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.
• Payroll hand-off. Export approved hours 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. Choose your payroll provider. For ADP Workforce Now, enter your 3-character company code.
6. 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.

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.

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.

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. If some of those shifts are your own, ask another manager, an admin or the owner to approve the period.

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, and approved time-off days by type.
• Shift detail. One row per shift, with local clock-in and clock-out times and the time zone.
• Gusto Smart Import. One row per person per workweek: first name, last name, workweek, regular hours and overtime hours. Upload it with Gusto's Smart Import 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.
• 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), first and last day, and an optional note.
• 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.

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.