Timesheets

A timesheet is one person’s working day: when they clocked in and out, the time they worked, and anything that needs a look. Cadre builds timesheets for you. You review them, approve them or reject them, and correct the clock record when it is wrong.

Who can approve, reject and correct timesheets: Owner, HR admin, Manager.

Who can build timesheets for a date: Owner, HR admin.

A manager sees and decides their own team’s timesheets. Managers have their own guide: Team timesheets.

How timesheets are built

Every night Cadre builds a timesheet for each person for the day before, from their roster and their clock record:

Clock-ins and clock-outs are paired in order. A session belongs to the day its clock-in falls on, so a night shift is one timesheet.
A repeat clock-in, or a repeat clock-out, within two minutes is ignored.
Worked is the time between each clock-in and clock-out, less the shift’s unpaid break (see Rosters and shifts).
Overtime is time worked beyond the rostered hours, once it is more than the threshold set under Time → Settings (30 minutes unless you change it). Time worked with no roster is all beyond schedule.
A clock-in with no clock-out stays in progress until a while after the shift ends. After that it is a missed clock-out, and adds nothing to the time worked until it is corrected.
For someone in the Timesheet entry mode, the time worked is the hours they logged, with their note.

Build timesheets for a date

Timesheets are also built every night, so you rarely need this. Use it after changing a roster or the clock record for a past day.

On the Time page, click Build timesheets.
Choose the Date.
Click Build.

Every worker’s timesheet for that date is built again from their roster and the clock record. Draft and rejected timesheets are replaced. Approved ones are left as they are.

Review timesheets

Open Time and choose the Timesheets tab.

The Timesheets tab, listing each person's day with the worksite, in and out times, time worked, overtime and status

Narrow the list with:

From and To: the work dates.
All statuses: for example, only Draft or only Rejected days.
All worksites, where you have more than one.
All modes: the attendance mode the day was worked under.
Any verification: for example, only days with a clock-in outside the location.
Exceptions only: only days with something to look at.

A warning icon beside the status means the day has exceptions. Hover over it to read them.

Click Excel to download every timesheet that matches your filters.

Open a day

Click the eye (Details) on a row. The panel shows the shift and scheduled hours, the attendance mode, the verification, the first clock-in and last clock-out (or that the hours were logged by the worker), the time worked, lateness, leaving early, overtime, exceptions and who decided the day.

Below that, Clock events lists each clock-in and clock-out with its verification in words, the distance from the site area and the accuracy of the phone’s position. Where a map is available and the event has a position, a small map shows the site area and where the person was. Positions are drawn with different shapes as well as colours: a circle when verified, a triangle when outside, a diamond when unverified.

Approve timesheets

Tick the timesheets you want to approve and click Approve selected. For a single day, click the tick (Approve) on its row instead. Only the days you can approve have a tick box.
Add a Comment if you want to.
Click Approve.

If some of the timesheets can’t be approved, the others are approved and Cadre lists the ones that weren’t, with the reason for each.

You can’t approve a timesheet:

for a day that isn’t over yet;
while a clock-in on that day is still open;
of your own. Nobody decides their own time.

Each worker gets one message for the days approved together.

Reject a timesheet

Click the cross (Reject) on the row, or Reject in the day’s panel.
In Why is it rejected?, say why. A reason is required, and the worker sees it.
Click Reject.

Correct the clock record

When the clock record is wrong, correct it rather than approving a wrong day. Correct appears on a day that is still a draft and was clocked, not logged.

Open the day’s panel and click Correct.
Choose what needs correcting:
- Add a missing clock-in or clock-out, for a worker who forgot to clock or whose phone could not. Choose the Event, the Date and the Time (Lagos).
- Void a wrong event, and choose the Event to void. The event stays on record, marked as voided.
In Reason, say why. The reason is kept with the correction, and the worker’s manager and HR can see it.
Click Save correction.

Cadre rebuilds the affected days straight away, so the timesheet shows the corrected time.

A rejected timesheet goes back to draft when it is built again, for example with Build timesheets for that date.

What happens next

Only approved timesheets count:

When a payroll run is calculated, a rostered day marked absent on an approved timesheet reduces the days paid, unless approved leave covers it. Approved overtime is not added to pay: the run warns you of the hours not yet paid. See Running payroll.
For agencies, approved hours and days worked per client feed client billing. See Billing terms and invoices.