Support & FAQs

If you are unable to find the answer to your question in the FAQs below please contact us.


Any user can add shifts multiple ways via Schedule page if they have the Edit Shift permission by:
  • Dragging a shift from the Default Shifts list on the left side of the page into a corresponding time slot.
  • Right clicking on a time slot and selecting New.
  • Using the copy/paste right click menu.
An employee will not appear on the schedule if they are disabled or don't have a qualification for the current schedule.

Ensure that the employee is enabled by viewing the employee in Employees and clicking Edit then uncheck Disabled.

Ensure that the employee is assigned a Qualification for the schedule in question. You can assign a qualification by viewing the employee in Employees then clicking Qualifications / Permissions. Pro accounts may have multiple schedules configured.
Open shifts are shifts that have not yet been assigned to an employee. Any employee who has a user account can request an open shift for themself if they:
  • Have the associated qualifications for the shift
  • Will not go over their daily working hours
  • Will not go over their weekly working hours
Note: The employee's user account must be associated with an employee record. This is done by entering their email address within the employee's profile.
Shifts are generally not visible until they have been published. This allows a timesheet administrator to make changes without risking employees seeing incomplete schedule. To publish a schedule select Publish from the Publish drop down menu on the Schedule page.

Unpublished changes are generally highlighted with a yellow border on the schedule. Timesheet administrators can switch between Edit Mode and Published View from the Publish drop down menu.
Yes, as every shift must be assigned to a position we give you the flexibility to add positions as needed at Settings→Positions. Every position is given a unique name and can even have it's own custom color.
Yes, Pro accounts can have multiple schedules. One use of multiple schedules is to seperated distinct groups such as Kitchen and Waitstaff or Warehouse and Customer Service. Employees can be assigned to one or many schedules and even have different wages based on the schedule and position being worked.

Schedules are added with the Settings→Schedule Names wizzard.
Yes, the Settings→Default Shifts places your commonly used shifts on left side of the Scheduling window for easy Drag & Drop scheduling. Each default shift can be assigned:
  • Start Time
  • End Time
  • Break Durations
  • Position
  • Additional Comments (break times, table zones, etc)
While you have the option of enter a total of 3 break durations, it is not possible to rigidly define a break start time. This is why you have the ability to enter free text into the Additional Info field when editing or creating a new shift. Time administrators typically enter what time the breaks occur in this field (ie. "Break @ 10 and 2"), but can be used for any purpose.
Templates allow you to save a weekly schedule and apply it to any other week of your choosing. You can even apply multiple templates to any given week. Some companies have used separate templates for office and warehouse staff or for alternating schedules typical in shift work.

Templates are saved from the Schedule page and selecting the corresponding option from the Publish dropdown menu. Templates can be deleted from Settings→Schedule Templates. Templates are only enabled for Pro subscription levels.
Shifts can be copied, cut and pasted by right clicking on a shift or time slot and selecting copy or paste when on the Schedule page. On tablets this is accomplished by a long press on the shift or time slot.

See Templates for copying an entire weekly schedule.


Time clocks can be enabled on any supported computer, tablet or mobile device by a Timesheet Admin user. They are enabled by visiting Time Sheets→Create Time Clock. Once a time clock is enabled it will be accessible by:
Employees must be assigned an Employee Number and PIN to use the Time Clock. These can be assigned by accessing the Employee details and clicking the Edit button.
There is no limit to the number of time clocks that you may have active. By default, time clocks will stay active for 1 year unless it is manually disabled.
When you create a time clock you must enter a name. This name is tracked with all time clock operations (clock in, clock out, on break, off break) and appears on the Time Scans report. It is recommended to name each time clock with its location.
Employees can change their PINs once logged in clicking "Profile" in the top right under their name. An administrator that has the "Edit All Employees" permission can also change a PIN.
Note: The employee's user account must be associated with an employee record. This is done by entering their email address within the employee's profile.
Yes, the time clock can automatically round the clock in and clock out times at Settings→Timesheet. The rounding interval is fully configurable (typically 5 or 15 minutes) and can be rounded up, down or to the nearest interval. Set the interval to 1 minute to essentially disable rounding.
If you are worried about staff clocking each other in and out you can enable photo validation for an additional fee. A photo is then taken when an employee clocks in or out and can be viewed with the associated time clock record. These photos are kept for a limited time only.
Yes, timesheet administrators can change a clock in and clock out times of any employee. The original value is stored for audit purposes.
Yes, employees can be given permission to change their own timesheets by checking Allow employee's to edit their time cards at Settings→Timesheet. This will allow your employees to edit, remove and add new enteries to their timesheet. Any changes are marked for audit purposes.
There are two steps to approving a timesheet once the timesheets period has expired:
  1. The employee must approve the timesheet.
  2. A timesheet administrator then approves the timesheet. The time administrator has the option of a force approval which bypasses the employee approval stage.
The timesheet period is fully customizable, however any changes to the period results in a new timesheet being created. The settings are available at Settings→Timesheet.

