Smart Attendance
Welcome to the Smart Attendance Training Module! Rosterit’s Smart Attendance features give staff the ability to complete weekly timesheets, view their leave balances, and request time off. This allows managers oversight of staff work hours. Rosterit gives you the flexibility to choose from multiple options for capturing employee work times, create multiple pay rates per employee, approve hours and pay, and calculate leave amounts. You can also specify different leave settings depending on how your business operates. Weekly timesheets can then be processed into your preferred payroll provider.
Get Started
Configure your account settings to activate Rosterit’s Smart Attendance features.
Manage Timesheets
Learn how to enter your own timesheet and approve weekly timesheets for your team.
Manage Leave
Learn how to view and approve employee leave requests and submit leave for yourself or on behalf of an employee.
Getting Started Checklist
The first step when getting started with Rosterit’s Smart Attendance features is to configure your Time & Attendance settings. If you have not yet done this, go back to Training Module 1: Get Started and navigating to the Time & Attendance tab of the Configure Your Account section.
Follow the below checklist to ensure you have properly configured the below required settings.
Set up all relevant payroll information by going to Company Settings and selecting the Time & Attendance tab. This includes your preferred Payroll provider and the payroll pay codes for that provider if different from the default codes.
Create at least one Pay Period (e.g. weekly, fortnightly, etc.) by going to Company Settings, selecting the Time & Attendance tab, and going to Pay Periods.
Make sure each employee is assigned to a specific pay period by going to their Employee page, selecting the Time & Attendance tab, and selecting the Pay Period.
If they are not assigned to a Pay Period, they will not appear on the View Timesheets page and therefore their times cannot be exported to your payroll provider. You can do this by going to the Employees page, selecting the Pay & Rewards tab, and choosing a Pay Period from the dropdown menu.
Assign a Timesheet Source for each employee by going to the Employees page, clicking into an individual employee, selecting the Pay & Rewards tab, and choosing a Timesheet Source from the dropdown menu.
Assign a Supervisor for each employee by going to the Employees page, clicking into an individual employee, selecting the Details tab, and choosing a Supervisor from the dropdown menu.
In order for employees to be able to clock in and out of shifts or record their timesheet entries, shifts need to be created and assigned to an employee.
Manage Timesheets
Learn how to enter your own timesheet and approve weekly timesheets for your team.
Rosterit gives you the option to populate timesheets in more ways than one – through Manual Timesheet Entry, GPS Time Clock, Rostered Timesheet, and GPS (via the Roster). Let’s go into what each of these timesheet types mean:
Manual timesheets are used for your employees to enter and submit their times manually for shifts that they work during a period. This option pulls through what they were rostered onto and allows them to adjust times if they worked shorter or longer than planned. This option also allows allowances to be added.
The Manual Timesheets feature will only appear for an employee if the Timesheet Source is set to Manual in the employee’s settings.
Once you have entered your timesheet details from the Manual Timesheet page, click Save and Submit. The time entries will now flow though to their manager for approval via the View Timesheet page.
GPS-based timesheets are used for your employees to clock in and out easily and wirelessly via their own device or a company device at a set location based on proximity to their work location. The GPS time clock will only allow you to clock in once you are at the location specified on the shift. GPS Time Clock feature will only appear for an employees if the Timesheet Source is set to GPS in the employee’s settings. Times are recorded and added to the timesheet in real time.
The GPS Time Clock uses the location service to determine if the employee is at the set location they are intended to work. Clock in and out via the GPS Time Clock by selecting Time & Attendance from the side menu bar and clicking GPS Time Clock.
(*Note: In order to use this feature, you must turn on the GPS for each employee in Employee Settings Pay & Rewards > Roster Source > GPS or GPS (via Roster).)
(*Note: Users can be restricted on how early they can clock in and if these times are rounded. See Company Settings > Time & Attendance > GPS Early Clock-in / Round GPS Timesheets.)
Roster times are automatically brought through each night and added to the timesheet. The Rostered Timesheets feature will only appear for an employee if the Timesheet Source is set to Roster in the employee’s settings.
This option allows the timesheet to be populated from the roster, but also monitors your employee’s clock in and clock out times, which can be viewed on the timesheet page. This option is similar to the GPS Time Clock, however the only difference is that the timesheet is populated from the Roster, not the GPS Time Clock.
*Biometric Facial Recognition is an add-on feature in Rosterit. Please speak to your Rosterit sales consultant if you wish to purchase this add on.
