Overview
Timesheets lets staff log their worked hours directly from the mobile app using clock in and clock out. Logged time is sent to you for confirmation and automatically populated into your timesheets once approved, removing the need for manual timesheet entry.
Enabling Timesheets
This feature is enabled per location:
Go to your location settings
Enable the Timesheets feature
Additional Settings
Timesheets includes some optional settings you can enable:
Allow employees to edit today's unsubmitted timesheets: Employees can manually override their timesheet for the day before it has been approved. Any manually updated timesheet is flagged for you during the review stage, so you'll always know when a time entry has been edited.
Require a reason when a manager overrides a confirmed time entry: When you override an approved time entry, you must provide a reason, which is shared with the employee.
Require native mobile app for clock in/out: Employees must be on the RosterLab mobile app to clock in and out.
When this setting is enabled the following additional settings will become available:
Require biometric verification for clock in/out
Adds an extra identity check when clocking. Staff must confirm with their device's fingerprint or face recognition, so only the employee themselves can complete a clock action.
Pair each employee to their device
Locks each employee's clock actions to the first device they clock in from. Attempts to clock from any other device are blocked, preventing staff from clocking in on someone else's behalf.
Remind employees to clock out
Sends a reminder notification if an employee hasn't clocked out within the set number of minutes after their scheduled finish time. Helps reduce missed clock-outs and inaccurate timesheets.
Enable geofenced clock in/out
Restricts clocking to a defined location. Staff can only clock in or out when their device is within the geofenced area around their workplace, confirming they're physically on site.
Reviewing and Approving Time
When an employee clocks in and out, their recorded time is sent to you for confirmation on the web app. Once you approve it, the hours are automatically populated into your timesheets. This means:
No manual timesheet entry
Worked hours reflect actual clock in and clock out times
You review and approve all time before it reaches your timesheets
If you need to manually override a timesheet entry you can do this here too and leave additional comments
Exporting Timesheets
You can export your employees' timesheets as an Excel document from the Timesheets tab. When exporting, you can choose between:
Export approved: Exports approved timesheets only
Export all: Exports all timesheets, regardless of status
The Excel document includes the following columns:
Column | Description |
Employee Name | The employee the entry belongs to |
Date | The date of the shift |
Area | The area the shift was worked in |
Published Shift | The shift as published on the roster |
Start Time | Clock in time |
Finish Time | Clock out time |
Break Start Time | When the break began |
Break End Time | When the break ended |
Break Time | Total break duration |
Hours | Total hours worked |
Status | The approval status of the entry |
Entry Method | How the entry was recorded |
Notes | Any comments left on the entry |
On Call Columns
If your roster is using On Call, the export will also include:
Column | Description |
On Call Start Time | The rostered start of the on call period |
On Call Finish Time | The rostered end of the on call period |
On Call Actual Start Time | When on call work actually began |
On Call Actual Finish Time | When on call work actually ended |
Callbacks Count | The number of callbacks during the on call period |