off.

Common questions

What happens if I forget to clock out?

If your shift has been open for more than 12 hours, Clock out asks When did you finish? Choose the date and time you actually stopped working, then select Clock out.

Do I need to clock out for lunch?

No break button is shown. Owners and admins can set one unpaid break rule in Settings → Timesheets by clicking Settings at the bottom of the left sidebar, then clicking Timesheets under Configuration. When the rule applies, break time is deducted automatically from longer shifts.

What does Manual mean on a time entry?

Manual means the entry was typed in with Add entry instead of created by clocking in and out live.

What does Edited mean on a time entry?

Edited means the entry's times or note were changed after it was first recorded. The entry keeps its edit history.

Why don't I see Timesheets?

Timesheets must be turned on for your organization. Owners and admins can click Settings at the bottom of the left sidebar, then click Timesheets under Configuration to turn it on.