In addition to location-based GPS Time Clock capability, we now also offer the ability for staff to clock in and out of shifts via Facial Recognition software. If the staff member is rostered onto a shift, the individually will automatically be matched up with the shift when clocking in/out. Alternatively, staff can also clock in/out without being associated with a shift.
1. Login to Rosterit and click on the three dots next to your Profile in the top right hand corner of the dashboard and selecting Facial Recognition.
2. Take up to three photos of yourself. The more photos that are added, the higher the accuracy of the facial recognition software.
Note: You must have a webcam installed in order to take photos.
3. At the start of your shift, access the Facial Recognition software by going to www.go.rosterit.co.nz/clockin. From there, just click on the Clock in/out button to clock into your shift. You will then see a timestamped acknowledgement that you have been clocked in to the shift you have been scheduled onto.
If an employee is not scheduled onto a shift, you will first need to create a shift and name it ‘Unknown Shift’. When the employee goes to clock-in/out, they will automatically be clocked in under ‘Unknown Shift’ if there is no other corresponding shift assigned to them.
4. At the end of your shift, just click on the Clock in/out button once again. You will then see a timestamped acknowledgement that you have been clocked out of your shift.
To view your weekly timesheets, go to Time & Attendance and select View Timesheets. To approve timesheets, simply click on the tick box next to each day and select Approve. Once the employee’s timesheets have been fully approved, the red cross next to the employee’s name will change to a green tick.
(*Note: Each day must be finished in order to approve timesheet entries. Any unapproved timesheets will not allow the export to occur.)
Decide if you wish to have timesheets approved or allow them to export without approval. To modify timesheet approval settings, go to Company Settings > Time & Attendance > Require Timesheet Approval
Need to make a change to a timesheet entry? To edit a timesheet entry, click Edit (pencil icon) from the View Timesheets page. Edit the entry as appropriate, and then click Update Timesheet Entry.
(*Note: If you wish to delete a timesheet entry, you must also remove it from the Roster..)
Manage Leave
Learn how to view and approve employee leave requests and submit leave for yourself or on behalf of an employee.
Once your employees are set up correctly, they can apply for leave, or managers can apply for leave on their behalf. To submit a Leave Request, go to Time & Attendance and click Apply for Leave.
- Select whether you are applying for leave for yourself or on behalf of an employee.
*Note: This option only appears for Administrators or Managers. - Enter Leave type (e.g. annual leave)
- Message – This is a required field, so ensure you’ve included a message.
- Specify whether this is a full day or partial day. If only a partial day, include the times of the leave.
- Add a document or attachment if required (e.g. doctor’s note).
- Once all details are populated, click Submit Leave Request. This will then send a message to your manager for approval.
Approving Leave Requests can be done in two ways:
- Click into the Leave Request link from your preferred communications method. This will take you to your Inbox, where you can then approve, reject or reply to the leave request.
- Go to Time & Attendance and click View Leave Requests. you can then approve, reject, or delete the leave request. Leave request must be approved in order for them to be removed from the roster. To delete or remove an approved leave request, click the Unapproved button and then the Delete button.
To view your leave balances, go to Time & Attendance and click View Leave Balances.
- Download your Leave Balances from your payroll provider.
- Import your Leave Balances into Rosterit after each pay cycle to ensure these are up to date.
The Leave Calendar allows you to view your team’s upcoming leave. To view, go to Time & Attendance from the side menu bar and click Leave/Unavailability Calendar.
Frequently Asked Questions
Through simple data import and export, Rosterit can feed information back and forth from your existing payroll provider. Rosterit integrates with the leading payroll providers, including IMS Payroll, Smart Payroll, iPayroll, MYOB, ACE Payroll, and Crystal Payroll.
Is your payroll provider not listed? Get in touch with us at support@rosterit.co.nz.
Unfortunately we do not integrate with Xero Payroll at this time, however we integrate with Xero for sales forecasting.
If an employee is not showing up on the View Timesheets page, this is most likely because the employee’s record has not been set up correctly. Please ensure that the employee’s primary location, primary department, supervisor, and pay period have all been populated.
Firstly, your Administrator must enable you to have manual timesheets on your employee record. Once enabled, go to the Manual Timesheet page under the Time & Attendance menu, select the week you wish to view. All rostered times and leave should be pre populated. Adjust any times as necessary, click on any allowance you wish to add, and then click the Save Entries button.
To export timesheets to your preferred payroll provider, just go to the View Timesheets page, ensure all timesheets for that pay period have been approved, click on the ‘Export CSV’ button, select the period you wish to export, and click Export Timesheet.