There are two components to a timesheet period. They are the Timesheet cycle start date and Timesheet cycle type. The Timesheet cycle start date defines when the time cycle starts. For a weekly timesheet this is typically a Sunday, but it can be any day of the week.

The supported timesheet cycle type's are:
  • Weekly (uses the day of the week from the cycle start date)
  • Bimonthly (uses the day comonent of the cycle start date and repeats every 2 weeks)
  • Monthly (uses the day comonent of the cycle start date)
  • Semimonthy (15th and last day of month)
A flag is added new to all timesheet records where an employee either:
  • Clocked in early
  • Clocked in late
  • Clocked out early
  • Clocked out late
The time threshhold for these warning flags are configurable at Settings→Timesheet.

Overtime & Time codes

Time codes allow different pay rates depending on the code entered, including shift differentials, overtime and vacation pay. Each time entry is assigned 2 different time codes:
  • Regular Time: The time code entered in regular time is used when the employees total daily and weekly hours are below the configured overtime threshold.
  • Over Time: The time code entered in over time used when the employees total daily or weekly hours are above the configured overtime threshold.
The daily hours are calculated from the last clock in time.

Each time code can be configured as a multiple of the employees base pay rate, or an absolute value. A multiplier is useful for overtime (typically 1.5x pay rate) or a shift differential (ie weekend rate). For more information on each setting click on the question mark when editing a time code under Settings→Time Codes.
The hourly pay for each employees is determined by the following:
  • Default pay as defined in their employee profile
  • Pay override based on the position. This is set under the employees Qualification / Positions
  • If the time code defines an absolute pay, then the time codes pay rate is used.
The hourly pay is based on the above calculated base pay and is multiplied by the time codes Multiplier and optionally the employees overtime rate multiplier. Each employee can have their overtime rate multiplier set in their preferences.
The default regular and over time codes can be changed at Settings→Time Code Rules.
The time code entered under the Overtime Code on a time entry is applied when:
  • The employees daily or weekly hours are exceeded.
  • The Regular Code only counts towards the hours until overtime if the setting Count As Time is checked. Overtime will never occur if this settings is not checked.
A default time code VAC is created for vacation. It will pay at the employees or positions base rate and does not take overtime into account. When this time code is used it does not count towards any hours worked in the reports. Employees should enter this time code to allow vacation to be paid out and tracked via the Reports→Time Coe Usage report.

The default settings for vacation are:
  • Rate: blank
  • Multiplier: 1
  • Apply Overtime Multiplier: Unchecked
  • Count As Time: Unchecked
  • Time Not Worked: Checked
  • Uses Overtime: Unchecked
  • Hour Based: Checked
Time code rules specify which regular and overtime code is automatically applied to timesheet entries created manually or by the time clock. These rules are based on a base date and repeating frequency and can be used to:
  • Repeat yearly: This could be for statutory holidays (ie Christmas Day).
  • Repeat for a day of the week: This could be used for a shift differential for weekend pay. A rule would need to be created both for Saturday and Sunday. Choose any random calendar day that falls on the day of the week (ie Sunday) that you want.
  • Repeat monthly: Will repeat on the same day of every month, such as the 15th.
  • No Repeat: The rule will only be applied on the date specified.
The rule that is lowest down the list has priority.
Yes, you can create a Time Code and a Time Code Rule to apply a pay differential on a Saturdays and Sundays.
Time codes can be changed by any Timesheet Administrator or by an employee if Allow employee's to edit their time cards is checked under Settings→Timesheet.