Timeclock & Payroll

Summary

This guide covers the time-and-pay side of the HR module: staff clock in and out (with photo and geo capture), supervisors review exceptions and corrections, hours flow into timesheets, and payroll runs turn those hours into payslips. Get this right and you pay staff accurately with a clean audit trail.

Who This Guide Is For

• HR and payroll officers at a training provider
• SDP admins responsible for staff attendance and pay
• Supervisors who approve timesheets and corrections

Prerequisites

Before you begin, ensure you have:

• An SDP or admin account with HR and payroll access
• Staff records set up in the HR module
• Pay period dates and pay rates decided
• Your timeclock policy (shifts, geo-fencing if used)

Step 1: Set Up Staff Clocking

Navigate to HR → Timeclock.

The timeclock list shows recent clock events. Staff clock in and out from their own device or a shared kiosk; events can capture a photo and location. Confirm staff records exist before expecting their events to appear here.

Tip: A consistent clock-in routine from day one gives you clean payroll data later. Decide kiosk vs. personal device before rollout.

Step 2: Review Exceptions

Navigate to HR → Timeclock → Exceptions.

Exceptions are missed clock-outs, out-of-range locations, or odd hours. Review and resolve them promptly so they don’t distort hours and pay.

Step 3: Handle Corrections

From a timeclock record, staff can request a correction for a mistaken entry. As a supervisor you approve or reject each correction. Approved corrections update the underlying hours.

Step 4: Check the Hours View

Navigate to HR → Timeclock → Hours.

This rolls clock events into worked hours per person. Use Export Hours to pull a summary for a period before you start a payroll run.

Step 5: Manage Timesheets

Navigate to HR → Timesheets.

1. Create a timesheet for a staff member and period
2. Add or confirm entries
3. Staff submit the timesheet
4. A manager approves or rejects it

Approved timesheets are the trusted source of hours for payroll.

Step 6: Run Payroll

Navigate to HR → Payroll.

1. Create a pay period (or open an existing one)
2. Create a payroll run for that period
3. Calculate the run to generate amounts from hours and rates
4. Approve, then Complete the run to finalise it

A completed run is locked, preserving the audit trail.

Step 7: Distribute Payslips

Navigate to HR → Payroll → Payslips.

After a run completes, payslips are generated per staff member. Review them here and make them available to staff.

Common Mistakes to Avoid

1. Running payroll with open exceptions: Resolve exceptions and corrections first.
2. Calculating before approving timesheets: Approve hours before you calculate the run.
3. Re-opening completed runs: Completed runs are locked by design — correct in the next period.
4. Skipping the hours export: Export and sanity-check hours before each run.

Verification Checklist

Before relying on the workflow, verify:

• Staff can clock in and out and events appear
• Exceptions and corrections can be resolved
• A timesheet can be submitted and approved
• A payroll run calculates, approves, and completes
• Payslips generate after the run completes

Next Steps

• HR Module — Manage staff records and credentials
• Finance Module — Post pay costs to the ledger
• Reporting & Exports — Export payroll summaries