Timesheets

A timesheet app that fills itself from the schedule and the clock-ins

Every published shift is already a line of the timesheet, with its hours and its pay. Turn on time tracking and the hours people actually clocked sit in the next column. At the end of the period the sheet goes to Excel, and each employee sees their own hours in the InShift app.

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Where the hours come from

Most timesheets are filled in after the fact: someone copies the week off a board, adds the hours up and hopes the night shift was counted right. In InShift the timesheet is the “Payroll” sheet of the admin panel, and it is filled by the shifts you publish. A shift from 22:00 to 06:00 is one shift with eight hours, and a rate set once on the person turns every shift into money for the period.

The schedule says who should have worked. When the owner turns on “Time tracking”, a tablet by the door records who actually did: people clock in with the app camera on a code, or with a staff number and a PIN. The payroll sheet then carries both, “Scheduled” and “Checked in”, per person. Pay is still counted from the schedule, so the manager sees a difference and decides whether to correct the shift.

The payroll sheet

The timesheet is one table: shifts, hours, rate, pay

The “Accruals” tab of “Payroll” takes any period and shows each person with their shifts, scheduled hours, clocked hours, rate, premiums, accrued, paid and owed, grouped by department with totals at the bottom. Filters by location and job position narrow it to one site or one team.

  • “Close period” fixes the month; a rate changed later never rewrites it
  • “Payments” records advances and settlements, and “owed” follows them
  • “Export to Excel” and “Print” give the accountant the sheet
  • A person’s row opens into their shifts, day by day
Worked hours for a period

Clock-ins

The hours people actually worked, next to the plan

With “Time tracking” on, the “Board” shows the day as it goes: scheduled from 10:00, checked in at 09:57, a 28-minute break, left at 18:06. Tiles count who is on site, on break, expected, not checked in and gone. A forgotten clock-out is closed by the system four hours after the scheduled end, and the manager sees that it was the system.

  • A clocked hour is the time from the clock-in to the clock-out minus the break
  • A missing clock-in is entered by hand with a reason, a wrong one is corrected
  • Any past day opens the same way, for the whole network or one location
  • Time tracking comes with Basic at no extra charge
How to read the board

Clocking in

The app camera on a code, or a PIN on the tablet

A tablet by the door shows a code that changes every 30 seconds. A person taps “Check in” in the InShift app and points the camera at it, and the clock-in is recorded with the time from the code. Whoever has no phone taps “Without a phone” on the same screen, picks “Clock in”, and types a staff number and a PIN.

  • An old code is refused, so a photo sent to a colleague clocks nobody in
  • The terminal speaks English, Ukrainian and Russian, switched with a button
  • Without internet the phone keeps the clock-in and sends it later with the right time
  • No GPS and no photos: the code on the wall is the proof of presence
The tablet time clock

The employee’s side

Each person sees their own hours and pay

Under “Stats” in the app every employee has their period: the number of shifts, the hours, what has been accrued at their rate, and the shifts day by day. With time tracking on, “My check-ins” lists every clock-in and clock-out with the break and the month’s total. Questions about a short week come with the numbers already on the screen.

  • “What the total is made of”: pay for shifts plus each premium as its own line
  • The same period the manager sees in “Payroll”
  • The money follows the role’s “View payroll”: “Own” for employees by default, “None” hides it
What an employee sees about pay

Premiums

Night hours and overtime counted by rules, not by hand

The “Premiums” tab holds the rules the timesheet applies: “Night hours” inside a window at a percentage on top, “Holiday work” at a multiplier, “Over the daily norm” at a multiplier or as “Flat overtime pay”. Each rule has a start date and applies to the company, a location, a job position or one person.

  • A shift that crosses the night window gets the premium only for the hours inside it
  • Pay terms per person: “Per hour”, “Per shift”, “Monthly salary” or “Shift price”
  • A premium never rewrites a period that is already closed
Premium rules

More screens

The rest of the timesheet, from the same demo

Every frame is the admin panel as it is.

