Timesheets that put the exceptions first

Worked time is compared to rostered time, and only the differences ask for your attention. Everything else approves in one action.

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Priya VenkatesanWeek of 8 September1 needs a look

DayRosteredWorkedDiff

Mon9:00 – 5:008:58 – 5:02

Tue9:00 – 5:008:52 – 5:14+22m

Wed9:00 – 5:009:01 – 5:00

Thu9:00 – 5:009:00 – 5:03

Approve weekAccept the 22 minutes

Shown with sample staff, hours and rates.

What it does

Timesheets built from clock ins as the week runs
Missing clock outs and roster differences sorted to the top
More than one shift in a day handled properly
Correction requests from staff, for this week and last week
Every change recording who, what, when and why

Why it works this way

The decisions behind it, and what they are better than.

You read the exceptions, not the weekForty rows where worked matches rostered need one action between them. The four that do not are the ones worth your time, so those are the ones at the top.

Staff can fix their own mistakes, in the openA forgotten clock out becomes a correction request with a reason attached, which you approve or decline. Nobody can quietly edit an approved record, including you, without it being written down.

The correction window is deliberateRequests cover this week and last week only. Beyond that a pay run has usually happened, and a change to a paid week is a conversation rather than a form.

What you get out of it

Monday is the exceptions, not the weekClear the handful that need you, approve the rest together, and the week is ready for payroll.

Small overruns stop being invisibleTwenty two minutes over, four days a week, is a real number. You see it before payday rather than after.

A record you can go back toIf somebody queries their pay in three months, the trail is still there with the reasons on it.

How it works

1Hours arriveTimesheets build themselves from clock ins as the week runs.

2Clear exceptionsFix a missing clock out, accept a seven minute overrun, decide a correction request.

3ApproveApprove the ready ones together. The week is now ready for payroll.

Two men in a restaurant going over papers and a tablet

A cafe worker typing on a laptop behind the counter

What it does not do

Said plainly here, so nobody finds out after they have set it up.

Correction requests cover this week and last week only
Approving is not a lock: a genuine fix reopens the week, until it has been sent to payroll
Once a week has been sent to payroll it cannot be reopened

Go further

Roster to payroll checklistThe checks before the pay run.RetailOpens, closes and small overruns.Timesheet calculatorA week of hours, added up.

Where timesheets and approvals comes up

The industry and trade pages that lean on it.

Questions about timesheets and approvals

How are timesheets built in Roster Flow?

From clock ins, as the week runs. Worked time is compared with rostered time, missing clock outs and differences sort to the top, and the rows that match can be approved together in one action.

Can staff change their own clock in times?

No. They send a correction request with the times they worked and a reason, and a manager approves or rejects it. Requests cover this week and last week only, and every change records who made it, when and why.

Is an approved timesheet locked?

Not until it is sent. Editing a time record or approving a correction reopens the week, so a genuine fix is never blocked. Once a week has been sent to payroll it cannot be reopened.

What counts as a timesheet exception?

A missing clock out, a difference of five minutes or more against the roster, a shift worked without being rostered, or a correction request waiting on a manager. A timesheet cannot be approved while one of these is still undecided.