HR & Timesheets: Time Clock, Time Off and Payroll Exports

Overview

HR & timesheets keeps track of who worked when, so you can hand accurate hours to your payroll provider.

• Staff records. One record per person, linked to the team sign-in they already use and to their POS profile, so nobody needs another password.
• Time clock on the till. Clock in and out, start and end breaks, at the location you are working at.
• Timesheets per pay period. Weekly, every two weeks, twice a month or monthly, in your store's time zone.
• Approval with a full history. Managers approve shifts and correct mistakes; every change records who made it, when and why.
• Time off. Your team asks from the time clock; managers approve or decline. Time off is counted in working days, less statutory holidays, and approved time off closes that person's appointment times.
• Team calendar. See who is off each day and your province's statutory holidays.
• Reminders. A heads-up when someone may have forgotten to clock out, and when a pay period is ready to approve.
• Payroll hand-off. Export approved hours, time off and tips as a CSV for your payroll provider, then mark the period as sent.

What it does not do. BestWebby does not calculate pay, tax or deductions, and it does not pay anyone. Pay runs happen in your payroll provider, which applies your rates and the rules where you operate. Pay type and rate on a staff record are for your own records and the export only.

Plan and access. HR & timesheets is included in the Scale plan. Owners, admins and managers see everyone's records, timesheets and requests. Staff and cashiers see only their own shifts and time off, on the time clock.

Set up

1. Open Finance → HR & timesheets → Settings.
2. Choose your pay period. For weekly or every-two-weeks, enter the first day of any one period; periods repeat from that date.
3. Check the time zone. Leave it empty to use your store's time zone from Appointments settings, otherwise enter one such as America/Toronto.
4. Optionally set overtime flags: flag a day over a number of hours, a week over a number of hours, and the day your week starts.
5. Under Time off and holidays, choose your working days (Monday to Friday unless you change it) and the province or territory whose statutory holidays apply. Leave the province on "Where I ship from" to use the province of your Canadian ship-from address.
6. Under Reminders, choose after how many hours an open shift is reported (12 unless you change it; 4 to 24, or empty for off), and whether to be reminded to approve each pay period.
7. Choose your payroll provider. For ADP Workforce Now, enter your 3-character company code, and your ADP earnings code for tips if you want tips in the ADP file.
8. Click Save settings.

Add your team

1. Open the Staff tab and click Add person.
2. Enter their name, job title and start date.
3. Link their team sign-in if they have one: they can then clock themselves in and see their own hours.
4. Link their POS profile if they use a PIN at the till: they can then clock in with that PIN on a shared till. POS profiles and PINs are created under Settings → POS setup.
5. Add their ID in your payroll provider (for ADP, their file number). It goes on the export, so your provider can match the hours to the right person.
6. Optionally note their pay type and rate for your records.
7. If they work a different week from the rest of the team (weekends, say), choose their own working days. Their time off is counted on those days. Leave them all off to follow the store's working days.

A person who is not linked to anything can still have shifts: a manager adds them under Shifts.

The time clock

Open Channels → Time clock on the till (or go to /pos/time-clock).

• My time appears when your sign-in is linked to a staff record. Tap Clock in, Start break, End break or Clock out.
• Clock in with your PIN is for shared tills. Choose your name, enter your POS PIN, then choose what to do. Five wrong PINs lock that profile for five minutes, and ten wrong PINs in an hour, on any till, lock it until the hour is up.
• If your store has more than one location, choose where you are working when you clock in. The time clock records the location you choose. It never asks for, or records, your device's position.

Rules the time clock follows:

• Nobody can be clocked in twice. Two tills pressing Clock in at the same moment still create one shift.
• Clocking out while on a break ends the break at the same moment.
• A finished shift waits for a manager's approval.
• If a shift is still open after your alert hours (12 unless you change it), owners, admins and managers are told once, and the person sees a warning on their own time clock. Correct the shift under Shifts if they forgot to clock out.

Shifts and corrections

The Shifts tab lists the last two months of shifts. Filter by person or status.

• Approve one shift, the ones you select, or everything awaiting approval.
• Correct a shift to change its times, its unpaid break, its location or its note. A reason is required. The shift goes back to awaiting approval.
• Add a shift someone forgot to clock. A reason is required.
• Void a shift entered by mistake. It stays in the history but is never counted or exported.
• History shows every change to a shift: who made it, when, why, and the before and after times.

A shift in a pay period that has been approved cannot be changed until you reopen that period.

Nobody corrects or approves their own shifts except the owner: a manager's own hours are approved by another manager, an admin or the owner.

Timesheets and pay periods

The Timesheets tab shows one pay period at a time: each person's shifts, regular hours, hours above your overtime thresholds, total and approved hours, unpaid breaks and time off, with anything worth a second look flagged (someone still clocked in, a shift over 16 hours).

