Approve timesheets and export hours
Each week: check the grid, fix anything wrong, approve, download the Payroll hours CSV for your payroll, then lock the week. Approving freezes each day’s hours by band.
Where it is
- People → Timesheets — Sidebar Team › People, tab Timesheets
Settings for this
- People → Hours & overtime — How hours are split into ordinary, overtime and penalty bands
- People → Workers — Rosters, terms (must clock on?), PINs and the time clock settings
- Settings → Workshop → Trading Hours — Closures ticked “Public holiday” put hours worked that day in the holiday band
- Settings → Team → Roles — See everyone’s timesheets / Correct, add, void and approve shifts / Manage workers… (lock)
Sidebar Team › People, tab Timesheets. Everyone can open it: without a permission you see only your own row.
Who can do what
| Permission (Settings → Team → Roles) | Lets you |
|---|---|
| See everyone's timesheets | See every row, and download Shifts CSV and Payroll hours CSV |
| Correct, add, void and approve shifts (always audited) | Approve, correct, void and add shifts |
| Manage workers, PINs, balances, and lock exported timesheets | Lock week and Unlock week |
Step by step: each week
- Open the week. ‹ and › move a week; This week comes back.
- Read the grid. One row per worker, one cell per day:
- green ● on shift now (red when it's been open too long);
- OT overtime, M includes a shift a manager entered;
- Missed a rostered day with no clock-on, Away approved leave;
- an amber • has something to check (hover the cell);
- grey italics are counted from the roster, for people who don't clock on.
The Status column shows Unconfirmed, Confirmed, Approved and Locked.
- Check Hours by band. Each person's hours under their rules (Ordinary, Evening, Sat, Sun, Holiday, OT tier 1, OT tier 2, Sun OT, Holiday OT, Additional, TOIL worked), TOIL earned, and a To check column with flags like Didn't clock on, Started late, Worked an unrostered day or Worked on a day of approved leave.
- Fix anything wrong. Click the cell. The day's drawer lists its shifts:
- Correct: change Start, Finish, Unpaid break (min) or Note, give a Reason (it goes on the record), save.
- Void: for a shift that shouldn't exist. It stays on the record, struck through, and counts for nothing.
- Add a shift for this day: a forgotten clock-on or a paper timesheet. Marked Entered by manager.
- History shows every change with its reason. Nothing is ever deleted.
A corrected shift goes back to Unconfirmed so the worker checks it again.
- Approve. Approve week approves everyone on screen; tick rows first for Approve n selected. Your own shifts need someone else ("Someone else approves your own shifts"); only the owner approves their own. A line above the grid says if people haven't confirmed: you can still approve, but Fair Work expects workers to have checked them.
- Send hours to payroll. Payroll hours CSV: approved hours per worker, by band, with each band's multiplier, plus approved leave. If some shifts aren't approved or are still running, Export approved hours only? says how many are left out; Export approved hours carries on. Shifts CSV lists every shift (not voided) with times and status, for your records.
- Lock the week once payroll has it: Lock week, then Export & lock. It downloads the Payroll hours CSV first, so what you lock is what payroll got. Approved shifts become Locked and read-only.
No direct payroll connection. BuildTrack keeps hours, never pay. Import the Payroll hours CSV into your payroll system.
Unlocking
Payroll needs a re-run? Unlock week, type the reason ("Payroll re-run after a correction") and press Unlock week. Locked shifts go back to Approved with the reason on each. One shift: open its day and press Unlock.
Approving freezes the hours
Approving fixes each day's hours by band as they stand. Changing rules, rosters or terms later doesn't rewrite an approved day. Days not yet approved show provisional: worked out from today's rules.
Also on this page
- On site now: who is clocked on this minute, the roll call if you need to clear the building. Shifts open far too long are listed apart as Probably not on site.
- Contractors & labour hire: hours on the clock for each firm against the purchase orders it has raised this week (dollar figures only if you can see costs). Supplier → opens the firm.
- Open time clock starts the tablet; Confirm my week shows while your own shifts are unconfirmed.
- From a bell, Timesheets opens on the right week with that worker highlighted.
If something's not right
- Approve week is greyed out: nothing on screen is waiting for approval, or every row is your own.
- No Lock week button: you need Manage workers…, and at least one approved shift.
- No Payroll hours CSV: you need See everyone's timesheets, and hours to classify.
- Can't correct a shift: it's Locked. Unlock it first.
- "No workers yet": add them on People → Workers.