Timesheets

This page is for coordinators and registered managers doing payroll, and for support workers checking their own hours. It covers what each column means and how to export the period.

Who sees what

Everyone can open “Timesheets”. Coordinators and the owner see the whole team. A support worker sees their own row and nobody else’s, so the payslip question does not need a coordinator.

What the report is

“Timesheets” is described as “Planned against delivered, from the check-in and check-out stamps.”

The numbers come from the doorstep, not from anyone typing hours in. Only published visits count. Visits a coordinator has not published yet are plans and are left out.

The period

The page opens on the current pay period: the calendar month, or the week, fortnight or four weeks your organisation chose under Settings → Organisation → Operating. The bar above the table names the period, and the arrows either side step to the previous or next one. The presets — “Last 7 days”, “Last 4 weeks”, “This month”, “Last month”, “Custom” — step out to any window you like; “Pay period” steps back in.

Approving a period

Once a period has ended, an owner, admin or registered manager sees Approve period on the bar. It opens a dialog that says what happens: the hours for that period become the record payroll runs on, stop moving, and cannot be unlocked. From then on the bar reads “Approved by [name], [when]” with a lock, and the table shows the figures exactly as they were at that moment, whatever changes afterwards.

A running period cannot be approved — it says “Runs until [date]” instead — because locking it would fix tomorrow’s visits at nothing.

Amendments after approval

A coordinator can still amend a visit’s check-in or check-out in an approved period (see “Amending the record” on the check-in page). The approved period does not change. The difference in delivered minutes — up or down — lands in the next period that is not yet approved, in the Carried in column, with the amendment’s reason kept against it. So the next payroll run pays or claws back the difference, and the figures the last run used are still the figures it can find.

The columns

The card is headed “Hours”, described as “One row per support worker, delivered visits only.”

Column	What it means
“Support worker”	The person. The name opens their profile.
“Planned”	Hours from the published rota: each visit’s own times for that person where a coordinator set them, otherwise the visit’s times. A visit that runs past midnight is counted across midnight, not as a negative.
“Delivered”	Hours from check-in to check-out, rounded to the nearest minute. A visit counts here only when both stamps exist.
“Visits”	Delivered visits out of planned visits, for example 12 of 14.

A visit somebody checked in to but never checked out of counts as planned, and as a visit, but adds no delivered hours. Ask a coordinator to amend the record rather than leaving the gap. See Checking in and out.

If there are no published visits in the period, the card says “No published work in this period.”

By client

Below the hours, for everyone who reads the organisation’s records, a second table sets each client’s commissioned hours — the package recorded on their record, scaled to the window, so a fortnight shows a fortnight’s package — against what the rota planned and what the doorstep stamps say was delivered. A double-up counts each place, as the package does. The last column is delivered against commissioned: negative, in red, when less care was delivered than the funder pays for. A client with no package recorded says so.

Search

The search box narrows the table by name.

Export CSV

“Export CSV” writes the rows on screen with these columns:

name, planned_hours, delivered_hours, carried_in_hours, visits_planned, visits_delivered

Hours, including carried-in hours, are given to one decimal place. The file name carries the dates of the period.