How hours are counted:

• Worked time is the real time between clock-in and clock-out, minus unpaid breaks. A night shift on the night the clocks change is counted as the hours actually worked.
• A shift counts on the day, week and pay period it started, in your store's time zone. It is never split at midnight.
• Overtime is a flag: minutes above your daily threshold each day, plus minutes above your weekly threshold each week that were not already counted as daily overtime. Your payroll provider applies the overtime rules that apply to you.
• Hours worked on a statutory holiday of your province are flagged, with the holiday's name, and listed in the On holidays column. A shift counts on the holiday if it started that day, or on the weekday the holiday is observed when it falls on a weekend. BestWebby does not work out holiday or premium pay: your payroll provider does.
• Time off shows each person's approved time off in the period, in working days (a half day is ½) and hours for part-day requests.
• Tips are the tips on till sales each person rang up with their POS PIN in the period, credited to the person whose staff record is linked to that POS profile. Tips are not pooled or shared out here; if you pool tips, share them out in your payroll provider. Tips on older sales, from before tips were recorded with each sale, are only in each drawer's close-out total.

Approve a period once it has ended and nobody is still clocked in on a shift from it. Every shift awaiting approval in the period is approved with it, and the period is locked, along with how much time off it counts. If some of those shifts are your own, ask another manager, an admin or the owner to approve the period.

When a period ends with shifts or time off in it, owners, admins and managers get a reminder to approve it (once per period). Switch it off under Settings → Reminders.

Reopen an approved or sent period to correct it. If you already gave the hours to your payroll provider, update them there too.

Export hours for payroll

Once a period is approved, choose a file and click Export hours. Only approved hours are exported. Hours are decimals with a period, such as 7.75.

• Hours summary (any provider). One row per person: payroll ID, name, email, pay type, period, regular, overtime and total hours, unpaid break hours, shifts, approved time off in working days with the detail by type, approved time off in hours (part-day requests), hours on statutory holidays, and tips from till sales.
• Shift detail. One row per shift, with local clock-in and clock-out times, the time zone, and the statutory holiday it started on, if any.
• Gusto Smart Import. One row per person per workweek: first name, last name, workweek, regular hours, overtime hours and tips. Upload it with Gusto's Smart Import, choose which Gusto earning the tips column is, and check the column matching Gusto shows before you confirm. Names are split at the last space, so check any two-part last names.
• ADP Workforce Now paydata batch. The leading paydata columns ADP documents: Co Code, Batch ID (the export date, YYMMDD), File #, Reg Hours and O/T Hours. Every person needs their ADP file number on their staff record. With your ADP earnings code for tips saved in settings, tips go in Earnings 3 Code and Earnings 3 Amount; without it, tips are left out and the export tells you so.
• Wagepoint. Wagepoint builds its hours template inside your Wagepoint account, with your employees and income codes. Export the hours summary and copy the hours into that template.

After you import the hours, click Mark as sent to payroll. This is your own record that the hours reached your provider; BestWebby does not send anything by itself. Then run the pay in your payroll provider.

Time off

• Your team asks from the time clock: type (vacation, sick leave, personal, unpaid, other), how much (full days, half a day, or some hours on one day), the days, and an optional note. A manager can add a request for anyone under Time off, with the same choices.
• Time off is counted in working days: the person's working days (their own, or the store's), less your province's statutory holidays. A vacation from Monday to Sunday is 5 working days, and one over Good Friday is 4. The request shows how much it is and which holidays it skips. A request with no working day in it is refused.
• Owners, admins and managers are told about new requests (in the dashboard, and by email unless switched off under Settings → Notifications) and approve or decline them under Time off. Nobody approves their own request except the owner.
• The person who asked gets an email with the decision, if their staff record is linked to their sign-in.
• Approved time off appears on the timesheet and in the hours summary export. Time off in a period that has been approved cannot be approved or cancelled until the period is reopened.
• If you change the working days or the province, open requests are recounted. Days in a period that is already approved or sent keep the count they were exported with; requests from before working-day counting keep their calendar days there, and the request says so. Reopen the period to recount them.

Time off and appointments

Approved time off closes that person's appointment times for those days, on the storefront and in the dashboard, and shows on the Appointments calendar. A half day or hours closes the whole day. This works when the bookable staff member under Appointments → Staff is linked to the same team sign-in as the HR staff record.

Bookings already made with them in those days are never cancelled. The request shows how many there are, and owners, admins and managers are told, so you can reassign or move them under Appointments.

Team calendar

The Calendar tab shows one month: who is off each day (approved time off, and requests waiting for a decision in a lighter style) and your province's statutory holidays. Someone appears on the days their time off counts, so the calendar matches the payroll export.

Keep notes to practical details. Do not record medical details in time-off notes.

Personal data

Staff records and hours are your business's data, processed by BestWebby on your behalf under our Data Processing Agreement, and included in your account data export.

When someone leaves, Archive their record. When you no longer need their personal details, Erase details removes their name, email, phone, payroll ID, rate and links, clears the notes on their shifts and requests, and removes their name from shift history, approvals and the notification feed. Their hours stay, as "Former staff member", so your records of hours worked remain complete. Check how long you must keep payroll records where you operate before erasing.

Your earlier payroll records

The old payroll screen has been replaced. Any payroll records it created are kept in your account and included in your data export, but they are no longer shown: the deductions they listed were estimates, not real tax calculations. Their entries are left out of Accounting and its totals; you can still list them there, marked as legacy payroll, not real pay. An amount entered there for a person is shown on their staff record as "From the old payroll screen" until you set a pay type and rate.