Staff work schedule
The Work schedule module covers the whole path from a shift to a payslip: a manager builds the location's schedule and publishes it, employees see their shifts and clock in and out, the clock records turn into a timesheet, and the timesheet drives payroll with premiums, bonuses and KPI. Vacations, sick leave and shift swaps go through requests.
Payroll and KPIs are part of the Network plan. Shift schedules, clock-ins, timesheets and requests are available on any plan, including the free Start plan.
What the module does
- Shift schedule — an "employees × days" grid per location for a week, two weeks or a month: shift templates, drag and drop, copying a period, 2/2 and 5/2 rotations, auto-fill from staffing needs, open shifts, rule checks and a labour cost estimate.
- Publishing — employees see only the published schedule and get a push notification when their shifts change.
- Clock-ins — in the mobile app with geolocation, with the location's QR code, on a kiosk tablet with a PIN and photo, from the website (if allowed), or manually by a manager.
- Timesheet — attendance and absence codes, payable hours, night, holiday and overtime hours; a printout similar to the T-13 form and Excel.
- Payroll — hourly pay, salary or pay per shift with rate history, premiums, paid absences, KPI bonus, bonuses, penalties, advances and percentage deductions; payroll statement, payslips, Excel.
- KPI — manual and automatic metrics from audits, tasks, tests, clock-ins and HACCP.
- Requests — vacation, sick leave, day off, shift swaps and handovers, picking up open shifts.
Menu items
The left menu has a Staff group: Shift schedule, Clock-ins, Timesheet, Payroll, KPI, Requests and My schedule. Inside the section there is a submenu at the top: Schedule, Clock-ins, Timesheet, Payroll, KPI, Requests, Employees, Settings, My schedule. Everyone sees only the items they have rights to.
Who sees what
| Who | What is available |
|---|---|
| Company administrator | everything for all locations, including rates and payroll |
| Location manager | by default (the "Location manager" role): the schedule with building and publishing, clock-ins, timesheet, KPI, requests and settings of the locations they manage; rates and payroll only if granted |
| Employee with a role or personal permissions | what their permissions give, at the locations where they apply: for example, only "Timesheet" or "Payroll" for an accountant |
| Any employee | My schedule: their published shifts, clock-ins, requests, availability and hours; their pay — if the company turned on showing it |
The section's permissions are configured in Management → Roles and permissions — see Roles and permissions. Each item opens with its own permission: "Shift schedule: view", "Clock-in and clock-out", "Timesheet", "Payroll", "Employee KPI", "Employee requests", "Location settings", and each can be limited to locations. Without the "Building the schedule" permission the schedule opens marked View only; publishing requires "Publishing the schedule". Rates and shift costs are visible only with "Employee rates"; changing rates requires "Changing rates". Company rules, holidays, shared shift templates and KPI metrics are changed with "General rules, holidays and KPI metrics". Location managers are marked in the location's team — see Locations and teams.
Approving the payroll, cancelling the approval and marking it paid is available to whoever has the "Approving and paying payroll" permission for all locations.
Get started in 15 minutes
- Check locations and teams. Employees must be linked to locations, and each location needs a manager. Only the location's employees appear in its schedule.
- Set the rules. In Settings, check the time zone, currency, rest between shifts, weekly hour limit and clock-in rules. More in Schedule setup.
- Set up the location. Enter coordinates and a radius for clocking in with geolocation, print the QR poster or turn on the kiosk.
- Create shift templates. For example, "Morning 08:00–16:00" and "Evening 16:00–24:00" — handy for placing shifts.
- Fill in employee cards. In Employees, set the pay type and rate, additional positions, hour limit and kiosk PIN.
- Build the schedule and publish it. In Schedule, place shifts for the week and click Publish — employees get notifications. See How to build a shift schedule.
Time and time zones
All times in the module are the location's local time: a 09:00–18:00 shift is 09:00–18:00 by the clock on the location's wall. The time zone is set per location, or, if not set, per company. A night shift such as 22:00–08:00 belongs to the day it starts.
Frequently asked questions
Does an employee need access to the web dashboard?
No. Employees see their schedule in the mobile app and can also clock in on the location's kiosk. If an employee has web access, the My schedule section is available to them.
Does the module calculate taxes?
No. Pay is calculated from the timesheet and the company's rules; only percentage deductions set by the company are withheld. For accounting there is an Excel export — see Payroll.
Can we keep a schedule without clock-ins?
Yes, but the timesheet and payroll are based on clock-ins: without a clock-in, a past shift appears in the timesheet as a no-show. If there are no clock-ins, a manager can add them manually in Clock-ins.
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