  • “Pay”: each person’s rate from a date, with a counter of who has none yet.
  • “Terminals”: one tablet per location, with its connection status.
  • “Without a phone”: staff numbers and PINs for people who clock in on the tablet.
  • “Modules”: time tracking is one switch, and turning it off erases nothing.

Paper timesheets and a punch clock, or InShift

Most small teams keep hours in two places: a sheet on the wall and a spreadsheet at the end of the month.

Scheduled hours

Paper sheet and spreadsheet
Copied off the rota by hand
InShift
In the sheet the moment a shift is published

Actual hours

Paper sheet and spreadsheet
Written on the wall sheet, sometimes later
InShift
The app camera on a code, or a PIN on the tablet

A night shift

Paper sheet and spreadsheet
Split across two days, counted twice or not at all
InShift
One shift, its night hours paid by the “Night hours” rule

Checking the difference

Paper sheet and spreadsheet
Two sheets side by side
InShift
“Scheduled” and “Checked in” in one row per person

Hand-off to payroll

Paper sheet and spreadsheet
Retyped into the payroll system
InShift
“Export to Excel” for any period

The employee’s questions

Paper sheet and spreadsheet
Asked at the end of the month
InShift
Answered by “Stats” in their own app

Worth knowing

Pay follows the schedule

Money is counted from the published shifts. Clocked hours are there to compare; a real difference is fixed by editing the shift, and the pay follows.

Payroll is in both plans

The timesheet lives in “Payroll”, on Free and on Basic. Clocking in is the “Time tracking” module, which comes with Basic.

Excel, not a payroll provider

There is no ready-made connector to QuickBooks, Gusto or Xero. The sheet goes out as Excel, and the public API reads the same data.

Your rules for overtime

Overtime and night pay follow the rules you set in “Premiums”. Labor law is not checked for you.

From the first shift to the first timesheet

  1. 1

    Sign up and add the team

    An account at admin.inshift.app, a location with its shift types, the people with their job positions.

  2. 2

    Set the rates

    In “Payroll” → “Pay”: per hour, per shift or a monthly salary, each from a date. Premiums go in “Premiums”.

  3. 3

    Publish the schedule

    Every published shift is now a line of the timesheet. Turn on “Time tracking” if you want clock-ins too.

  4. 4

    Close the period

    Check “Scheduled” against “Checked in”, fix what needs fixing, “Export to Excel”, then “Close period”.

Frequently asked questions

Do employees have to clock in for the timesheet to work?▾

No. The timesheet is filled by the published shifts, so the hours and pay are known without anyone clocking in. Clocking in is the “Time tracking” module on Basic, for teams that want the actual hours next to the planned ones.

How do employees clock in?▾

On a tablet by the door that shows a code changing every 30 seconds. In the InShift app they tap “Check in” and point the camera at the code. Without a phone they tap “Without a phone” on the tablet, pick “Clock in” and type their staff number and PIN.

Is pay calculated from the clock-ins?▾

Pay is calculated from the schedule. The clocked hours sit next to the scheduled ones in “Payroll” for comparison, and if someone really worked longer or shorter, the manager edits the shift and the pay follows.

Does it handle night shifts that cross midnight?▾

Yes. A shift from 22:00 to 06:00 is one shift with eight hours, and a “Night hours” rule in “Premiums” pays the hours inside your night window at the percentage you set.

Can I export the timesheet for payroll?▾

Yes. “Export to Excel” in “Payroll” gives the sheet for any period with each person’s shifts, hours, rate, premiums and totals, and “Print” gives a short or a full version. There is no ready-made connector to QuickBooks, Gusto or Xero; the public API reads the same data with a key.

Is there GPS tracking?▾

No. InShift does not track location. A clock-in counts because the person scanned the code on the tablet at the location, and that code changes every 30 seconds.

What does the timesheet app cost?▾

The timesheet comes with payroll, and payroll is in both plans. The Free plan covers one location and up to 10 people; Basic is priced per active person a month, with unlimited locations and clocking in (“Time tracking”) at no extra charge. The pricing page has the numbers.

Get this month’s timesheet out of the schedule

Add the team and the rates, publish the shifts, and the hours are in the sheet. Clock-ins are one switch away.

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