Rotas and attendance

Where

Attendance & HR → Shifts

Plan

Professional and above

Permission

Workforce → Shift

Nobody clocks in

There is no clock-in anywhere — no kiosk, no punch screen, no PIN pad, no badge reader, and nothing on the till or on a phone. Signing into the app does not mark anyone present, and neither does opening a till.

Every clock-in, clock-out, break and hours figure is typed in afterwards by a manager, and even the On-time-or-late verdict is chosen from a dropdown by hand.

Treat this as a rota diary and an hours ledger, not an attendance system.

How to define a shift

A shift here is a pattern, not a specific day.

1. Go to Attendance & HR → Shifts and click New record.
2. Check the Company — it cannot be changed later — and pick a Location.
3. Type the Name, such as Morning.
4. Pick the Shift type: Fixed, Flexible or Rotating.
5. Set the Start time and End time.
6. Enter the Break (min) — a number of minutes, not a window.
7. Save.

There is no day-of-week field and no recurrence. When a shift actually happens is decided entirely by the assignments you create next.

How to put someone on the rota

1. Go to Attendance & HR → Shift Assignments and click New record.
2. Pick the Employee and the Shift.
3. Set the Start date and End date.
4. Type the Start time and End time in HH:MM.
5. Leave Actual start and Actual end for later, once you know what happened.
6. Save.

No calendar, no week view, no bulk rostering

This is a flat list. There is no calendar, no grid and no drag-and-drop, and you cannot roster a week at once — it is one dialog per row.

Setting a date range creates one record spanning those dates, not a row per day.

Nothing checks for clashes either. You can put the same person on two shifts at the same time and the app will not object.

Two boxes on this form belong to Finance, and are not connected to it

Opening cash and Closing cash on a rota row are plain numbers on that row. They are not the till’s float and count, they reach no ledger, and nothing reconciles them against the real figures in Financials.

If you want cash controlled, do it in Financials → Cash & Till.

How to record hours worked

1. Go to Attendance & HR → Time Sheet Entries and click New record.
2. Pick the Employee, the Location and the Shift, and set the Date.
3. Type the Clock in, Clock out, Break start and Break end in HH:MM, and the Break duration (min).
4. Type the Total hours.
5. Pick the Status: On time, Late, Absent or Early departure.
6. Set Overtime to Yes or No, add Notes, and save.

Total hours is not calculated from the times you entered

Clock in, clock out and the break fields are stored and never used in a sum. Total hours is an independent number you type, and nothing cross-checks it.

Clock in 09:00, clock out 17:00 and Total hours 90 saves without complaint. Whatever is in that box is what the hours are.

How to handle a shift swap

1. Go to Attendance & HR → Shift Swap Requests and click New record.
2. Pick the Current shift and the Requested shift.
3. Pick Requested by and the Target employee.
4. Set the Request date, add a Reason, and save.
5. To decide it, open the row, click Edit, set the Status to Approved or Declined, and type the Decided by, Decided at and Decision note.

Approving a swap does not change the rota

There is no Approve button — approval is editing a status. And whatever you set, the assignments are untouched.

After approving a swap you must go to Shift Assignments and edit both people’s rows yourself. Nothing reminds you, and a swap left unactioned looks approved while the rota still shows the original people.

Note also that a swap references shifts, not the specific assignments, so there is no particular day for it to move even in principle.

Attendance policies

You can create one under Attendance & HR → Attendance Policies, setting the Max late, the Minimum work hours, the Overtime rate × and whether overtime is allowed.

A policy enforces nothing at all

No record anywhere links to a policy — not a shift, not an employee, not a timesheet. No code reads the lateness allowance or the overtime multiplier. Saving a policy changes nothing in the system.

The Late and Overtime values on a timesheet are chosen by hand by whoever types the timesheet, with no reference to any policy.

It is a place to write your rules down so staff can read them. It is not enforcement.

The Minutes hint is misleading

Both Max late and Minimum work hours show a hint saying Minutes, but the server expects a duration written like 15m or 8h. Type 8 for eight hours and the result is ambiguous. Write the unit.

Shift handovers

Attendance & HR → Shift Handovers records one person handing over to the next: the date and time, the expected cash, the cash handed over, any variance, and notes.

Three problems with this form

The assignment and till-session boxes want internal identifiers. Outgoing and incoming shift assignment, and outgoing and incoming till session, are plain text boxes expecting a long internal id pasted in. There are no pickers, so in practice they cannot be filled.

Variance is typed, not worked out. Nothing subtracts the cash handed over from the cash expected. You can save Expected 500, Handed over 450 and Variance 0.

Nothing in Finance reads a handover. It does not reconcile a till or feed a cash report. You can look it up by its number in search, and that is all.

Two things about plans

Shift Assignments and Shift Handovers are available on every plan, but Shifts needs Professional. On a lower plan you can open the rota screen and find nothing to put on it.

The whole rota family also shares one permission, so you cannot let someone edit the rota without also letting them edit attendance policies.

Offline

The lists work offline and your edits queue up. But every dropdown — Company, Location, Employee, Shift — is fetched live with no cache, so the create and edit dialogs are not usable offline even though the save would queue.

Export does nothing on any of these screens. It says “Exporting as CSV…” and produces no file.

Related

• Hours and commission
• Banking and cash — the cashier side