How do clocking in and timesheets work?

Clock in, take breaks and clock out on the venue's PIN pad; managers check only the shifts that didn't match the rota, approve the week and download hours for payroll; owners set pay per person or per area, a bank holiday rate, and see an estimate of what the rota costs.

Clocking in on the PIN pad

On one of the venue's devices, tap your name and type your PIN. If your venue uses clocking in you see big buttons: Clock in, Start break, End break and Clock out — only the ones that make sense right now. After you press one the pad goes back to the names by itself. Open ResoFlow takes you into the app instead; Back to PIN pad leaves without doing anything.

The time comes from ResoFlow, not the device's clock. You can only clock in on the venue's own devices, never from your private rota link. Door and Kitchen screen logins don't clock in — they're a screen, not a person — so each member of staff clocks in with their own PIN. With rotas on, the people on shift or due in soon are listed first on the pad.

Breaks depend on your venue: you clock your own breaks, a set break is taken off automatically (for example 30 minutes on shifts over 6 hours), or both — your clocked break, or the automatic one if you didn't clock one. When breaks are deducted, the break on their rota shift is taken off — so their hours match what they saw on their rota. Clocking out for your break and back in again: a clock-out of at least 20 minutes (30 minutes for under-18s) is your break, so nothing more is taken off; a shorter one isn't a break, so your rota shift's break is taken off once for the shift — never once for each part. Clocking back in after a break never counts as late.

Forgot to clock out? The shift ends at its planned end and shows Needs checking until your manager picks what happened. Forgot to clock in? Once your rota shift is halfway through the pad also shows Clock out — I forgot to clock in: press it when you finish and your clock-out is kept, so your manager only has to check when you started.

Timesheets (managers)

Open Clock-ins & timesheets in the Team area: planned against worked hours for the week. You only have to look at the shifts that didn't go to plan — everything else approves itself.

To check. A shift with no problem that started and ended close to its rota times (within 15 minutes unless you change it in the rota settings) approves itself and is folded away — "matched the rota". A shift clocked in two parts (out for a break and back in) is judged as one shift: its first clock-in and its last clock-out. To check lists everything else: a late start, someone leaving early or staying late, no break, a missing clock-in or clock-out, a shift clocked with no rota shift. Press Open to see that person's days; the shifts that matched the rota are behind "Show … that matched the rota". Correct changes a time; you must say why, the person can see the reason and it's kept in the Activity log.

Approve week. Once the week is over and nothing still needs checking, press Approve week. Until then it says what's holding it — for example "Sort the 1 missing clock-in first." The week's hours are then locked: nobody can correct them, and the hours download marks the week as approved. If something was wrong, Reopen week asks why (kept in the Activity log) and unlocks it; approve it again when you're done. Staff see that their week's hours were approved.

Missing clock-ins and clock-outs. A rota shift with no clock-in once its day is over, or a shift someone never clocked out of (closed for them at the planned end, or still open the next day), is flagged on that person's days with three choices:

• They worked it — it keeps any real time they did clock and fills the gap from the rota: forgot to clock out → from their real clock-in to the rota shift's end; forgot to clock in but clocked out → from the rota shift's start to their real clock-out; nothing clocked at all → the rota times. The rota break is taken off either way. Those hours count for their pay hours, the timesheet total, the hours file and holiday. Only shown when the shift is on the rota (if their clock-in was after the rota shift ended, or their clock-out before it started, use Adjust times).
• They didn't work it — no hours and nothing towards holiday; the hours file leaves the times blank.
• Adjust times — type the times they really worked (for example they left early), with a reason; those times count. Correct or Add times on a flagged day opens the same window.

You can add a note to the first two. Whichever you pick, it's kept with the shift ("Marked as worked (clock-in to the rota end) by …") and the Activity log records the choice, which times were kept and who made it.

Needs checking. Until you pick what happened, a flagged shift counts its rota hours — never 0 by accident, and never what the clock happened to say (a shift left clocked in overnight doesn't count every hour since). Its hours on the timesheet, the week's total, the hours file and holiday built up from clocked hours all use those rota hours, marked Needs checking; the hours file has a Needs checking column saying which shifts they are. A shift with no rota shift has no rota hours, so it counts none until you pick — the flag says so. Early clock-ins and late clock-outs aren't flagged.

Which clock times count. If someone clocks in early, their hours count from their shift's start; if they're late, from when they clocked in (or choose exact clock times, or rounding to the nearest 15 minutes, in Settings → Rota). Where the time that counts differs from the clock, the timesheet and the hours download show both ("counts 17:00"). A shift that runs past midnight counts on the day it started.

