Reviewing timesheets

Check what your staff actually worked, approve their hours, and export pay data — all from the Timesheets page.

When a shift is worked, Shiftly turns it into a timesheet — the record of when your staff actually clocked on and off, what that costs, and whether it lines up with what you rostered. The Timesheets page is where you review those hours and approve them before they're paid.

Who this is for

Owners and managers using the Shiftly web platform to run your business.

Before you start

You're an owner or a manager with access to the location whose timesheets you're reviewing.
Open Time in the main navigation and choose Timesheets.
Pick the location at the top — the page always shows timesheets for the selected location.

Read the timesheet table

Scan the week's hours

Each row is one timesheet, with the employee, the day, a status, the start and finish times, the hours, and the pay. Rows are ordered with anyone currently on shift first, then pending, then approved.

The Timesheets page for Surry Hills showing columns for employee, day, status, start, finish, hours and pay, with On Shift, Pending and Approved rows

On a narrower window the Hours and Pay columns are hidden to keep the table readable — widen the window (or open the timesheet) to see them.

Know the status at a glance

The status pill tells you where each timesheet is:

On Shift — the employee is clocked in right now; the timesheet is still open.
Pending — clocked off and waiting for your review.
Approved — you've signed it off as correct.
Rejected — you've marked it as not to be paid.
Posted — sent to Xero for payroll (you'll only see this once Xero is connected).
Processing — currently being sent to Xero.
Warning — Shiftly has flagged something to look at.

Spot problems before you approve

For timesheets that are still on shift or pending, Shiftly shows the actual clocked time in bold with the scheduled time underneath, so you can compare the two at a glance. When the actual differs from the plan, the time turns red and a warning icon appears next to the status.

A timesheet row with red start, finish and hours and a tooltip explaining the employee was late, worked overtime and the timesheet overlaps another

Hover the warning icon to see what was flagged. A timesheet can be flagged because the employee:

was late (clocked on after the scheduled start),
left early (clocked off before the scheduled finish),
worked overtime or undertime (more than 30 minutes over or under the rostered length), or
overlaps another timesheet for the same person.

These are prompts to check, not blockers — you can still approve the timesheet, or open it and edit the times first.

Approve hours

Approve one timesheet

On a pending row, select Approve. The status changes to Approved.

The action menu on a pending timesheet showing Edit time entry, Reject time entry and Reject and delete time entry, next to an Approve button

Approve several at once

Tick the checkboxes on the pending rows you want, then select Approve … timesheets in the toolbar. Only pending timesheets are counted — already-approved rows are ignored.

Two pending timesheets selected with checkboxes and an Approve 2 timesheets button in the toolbar

Other row actions

The actions available on a row depend on its status. Open the menu beside the row's button to find them:

Pending — Edit time entry, Reject time entry, Reject and delete time entry, plus the Approve button.
Approved — View time entry summary and Revert to pending review (to reopen it for changes).
Rejected — View time entry summary, Edit time entry, Delete time entry, and Revert to pending review.
Posted — none; a posted timesheet is locked.

Edit time entry opens the timesheet so you can adjust times, breaks, the position, or the pay rates — see Editing times & breaks.

End a shift that's still running

A timesheet shows On Shift while the employee is clocked in, with a dash for the finish time and hours. If someone forgot to clock off, select End Shift on that row — Shiftly sets the finish time to now and moves the timesheet to Pending so you can review and adjust it.

An On Shift timesheet row with a dash for finish and hours and an End Shift button

Staff normally clock on and off themselves from the Shiftly Me app — this is the manager shortcut for when they don't.

Add a timesheet by hand

If a shift was worked but never clocked (for example a staff member who didn't use the app), select Add manual time entry and fill in the details: the position, the staff member, an optional project, and the start and end date and times. Select Create Timesheet and it appears as a pending timesheet ready to approve.

The Create timesheet modal with fields for position, staff member, project, start and end date and sign on and sign off times

Filter by date

By default the table shows all timesheets for the location. To narrow it to a period, select the date control in the toolbar, choose a start and end date, and select Apply date filter.

The Apply date range filter dialog with start date and end date inputs

The selected range shows as a chip in the toolbar; clear it to go back to all dates.

Export pay data

Select Export to download a spreadsheet (CSV) for payroll or your records. There are two formats:

Export detail — one row per shift (and per approved leave day), with clock-in and clock-out times, break minutes, total hours, allowances and gross pay.
Export summary — totals per employee: hours, days, shifts and pay.

The export covers the rows currently shown, so apply a date range first if you only want a specific period. If you've ticked specific rows, the button exports just those.

Open a timesheet for the full picture

Select any row to open it. The Overview tab breaks down the shift — total, paid and break hours, the effective hourly rate, and the full pay breakdown by rate, allowances and super.

The timesheet detail drawer Overview tab showing total hours, paid hours, break time and effective rate, plus a pay breakdown table

From here you can also adjust the recorded times, breaks and rates — see Editing times & breaks.

Once Xero is connected, a Xero payrun tab appears next to All, where you select a pay period and post approved timesheets to Xero for payroll. See Connecting Xero and Posting timesheets to payroll.