Under Rota > Payroll you get every shift in the dates you pick, one row each, built overnight by comparing the shifts you published against the times people actually clocked in and out. Each row belongs to a timesheet, which is one person's pay period at one site, and approving approves that whole timesheet.
Finding the shifts you want
It opens on this week. Pick other dates, up to about two months, and the arrows step back and on by the same length, so a fortnight steps a fortnight. Narrow it down by person, by role or by status (to approve, approved, exported), or tick Only shifts to check to see just the flagged ones. Group by day or by person.
Each row shows the shift on the rota, the punches against it, the start, end and unpaid break that will be paid, the length, and the wage if you can see pay. Click a name to see that person's hours, pay and holiday in a panel at the side, without leaving the page.
How a timesheet is put together
Every night Paddl rebuilds each open timesheet from the rota and the clock-ins. Each line is one of three things:
A shift with clock-ins against it, which is the ordinary case and the only one with a variance.
A shift nobody clocked in for, which shows as a no-show and pays nothing until you say otherwise.
A clock-in with no shift, which is unrostered work. Common, legitimate, and paid.
A line keeps its place through the rebuild, so a correction you made, or a row you had selected, is still there in the morning. Your period length comes from the site settings: weekly, fortnightly, four-weekly or monthly.
Breaks
If someone clocks out for their break and back in, the gap is the break they took. If they stay clocked in through it, which is what usually happens, the unpaid break on the shift is deducted anyway. Otherwise every shift would show a phantom hour of overtime and you would be paying for a break twice over.
The flags
Flag | What to do |
|---|---|
No show | Nobody clocked in. Check what happened before approving zero. |
Still clocked in | The clock-in never closed. The line is not finished. |
Closed automatically | Paddl closed it at the rostered end plus half an hour, because nobody clocked out. Worth a look. |
Over 12 hours | Almost always a forgotten clock-out rather than a real day. |
Carried from a closed period | Work that arrived after its own period was locked, so it landed here instead. |
Unrostered | They worked without a shift on the rota. Usually fine. |
Location unverified | The clock-in had no location, or was away from the site. |
More hours than takings | The approved hours for the day are well above what the site usually needs for what it took. Often right, for example a deep clean. Worth a look before approving. |
Site under-covered | The site took more than usual with fewer hours than usual. Nobody is owed anything; it is a note for next week's rota, not a correction to this one. |
The last two only appear at sites with a sales forecast. They compare hours to takings and are there to be read, not acted on: neither changes the hours or the pay.
Some flags have a one-click fix on the row. Use rota pays a no-show as the shift was rostered, and Out at pays a clock-in that never closed, closed itself or ran past 12 hours, up to the rostered finish. Both fill in the reason for you.
Correcting a time
Click the start, the end or the break on a row and type. Tab moves to the next, Enter saves and Esc puts it back. The length updates as you type. Times are 24-hour and on the site's clock, and an end before the start is read as the next morning, so a night shift needs nothing special.
Saving asks for a reason: forgot to clock out, didn't clock in, covered extra, left early, early start not paid, agreed with the person, or other. The reason is required on purpose. It is what tells the nightly rebuild the time was set by a person, and it is the record of why pay differs from what the clock said; the row shows it with your name. The clock-in itself is never changed. It stays as the evidence, and only what is paid moves.
If somebody else saved the same shift while you were typing, the row tells you who and when, and asks whether to Use mine or Keep theirs. Nothing is overwritten without you choosing.
Approving
Tick the rows and press Approve, or use Select the ones with nothing to check first. Because approval is per timesheet, the confirmation lists the people and periods it covers and their paid hours, and says so plainly if some of those shifts are still flagged, or if a period runs past the dates on screen and its other days will be approved with it.
Changing an approved timesheet
Editing a shift on an approved timesheet asks first, because saving reopens it and it needs approving again. That way the name against an approval always belongs to whoever signed off the figures that are actually there. A timesheet whose hours have already been shared out in a tronc allocation cannot be reopened, and one that has been exported or locked cannot change here at all.
Locking is the owner's call and comes after approval. A locked period is evidence: nothing rewrites it, the nightly rebuild leaves it alone, and a clock-in that arrives late lands in the next period with a flag rather than quietly reopening a signed-off week.
Not on a timesheet
If a clock-in falls in a period that is closed on both sides, there is nowhere for it to land. Payroll lists these under Not on a timesheet so they are never silently unpaid. Reopen the period it belongs to and it is picked up on the next rebuild.
Who sees pay
Owners see the wage column and the totals. Managers see them only if the owner has turned on Let managers see labour cost, and even then never the pay of an owner or another manager. See Who can see sales and labour cost. Contractors are not on Payroll: they are not paid through it.
Nothing here is live. Reconciliation runs overnight, so a period still being worked shows the figures as at last night. Check-ins from today appear tomorrow morning.