Timesheets turns your staff clocking in and out into hours for payroll. Nobody types hours in and staff can't change their own. Owners and admins check them, fix what's wrong and export the week.
Where hours come from
A day's worked hours are the time between clocking in and clocking out on the app. Staff can clock in and out more than once a day, for example around a long lunch, and the times are added together. There's no separate break setting.
Time on jobs, from starting and finishing each job, is kept beside the clocked time but never added to it. On a day with job time but no clock-in at all, the day counts 0 and is flagged for review, the same as in the payroll export, so fix the clock times to pay it.
The week at a glance
Timesheets, in the Team menu, shows each person's hours for each day, with a Week total and a Billable column for entries ticked as billable. Use the arrows beside the dates to change week, and click a day to open it.
A day marked Review needs a look. If you ignore early clock-ins, the hours counted show with the full clocked time underneath. Paused staff are labelled and sit at the bottom.
A person's day
Opening a person shows each day's worked hours next to their job time. A day opens to its clock times, the time on each job, any timesheet entries and day notes, and (where the phone allowed it) where they clocked in and out and started and finished jobs.
What Review times flags
Review times collects the days that need checking, with a count on the button. Each one also shows in Notifications.
- A clock-in left open for 24 hours. It's closed for them and adds no hours until you put in the real finish time.
- A job timer left running for 24 hours, closed the same way.
- Missing clock-in/out: job activity was recorded on a day the person never clocked in.
Correcting times
Edit times on a day opens all of its clock and job times together so you can fix them, and Add clock times fills in a day they forgot to clock. On a flagged day the same button reads Review times and saves with Save review.
Clock times you add are marked as added by an owner or admin, and every correction is recorded in Settings › Logs under Timesheets.
Time that isn't clocked
New entry adds time against a Staff member, Date and Purpose, with the Hours worked and optional notes. The purposes are Assigned job, Yard work, Travel, Admin, Holiday, Bank holiday, Sick leave, Training and Other.
Holiday, Bank holiday, Sick leave, Training and Travel are paid time: they count in the hours and go into the payroll export as their own rows. Assigned job, Yard work, Admin and Other say what clocked time was spent on, so they don't add hours. Book holidays in Holidays rather than here, so only working days are booked and balances stay right.
Location and timesheet settings
Settings › App customisation › Timesheets holds the switches that shape timesheets.
- Staff clock in and out of their day: on unless you turn it off.
- Record location when staff clock in and out: the app asks for location but never stops anyone clocking in. Only owners and admins see locations. Turn it off and Staff map disappears.
- Ignore time clocked before a set time: early clock-ins only count from that time on timesheets and exports. The clock-in itself isn't changed.
- Show Saturday and Sunday on the schedule and timesheets.
Staff map and exports
Staff map shows where each person clocked in and out on any day, alongside that day's jobs.
Export offers two files for This week, Last week, This month or Custom dates. Timesheets is for payroll, as Standard CSV, Excel, Xero-ready CSV, QuickBooks-ready CSV or Sage-ready CSV, and includes each person's Payroll reference from their Team page. Staff days sets each person's paid hours beside their time on site, the gaps before, between and after jobs, and the share of paid time spent on site.
Fieldfare never sends anything to your payroll or accounting software. You download the file and add it yourself.
Key workflows
Fix a day's times
Team › Timesheets › Review times
- Select Review times and open a day.
- Select Review times or Edit times on that day.
- Put in the real times, or use Add clock times.
- Select Save review or Save changes.
Add sick leave
Team › Timesheets › New entry
- Select New entry.
- Choose the Staff member, Date and Sick leave as the Purpose.
- Enter the Hours worked and select Add entry.
Export for payroll
Team › Timesheets › Export
- Clear Review times first.
- Select Export, then Timesheets.
- Choose the dates, such as Last week.
- Pick your payroll format and download.
Questions
Why does a day show hours on the timesheet but none in the export?
The person recorded job time but never clocked in. The export only counts clocked time, so add their clock times with Add clock times first.
Can staff edit their own timesheets?
No. Staff can see their own hours and clock in and out, but only owners and admins can change times.
Does training or travel time go into the payroll export?
Yes. Training and travel entries are paid time, so they count in the hours and go into the export as their own rows, like holiday and sick leave.
Is there a record when someone changes a time?
Yes. Every correction is logged in Settings › Logs under Timesheets.