How to review and approve timesheets

Find it under Money → Timesheets, after Reports. It is owner-only: a supervisor does not see it. Approving hours authorises money to leave the business against pay rates a supervisor is not allowed to see, which is the same reason they cannot open Profitability.

The period, and the four figures

It opens on the fortnight ending today, which is the commonest UK pay cycle for hourly staff and covers a weekly one twice over. Change either date and it reloads: the dates are part of the query rather than a filter over everything, so a long history does not get slower to look at.

Would be paid

The hours that would actually go on a payroll import, if you exported the period as it stands. Nothing unresolved is in this figure.

Unpaid breaks

Recorded, shown, and not paid for. Off by default; see Starting and finishing a clean.

Waiting on you

Entries that cannot count until somebody decides. This is the number that matters.

People

How many cleaners recorded any time in the period.

The three things that wait on you

A proposal

Either travel time CleanFlo found between two of that day's cleans, or something a cleaner asked to have counted: training, a meeting, standby. It carries Accept and Decline. Until you accept it, it is worth nothing: the database will not let a proposal be paid at all.

A flagged entry

Time that arrived from your existing records but could not be trusted as-is: it overlaps another clean the same person was clocked into, it was started and never finished, or it runs longer than eighteen hours. It carries Amend and Resolve.

An open entry

Somebody clocked in and never clocked out. It shows a dash rather than 0h, because "we do not know yet" is not the same as "worked no time". Amend it to close it.

Finding travel between cleans

Find travel time looks through the period for gaps between one clean finishing and the next starting, for the same person, on the same day. Each one it finds is offered as a proposal for you to accept or decline.

It offers the gap and nothing more. CleanFlo does not know how far apart two of your sites are and will not pretend to; what it knows is that somebody finished at 11:00 and started again at 11:25. Gaps under two minutes are not offered (that is two clocks being tapped) and neither are gaps over two hours or ones that cross midnight, because those are gaps in the day rather than journeys, and offering them would invite you to accept a lunch break as paid travel by clicking through a list.

Changing a figure

Amend opens the start and finish times with a required box asking why. It shows what the phone actually clocked beside each field, and works out what the change does in hours: "Adds 16m: 3h 46m becomes 4h 2m", so the decision is made in the terms it is actually about.

The reason is not a formality. It is kept permanently, it cannot be edited or deleted afterwards by anyone including you, and the cleaner it is about can see it. That is what makes an approved period defensible six months later, when somebody asks why a Tuesday says 07:58.

The clocked times never move. An amended line prints both on the line itself, without anything to open: 08:00–12:00 · clocked 08:14–12:00 · arrived early, waited for keys. That is on purpose: your answer to "why does this say 07:58" should not depend on whether you thought to click.

If you do not want any of this

Time & payroll is a module, on by default, under Modules. Switching it off hides this screen and the Employment tab, takes the break control off the clean screen, and stops new time being recorded.

It does not stop cleans being clocked in and out. That is how the schedule knows a clean started, and the late alerts and your client's clean report both depend on it. Nothing already recorded is deleted, and it all reappears intact if you switch it back on.