Timesheets will auto-create for users in a new Pay Cycle when the following criteria are met:

If one of these criteria isn't met, a Timesheet for that Activity won't auto-create. If a mistake occurs, such as a staff member being accidentally set to not paid on Timesheets during the Pay Cycle, a missing Timesheet can be manually created.

If Sessions are created during a Current Pay Cycle, Timesheets will not automatically be created because the Pay Cycle has already begun. If this occurs, a Timesheet can be manually created.

Managers and Admins can easily contact staff users via the Timesheets Module. This feature comes in handy when some staff users have an orange alert symbol next to their name stating they have Sessions to log on their Timesheet - they have likely forgotten to add their hours. Simply select the checkboxes next to the relevant Timesheets, click Actions or More (depending on your screen size) and select Email Staff Selected from the dropdown menu.

Note: Staff users can add their hours up until the Timesheet is approved by a Manager.

Yes, all Admins are notified that Timesheets are ready to be signed off once the Managers of that Department have approved all Timesheets. If an Admin is an Admin of one Department and they sign off on Timesheets, they only do so for that Department. If an Admin is an Admin for more than one Department and they sign off, this will sign off all timesheets for those Departments.

For example, if Sally were the Admin of Music, she would sign off on only the Music Timesheets. However, if she were the Admins of both the Music and Sports Departments and clicked Sign Off All, it would sign off on all Timesheets within both Departments.

Timesheets are automatically created when a user is scheduled for a Session and is marked as 'Yes' in 'Paid on Timesheets' for the Sessions' Activity (under Staff List > User > Timesheets Details). Each Timesheet is attached to an Activity in that User's Schedule.

If a Timesheet shows 0 hours, with no orange alert symbol stating they have Sessions to log, this means that at one point in time, there was a Session that the user was scheduled for, which later was either cancelled or deleted after the Timesheet had been created, resulting in an empty Timesheet.

This means that the Timesheet is in the current Pay Cycle and the Sessions that a user is scheduled to work on are in the future. For example: Pearl has her first Sessions of the current Pay Cycle scheduled for Saturday. Until she has worked her Sessions on Saturday, her current Timesheet will appear as 0m. OR it can be for the answer given for question 4, that Sessions were scheduled during that Pay Cycle but were deleted after the Pay Cycle had begun and the Timesheet had been created.

A '0m hour' Timesheet can also mean you are in the Current Pay Cycle and you have yet to log hours in your Schedule. This is labelled with the orange alert symbol, indicating you have a number of Sessions that you may need to log. If you are viewing this as a Manager or Admin user, you can reach out to the staff member to remind them to log those hours, or log those hours on their behalf.

If you have Users who have not yet finished adding their hours, you can add hours on their behalf and then approve those hours. Alternatively, you can move their Timesheet to the current Pay Cycle for consideration in the next cycle's pay.

Watch the video below, showing you how to add hours on the User's behalf or move the Timesheets into the Current Pay Cycle.
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No, they can't. The purpose of Clipboard's Timesheets feature is to create an efficient process for schools so that they don't have to approve every single hour worked by a coach or tutor. Because the Sessions are in the Schedule, Managers shouldn't need to approve each individual Session worked by a coach. So, what a Manager is actually approving is a collection of hours (aka the Timesheet) worked by a coach or tutor.
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As a Manager/Admin you are free to go into Staff Timesheets and edit them throughout the Pay Cycle. A good example of this is if there is a flagged Timesheet where the coach claims they stayed back to help pack up the basketballs for 1 hour. The Manager may disagree with this extra hour because they know it doesn't take 1 hour to pack away some basketballs. That Manager can edit the Timesheet back to match the original Session time. This change is logged in the system and the coach can see that their hours have been edited, as can the Admin and Finance Admins.

Managers DO NOT approve any Timesheet with the orange symbol next to it (see example in image below). This symbol means that the user has not logged all of the hours for the Sessions in their Schedule in that Pay Cycle. Managers can then contact those users via email through Clipboard to remind them to log their hours before the end of the Pay Cycle.

Yes you can, although we leave this up to each school in terms of what they want the process to be. There are two options:

Option 1: In some schools, Managers are able to add and approve their own hours. Some schools allow this because the Timesheets are signed off by an Admin afterwards, thereby having oversight on the hours a Manager adds to their Timesheet.

With this option, the Admin will receive a reminder once all Managers in their Department have approved all Timesheets. Then, they are only required to sign off on the Timesheets.

Option 2: Other schools just have Admin users do both the approval for any Manager Timesheets and then the Admin sign-off. However, by choosing this option, Admins won't be notified that all Timesheets are ready for sign-off because there will still be some (Manager) Timesheets to approve.

If you choose this option, the Admin user just needs to remember (instead of being auto-reminded by Clipboard) that on the same day at the end of every Pay Cycle they are required to go and complete two actions:

Clipboard does not need to change to allow either of these options to be possible because Admin users can already approve and sign off on Timesheets, and Managers can approve their own Timesheets by default.

It is important that users add their hours correctly. Some Activities require that a minimum number of hours are logged in their Timesheet for a Session - a Minimum time payable. This can be changed by editing the Activity in Settings.

Finance Admins can also bulk update these settings in Settings > Timesheets > Activities.

For example: Basketball is set to 2 hours for a minimum time payable. Coach Cooper has two 1 hour Basketball Sessions, 3-4 pm and then 4-5 pm. If he attempts to log them separately, the second Session won't be allowed to be logged because the hours would appear to overlap as it calculates the minimum hours for the first Session. If logged together, it just merges the two 1 hour Sessions into one, 2 hour Session.

This can also happen if a coach or tutor works in different Activities consecutively, sometimes making it confusing to add hours to Timesheets. For example, Coach Cooper works in both Basketball and Rugby. He has a 1-hour Basketball Session from 7-8 am and then a 1-hour Rugby Session from 8-9 am. If he adds the minimum two hours for Basketball, Clipboard will not allow him to add the Rugby hours because they will overlap. He can avoid this by unchecking the minimum hours box when logging his basketball hours.

Please check out the Adding Hours to a Timesheet article for videos and step-by-step guides.

This is due to staff creating a Timesheet for the Last Pay Cycle to add their missed hours. By default, if a Timesheet is created for a past Pay Cycle, it is shown in Current. This allows time for Finance Admins to export and process the Timesheets.

A two-step approval process is recommended to ensure the integrity of approved Timesheets. Initially, managers are responsible for approving Timesheets, followed by the final sign-off from an Admin user. Once the Timesheets have been approved, Managers or Staff cannot add or remove hours. Furthermore, once the Timesheets have been paid and marked as 'Processed' by the Finance department, they become locked, preventing any further modifications by anyone.

Click on the respective timesheet entries to review the staff member's Timesheet entries and see when and who logged the hours.
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See Logged by in the example below:
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The Schedule determines what can be included in a Staff User's Timesheet, regardless of whether a Roll has been marked. This process doesn't impact the procedure for adding a session to a Timesheet.

If a Session is scheduled for a Tutor, they have the ability to include it in their Timesheet.

The easiest way to replace a coach who can't attend a Session is to remove their name from the Session and add the replacement coach to the Session in the Schedule. Provided this is done before the Session ends, the Session will automatically be removed from the first coach's available Timesheets to log, and if the replacement coach is assigned to the same Session, it will move to the replacement coach's list of Timesheets to log.