(A shift sorted earlier with the old accept-as-it-is button keeps what it said.)

Download hours downloads a spreadsheet for payroll (a CSV file — it opens in Excel, Numbers or Google Sheets) for any dates up to 62 days: one line per shift with its area, planned and clocked times, the break and whether breaks are paid, hours worked, whether it was a bank holiday, anything that needs checking, whether the week is approved, and any changes with their reasons — plus one line for each day of approved holiday, in your venue's holiday unit (days or hours). People allowed to see pay also get each shift's rate per hour and pay (an estimate — no tax, National Insurance or holiday-pay sums); everyone else gets hours only. Downloading needs your own email sign-in.

Owners and admins can switch on hourly pay rates (Rota settings → Pay → Hourly pay rates) to see an estimate of the week's cost. Set a staff member's pay rate on their Staff page → Work → Pay → Change (Rate an hour, From, the pension and National Insurance answers); Pay rates on Clock-ins & timesheets lists the people on the rota — not Door or Kitchen screen logins, and not anyone you've left off the rota (unless they already have a pay rate, when they show marked "Not on the rota") — and its Change opens the same window. Pay rates are never shown to staff, and only people allowed to see pay get them in the hours download.

Pay per area and a bank holiday rate (people allowed to see pay)

In the rota settings, next to Pay, Pay per area decides how a shift is paid:

• Each person's own rate (the starting choice) — the rate on their Staff page → Work. Nothing changes from before.
• The area's rate — give an area a rate (for example Bar £14.00 an hour) and every shift in that area is paid that rate, whoever works it. Leave an area blank and its shifts use the person's own rate. New rates start on sets the first day; shifts before it keep the rates they had.

Bank holiday rate pays more for hours on a bank holiday — no extra pay, time and a half, double time, or something else up to 3 times the rate. It uses the bank holidays your venue picked in its holiday settings (England and Wales, Scotland or Northern Ireland). A shift that runs past midnight counts as the day it started.

Both change the wage cost on the rota, the Cost column on timesheets, the estimate below and the pay in the hours download. They never show to staff, and the amounts are never written in the Activity log (only that pay per area changed).

Estimated cost of this rota (people allowed to see pay)

With pay rates on, Clock-ins & timesheets shows Estimated cost of this rota for the week — what the rota costs as planned, and what the clocked hours cost:

• Pay — the hours times the rate you set for each person.
• Employer National Insurance — 15 % of each person's weekly pay above £96 (2026/27 rates). Under 21s and apprentices under 25 cost nothing up to £967 a week. It's shown before your Employment Allowance, if you claim it.
• Workplace pension — 3 % of each person's pay between £120 and £967 a week, for the people you say are in the pension. If you haven't said, it counts anyone paid over £192 that week.
• Holiday building up — 12.07 % of the pay, on its own line, because whether it's a cost this week depends on how you pay holiday.

On each person's rate you can say whether they're in the workplace pension and pick their National Insurance band (standard, under 21, or apprentice under 25). ResoFlow never asks for a date of birth. If a rate is below the minimum wage for the band you picked, you see a warning — it never stops you saving.

It's an estimate for planning, not payroll: it never works out anyone's tax, their own National Insurance or what they take home, and tips aren't included. Your payroll provider works out the real figures. The rates come from gov.uk for each tax year; for a week in a tax year ResoFlow doesn't have the rates for yet, the estimate says so instead of using last year's.

Staff see their own hours under My hours.

Missed breaks

If someone has been clocked in longer than your break rule allows (and never longer than the law's 6 hours, or 4½ hours for under-18s) without clocking a break, managers get one alert for that shift: 'Sam hasn't had a break yet'. You can turn it off in Settings → Rota → Clocking in (Tell managers about a missed break). It only applies while staff clock their breaks.

Reports

Go to Reports in Team and pick the dates: last 7 days, last 30 days, this month, last month, this year, or Custom (up to 12 months). Worth a look comes first: anyone late, off sick, or who worked more than an hour more or less than planned. Below it, each person's planned and worked hours, the difference, how often and how many minutes they were late, sick days, and holiday taken; then the same hours by area. A shift counts as late when someone clocks in more than 10 minutes after its start, the same rule as the timesheet's late flag. A shift that isn't sorted yet counts its rota hours, as on Timesheets. Only people who approve rotas see sick days. Download saves the same figures as a CSV. Reports need your email sign-in, not a PIN on the venue's device.

Related: How do I sign in with my PIN?