(*Note: Any unapproved timesheets will not allow the export to occur.unless dont allow timesheet approval has been turned on in the company settings page)
To modify timesheet approval settings, go to Company Settings page, click on the Time & Attendance tab, and use the toggle to enable Require Timesheet Approval.
The GPS Time Clock uses the location service to determine if the employee is at the set location they are intended to work. Clock in and out via the GPS Time Clock by selecting Time & Attendance from the side menu bar and clicking GPS Time Clock. This feature allows staff to clock in easily via a centralised platform or their own mobile device based on proximity to their work location.
The radius of the GPS location is 1 km. However if you have issues around this, you can also set up a GPS time clock via the IP Address of the network that you are using at your office location.
You can clock in/out of your shift with your mobile device (e.g. mobile phone) or at a computer, tablet, or kiosk located at your workplace.
To clock in and out of your shift, simply Login to Rosterit, navigate to the GPS Time Clock page, and click on the Clock In / Clock Out button.
(*Note: If you are having issues with your location of your work place, this maybe caused from your internet service provider as some desktops/laptops do not have a GPS built into these devices. An alternative is to add the IP address to the location, which can be done through the Departments & Locations page and clicking Edit Location.)
First, please ensure your location settings are on. If you’re clocking in via a computer at your workplace, sometimes the internet service provider doesn’t provide an accurate location. An alternative solution to this is to use the IP address. You can find your IP address and enable location services by following the below instructions:
Allow IP address clock in – this is found under company settings> time & attandance
then add IP address of the location – Go to Locations > select location > add IP address (first step must be completed first)
Rosterit is flexible to allow different ways for employees to apply for annual leave. These types of leave are:
Standard Leave
Use this leave type if the employee works set days and times (e.g. 40 hours per week, 8.30am – 5.00pm, Monday to Friday). Just fill in the contracted hours, number of days, and which days the employee works.
For example, if John requests leave on a set day, he will be paid his normal hours (e.g. 8 hours).
Payout Leave
Use this type of leave to allow employees to select the number of hours leave they wish to be paid for over the period of leave.
For example, if Maia requests leave from Monday to Wednesday, she can opt to be paid for 10 hours of leave.
Historical Leave
Use this leave type for employees who work various hours each week. This type of leave works out the average hours an employee has worked over the past 4 weeks on the particular day of the week they have requested leave for. For this to work, you will need 4 weeks of approved timesheets first.
For example, Fetu works 6 hours, 8 hours, 4 hours, 8 and hours over the last 4 Thursdays. If Fetu submits leave for a Thursday, they will be paid for 6.5 hours of leave (26 hours / 4 days = 6.5).
Roster Leave
Use this type of leave to calculated the leave hours from the roster. Employees must be rostered on for the hours to pull through.
For example, Sarah is rostered on 10-1pm, so when she applies for leave on this day, she will be paid for 3 hours of leave.
Public holidays are paid based on the average historical staff work hours on that particular day over the previous three weeks (e.g. average hours worked on a Monday over the past three weeks).
Sick Leave types are calculated in one of two ways:
Roster Leave
As per annual leave, this leave type calculates the leave hours from the roster. Note: employees must be rostered on for the hours to pull through.
For example, Ravi is rostered on 10-1pm, so when they apply for leave on this day, they will be paid for 3 hours of sick leave.
Fixed Leave
Use this type of leave when employees have fixed sick leave hours per day regardless of the number hours they are rostered on. You will also need to specify the number of hours.
For example, Cane has fixed sick leave of 8 hours, so when he applies for leave on a day where he is rostered on for 11 hours, the timesheet will default to 8 hours,
No, a pay period is set up once.
Rosterit can cost based on the shift department, not the base department.
1. Go to the Time & Attendance tab under Company Settings.
2. Set up Job codes and attach these to your shift.
Rosterit deducts the lunch breaks from their work hours, however unfortunately it doesn’t specify the exact time when an employee takes a break.
Always Pay
Use this type leave type if public holidays are always paid, whether they normally work or not. Set up the default hours and the days the public holiday applies
For example, if John is set up with 8 hours default and all weekdays are selected, he will be paid his 8 hours for any public holiday occuring on a weekday (or a day in lieu if worked)
Historial
Use this type of leave to calculate the average hours worked over the prior 4 weeks for which day the public holiday occured i.e Monday .
For example, Fetu works 6 hours, 8 hours, 4 hours, 8 and hours over the last 4 Thursdays. Fetu would be paid (26 hours / 4 days = 6.5).
Never
Use this leave type to ignore public holidays
