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Shifts and Clock-in

Reviewing and editing shifts

Approve the shifts your staff clock, fix times, add a missed shift, browse by day, week, month or year, and download a CSV.

4 min read

Every shift staff clock with shift tracking turned on appears on the store's Shifts tab, with its times, breaks and the time actually worked. Finished shifts start as To approve. Approve them (one at a time or with Approve all), deny them, or fix the times if someone forgot to clock out. Use Add shift if someone forgot to clock in, and Download CSV to take the hours to your payroll.

Finding shifts

  1. Open the store and click the Shifts tab. Your Timetable also shows a Shifts line on each store card, for example 3 to approve, with a Review link.
  2. Choose the period: Day, Week, Month or Year. It starts on this week.
  3. Use the arrows either side of the dates to move back and forward. When you're not on the current period, a Today, This week, This month or This year button takes you back.

Three totals sit above the list: Worked (total time worked, breaks taken off), Shifts (finished shifts) and To approve.

The Worked shifts list shows each shift's Staff member, When, Breaks, Worked, Job and notes and Status. Smaller screens show fewer columns, and on a phone each shift is a card with the status next to the name. Someone who's still clocked in shows On shift and Still on instead of a worked time.

Approving or denying

  • One shift: click Approve on the shift.
  • Everything waiting: when more than one shift is waiting, click Approve all at the top of the list (it shows how many), then Approve all to confirm. This approves every shift waiting in the period you're looking at.
  • Deny: click the ⋯ menu on the shift, then Deny. A denied shift's menu has Approve instead, so you can change your mind.

Shifts don't need a decision before they're counted in the totals or the CSV, so approving is how you keep track of what you've checked.

Editing a shift

  1. Click the ⋯ menu on the shift, then Edit shift.
  2. Change the Date, Started or Finished time. A finish time earlier than the start counts as the next day, for shifts that run past midnight.
  3. Change breaks: edit the times, click Add a break, or click the bin to remove one.
  4. Change the Job or Notes if needed.
  5. Click Save changes.

The summary above the job shows the time worked as you go, for example 7h 30m worked (8h shift, 30m break). If something doesn't add up, it tells you what to fix.

You can also edit a shift that's still running, for example to finish one for someone who forgot to clock out.

Adding a missed shift

  1. Click Add shift at the top of the page.
  2. Choose the Staff member.
  3. Enter the Date, Started and Finished, any breaks, a job and notes.
  4. Click Add shift.

Shifts you add start as To approve, like any other.

Downloading a CSV

Click Download CSV at the top of the page (on a phone it's the download icon) to download the finished shifts for the period you're looking at, to open in a spreadsheet or your payroll software. Each row has the employee, start, end, duration, job and notes. A shift with breaks is split into one row for each stretch worked between breaks. The file includes every finished shift in the period, whether or not it's approved, so check the Status on the Shifts tab and leave out any denied shifts when you run pay.

Who can do this

Owners and managers of the store. When staff clock in from their own account, they see their own recent shifts on their Timetable.