Who is this for?
StoreHub merchants who need to track employee working hours, manage shifts, and prepare payroll information.
Overview
This guide will show you how to view, export, and manage your employees' working hours using the 'Timesheets' feature in your StoreHub BackOffice. You'll learn how to see who worked when, make changes to shifts, and add new shifts.
Before You Begin
Access to your StoreHub BackOffice.
Employees must be set up in your BackOffice (see 'How to Manage Your
Employees').
Employees must be clocking in and out using the StoreHub POS app.
Step-by-Step Guide
View and Export Timesheets
1. In your BackOffice, click on 'Employees' in the left-hand menu, then select 'Timesheets'.
2. Choose the desired 'Time Frame' (e.g., 'Today', 'This Week', 'Last Month') to view the timesheet data.
3. To export the timesheet data, click 'Export to CSV'. This will download a file that you can open in spreadsheet programs like Microsoft Excel or Google Sheets.
Edit Employee Hours
1. From your BackOffice, click on 'Employees', then select 'Timesheets'.
2. Pick the 'Date' for the shift you want to edit.
3. Find the shift you want to change. In the 'Actions' column, click the 'edit icon'.
4. Edit the 'Time In' and 'Time Out' as needed.
5. Click the 'save icon' to save your changes.
Add a New Shift
1. Click the '+ Add' button.
2. Enter the 'Date', 'Time In', and 'Time Out' for the new shift.
3. Click the 'save icon' to save the new shift.
Managing Shifts (Opening and Closing)
Properly 'Opening' and 'Closing' shifts is vital for accurate 'Timesheets' and 'Sales Reports'.
1. To start a shift, an employee must 'Clock In' on the POS app. If 'Face Capture' is enabled, they must stand clearly in front of the camera.
2. At the end of the day, the manager must 'Close Shift' and perform a 'Final Reading'.
3. If a shift is 'Left Open' (not closed at the end of the day), the sales data will spill over into the next day, causing 'Report Errors'.
4. If an employee forgets to 'Clock Out', you must manually enter their 'Time Out' in the 'BackOffice Timesheets' to correct their hours.
Calculate Timesheet Hours
The StoreHub Timesheets automatically calculate the total hours worked for each employee within the selected timeframe.
1. Look for the 'Total Hours' column. This column shows the sum of all approved shifts for each employee during the selected period.
Example:
When you see 1.50 hours, this translates as:
= 1 hour + (0.5 x 60 minutes)
= 1 hour + 30 minutes
= 1 hour 30 minutes 1.50 hours does not mean 1 hour and 50 minutes.
2. If you need to perform more complex calculations (e.g., for overtime, different pay rates), you can 'Export to CSV'. The CSV file will contain detailed 'Time In' and 'Time Out' data for each shift, which you can then use in a spreadsheet program to calculate wages according to your business's pay rules.
Troubleshooting
Issue | Solution |
Employee's clock-in/out times are missing or incorrect. | 1. Check if the employee remembered to 'Clock In' and 'Clock Out' on the POS app.
2. Manually 'Edit Hours' for the specific shift in the BackOffice (see 'Edit Employee Hours' section).
3. If a shift is completely missing, 'Add a New Shift' for the employee. |
Timesheet data doesn't match expected hours. | 1. Double-check the 'Time Frame' selected in the BackOffice to ensure you are viewing the correct period.
2. Review individual shifts for any errors and 'Edit Hours' as needed.
3. Ensure the POS app has 'Synced' recently to send all clock-in/out data to the BackOffice. |
'Clock In' is not working or 'Face Capture' fails. | 1. Ensure the iPad camera is not blocked.
2. Check your 'Internet Connection'.
3. If it still fails, the manager can manually 'Clock In' the staff from the 'BackOffice'. |
'Missing Clock Records' in the Timesheet. | This usually happens if the POS was 'Offline' when the employee clocked out. Connect the POS to Wi-Fi and tap 'Sync' to upload the missing data. |
FAQs
1. Can employees clock in/out from any POS device?
Yes, employees can clock in and out from any StoreHub POS device assigned to their store.
2. How do I make sure employees clock in and out correctly?
You can set up 'Cashier Access Control' for your store to 'Require Manager Access' for clocking in/out, or simply train your staff on the correct procedure.
3. Can I see a breakdown of breaks taken by employees?
The basic timesheet tracks 'Time In' and 'Time Out'. For detailed break tracking, employees would need to clock out and in for breaks, or you would manage breaks manually based on the total shift duration.
4. Is there a way to automatically calculate payroll from timesheets?
StoreHub timesheets provide the total hours. You can 'Export to CSV' and use a spreadsheet program to apply your specific payroll rules and calculate wages.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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