What each role actually does

Create the organisation

Your name, work email, a password, the company name, and the country you operate in. The country is the only answer that matters later: it pre-fills the currency, the time zone, the working week, the default start and end times, the unpaid break, and the public holiday calendar. Nearly every setting after this arrives already answered, and you are confirming rather than deciding.

You are not given a timesheet. Owners and admins do not track their own time by default, because most do not clock in. If you do, turn on tracks time on your own person page and your week starts being recorded from that moment — nothing before it is invented.

Import the public holidays

One calendar for the whole company, inherited by every person. Import your country and year from the setup checklist; re-importing the same year is a no-op, so you can press it twice without creating duplicates. Sixteen countries are built in, and four of them — Pakistan, India, the UAE and Singapore — are marked approximate on screen, because those dates are set by sighting or announcement and pretending otherwise would be a lie in a payroll product.

A holiday never blocks real work. If somebody clocks in on a bank holiday, the punch is recorded and the day is payable, marked holiday worked rather than flagged as an exception. Nobody did anything wrong, so nobody is asked to explain themselves.

Confirm the working week

Which days are working days, what time they start and end, and how much unpaid break comes off. This becomes the organisation default schedule, and it is what every person is measured against until a team or an individual pattern overrides it. Set it once here rather than per person.

Add the first people and give them a manager

Name, work email, role, and the team they belong to. Putting somebody on a team is what gives them an approver, so do it while you are adding them rather than later. The People page shows a running count of anyone with nobody to approve their hours, and the organisation chart draws owner, admins, teams and members so a gap is visible at a glance instead of being discovered on payday.

Approve, lock, export

On Friday each person submits their own timesheet and an approver signs it. Bulk approval covers everyone whose week is clean and deliberately refuses anyone with an unresolved exception, so pressing it is never a gamble. Locking closes the period against further edits, and the payroll export gives you payable minutes, unpaid break, paid leave and holiday worked in separate columns — the shape a payroll run needs, not one lump sum.

Reopen a locked week — the one thing only you can do

Sometimes a locked week has to change. An owner can reopen it, but only with a written reason, and the reopening is itself recorded next to the original approval. The person is notified. Nothing is quietly rewritten: the old figure, the reason, and the new figure all survive, which is the entire point of locking in the first place.

If you are the only approver your own weeks are marked self-approved so an auditor can see it. Adding a second admin or manager stops that immediately — the product will not let you keep signing off your own hours once somebody else can.

Add, edit and deactivate people

Adding somebody with a work email sends them an invitation; adding somebody without one creates them as a kiosk worker. Editing covers their name, job title, role, team, whether they track time, and their employment type. Deactivating removes their access and takes them off the live board, and leaves every hour they ever recorded exactly where it was — payroll still pays a leaver.

Rehiring restores the same person. Their history reattaches rather than starting a second record, which is what makes a year-end total trustworthy.

Build teams and set who approves whom

A team has members and managers. Being a manager of a team is what grants scope: the queue, the board, the timesheets and the approvals a manager sees are exactly their teams and nobody else. Somebody can manage one team and be an ordinary member of another, and the organisation chart shows them in both places honestly.

Create schedules and assign them

Three shapes: fixed (start and end per weekday), flexible (expected minutes per day, worked whenever), and weekly-flexible (expected minutes across the week). Assign one to the whole organisation as the default, to a team, or to an individual — individual beats team, team beats organisation.

Editing a pattern never rewrites a closed week. Changes are effective-dated and backdating is refused. A day in March is always judged by the schedule that was in force in March, which is why an approved week still reconciles a year later.

Set kiosk PINs

For anyone who works without a computer. A PIN is set by an admin or the person's own manager, never chosen in an email. Too many wrong attempts locks the PIN for a while; an admin resetting it clears the lock, which is the path a real shift needs at seven in the morning.

Record pay rates

Rates are dated records, not a field that gets overwritten — a raise in June leaves May paid at the old rate, permanently. Only admins and owners can see or set them. A manager never sees what their team is paid, and a member never sees a currency figure anywhere in the product.

Organisation settings and your own sending domain

Name, country, currency, time zone, workweek start, and the pay period. Also the sending domain: publish two DNS records and the product will send invitations and password resets as your address, signed with a key generated for you, instead of the platform address. Until the records verify, mail keeps going out from the platform — it fails visibly rather than silently.

Open the queue, once, in the morning

Home opens on the exceptions that need a decision: late arrivals, early departures, absences, forgotten clock-outs. Only your teams, only the days that are actually unresolved. A daily digest email tells you how many are waiting, so this becomes a two-minute habit rather than something you have to remember to check.

Accept a deviation with a reason

Somebody was twenty minutes late and you know why. Accept it, write the reason, and the day clears — with your name on the acceptance and the reason stored next to it. You can revoke an acceptance and accept it again; both are recorded. The product never asks you to score anyone, and there is no punctuality league table anywhere in it.

Decide on the corrections people propose

When somebody forgets to clock out, they propose the fix themselves; you approve, reject, or edit-and-approve it. The original punch is never overwritten — the correction is a new row that points back at it, so the record shows both what the clock said and what was agreed.

Watch the live board when it matters

Who is in right now, who is flagged, who is on leave or a public holiday. Filter to one team when you have several. Nobody is ever marked absent on a day they were not scheduled to work.

Approve the week

Bulk approve everyone clean; handle the rest individually. Reject a week back to somebody with a reason if it is wrong — they see the reason, fix it, and resubmit. You cannot approve your own timesheet if anyone else could approve it instead.

What you deliberately cannot do

You cannot see or set pay rates, invite or deactivate people, change organisation settings, or open the record of anyone outside your teams — a direct link to them returns not-found rather than a permission error, because a permission error would confirm they exist. You can set a PIN, assign a schedule and adjust a leave balance for your own people, because those are the things a shift actually needs.

Clock in and out

One button on your phone or laptop. The time that counts is the server's, recorded the moment it arrives; your device clock is stored alongside it so a discrepancy is visible rather than hidden. Your day so far is on screen while it happens, so a missing punch is noticed the same day instead of at the end of the month.

Take breaks

Start and end a break from the same panel. Paid and unpaid breaks are separate, and unpaid time is taken off the payable total before anyone approves it, so the figure your manager signs is the figure payroll uses. Clocking in again always starts a clean slate — a break left open yesterday cannot block you today.

Fix a mistake yourself

Forgot to clock out? Propose the correction with the real times and a note. It goes to your manager to approve, reject, or amend. You are never asked to email somebody and hope, and you can see the state of your own request the whole way through.

Ask for time off

Request a day, a half day, or a range, against a balance you can see before you ask. An approved day appears on your timesheet as paid leave rather than as a hole, so a week with leave in it does not read as a week you did not work.

Submit your week

Check the total, submit. If it comes back rejected it comes back with a reason. Once approved and locked it stops changing, and if it ever has to change again, that change is recorded with the name of whoever made it.

Find your name, enter your PIN

The pad lists the people who work at that site. Tap your name, type your PIN, and the receipt tells you what just happened — clocked in, clocked out, or that today is a public holiday and this time is being recorded as holiday work. A second punch clocks you out, so a duplicate punch is impossible by construction.

If the PIN stops working

Repeated wrong PINs lock the entry for a while, which is what stops somebody punching in for a colleague. Any admin, or your own manager, can reset it on the spot and the lock clears with it.

Getting an account later

If you are given a work email later, an admin adds it and sends an invitation. You set a password and sign in — and every shift you ever punched at the kiosk is already there, on your timesheet, under your name. The identity never changed; only the way you reach it did.