Timesheets and Attendance Flags

When your team clock in and out, from the Team App or a kiosk, StaffBrik compares each clock entry with the rota and raises a flag when something needs a look: a late start, a missed clock-out, someone who never turned up. This page explains how flags work, how to correct a clock entry, and how the weekly timesheet and payroll CSV add the hours up.

Open StaffBrik > Attendance. It has four tabs:

• Live - who is clocked in right now.
• Daily - one day's clock entries against the rota, with their flags.
• Timesheets - each person's week, ready for payroll.
• Pending - edit requests from staff waiting for your decision.

Attendance Flags

Each clock entry is compared with the shift it belongs to. Flags include:

• Late clock in and Early clock in - more than the tolerance (15 minutes by default) after or before the shift's start.
• Late clock out and Early clock out - the same against the shift's end.
• Missed clock out - the person is still clocked in after their shift should have finished, or was still clocked in when they were archived.
• No clock in - the shift started and they have not clocked in.
• Clock-in location unverified and Clock-out location unverified - see Clock-In Locations & Verification.

The red count on the Daily tab, each row's flags and the Flagged filter only count open flags. A new flag shows as soon as you open the day.

No clock-in

A "No clock in" flag is only raised once the shift's start time plus the tolerance has passed, so nobody is flagged while they are still on their way. Open "No clock in" flags are listed above the Daily table, for example "Sam has no clock-in for their shift.", each with Acknowledge.

The flag clears the moment the person clocks in. If it has already cleared when you click Acknowledge, you see "Couldn't acknowledge that. It may have cleared already, so the list has been refreshed." and the row drops away.

Flags fix themselves

Flags follow the entry, so you do not need to tidy them up by hand:

• A flag clears itself when its problem goes away. A missed clock-out clears the moment the person clocks out, and an early finish clears if they come back and carry on.
• A flag comes back if the problem returns.
• A flag you have acknowledged is left alone, either way.

Split shifts

A shift worked in two parts, such as out for lunch and back again, counts as one attendance. The first clock-in is compared with the start of the shift and the last clock-out with its end, and any flag shows on the part that caused it.

Which shift a clock-in belongs to

When someone clocks in on a kiosk, or in the Team App without picking a shift, StaffBrik links the entry to their published shift that starts within the next 2 hours or is already under way, nearest start first. This includes a clock-in just before midnight for a shift starting just after it. So late, early and missed flags work for kiosk clock-ins, and nobody gets a false "No clock in".

A clock-in is never linked to a shift covered by holiday or an absence. If the shift an entry was linked to is deleted or given to someone else, the entry is matched again.

Leave and leavers

There is nothing to chase on a shift nobody expects to be worked, so:

• A shift covered by approved time off or a logged absence raises no flags, unless the person clocks in to it anyway.
• A leaver's shifts after the day they were archived raise no flags.
• A "No clock in" flag already raised on a shift is resolved when you save leave that covers it, and comes back if that leave is cancelled.

A clock entry left open on such a shift still becomes a missed clock-out, so it is never forgotten.

Correcting a Clock Entry

Click an entry on the Daily tab to open it. The panel shows the planned shift, the times, the break and any flags. Change what needs changing, add a reason, and click Save Amendment. Every change is kept in the entry's amendment history, and flags the corrected times satisfy resolve automatically.

• Times on another day. A clock-out you type is taken as the first time it comes round after the clock-in, so a clock-out forgotten until the next morning lands on the right day. A clock-in you change moves to the nearest matching time. Any time that is not on the shift's own day shows its date, for example "On Tue 6 Oct".
• Someone still clocked in. Correcting their start time or break keeps them clocked in, and the panel says so: "Still clocked in. Saving keeps them clocked in unless you add a clock-out." Adding a clock-out ends any break still in progress at that time. Once they have clocked out, the entry still shows as amended.
• Breaks. When a break was applied automatically from your break policy, the Break (minutes) box starts at that break. Set it to 0 if they worked through, or to any other length, and your figure is used instead. Correcting only the clock times keeps the automatic break.

Times StaffBrik will not accept

Amendments, manual entries and staff edit requests are all checked the same way, and refused with a plain message when:

• The clock-out is not after the clock-in ("Clock-out must be after clock-in.").
• The entry would be longer than 16 hours ("A clock entry can't be longer than 16 hours. Check the clock-in and clock-out dates and times.").
• A time is in the future ("Clock times can't be in the future.").
• The break is longer than the entry ("The break can't be longer than the time between clock-in and clock-out.").
• The times overlap another of the person's clock entries ("These times overlap another clock entry. Check the dates and times.").

Edit Requests from Staff

Staff who forget to clock out, or clock in late by mistake, can ask for a correction from the Team App. Requests wait on the Pending tab, which opens the real clock entry with its status, break and planned shift.

The request shows only the times the employee proposed, with the date next to any time that is not on the shift's day. When you approve, you can also correct the other time while you are there, so one approval fixes the whole entry. Approving records the change in the entry's amendment history (the old and new times, and who approved it) and clears the flags it fixes. Approving times the entry already has still approves the request.

Requests are checked against the same rules as amendments, both when staff send them and when you approve them. If an approval cannot go through, the reason is shown.

Paid and Unpaid Breaks

Only unpaid breaks come off someone's hours. A paid break (a shift set to a paid break, or your paid break policy for an entry with no shift) stays in their net hours in the Daily view, the timesheet's day breakdown, the weekly summary and the payroll CSV, and shows "paid" next to it.

Weekly Timesheets

The Timesheets tab shows each person's week:

Column	What it shows
Scheduled	Hours on the rota for them that week
Actual	Hours between clock-in and clock-out
Unpaid Breaks	Unpaid break time
Net Worked	Actual minus Unpaid Breaks
Overtime	Net Worked beyond Scheduled
Flags	Open flags that week

A few things to know:

• Scheduled leaves out leave. Shifts covered by approved time off or an absence are not counted, so a week's holiday does not show as negative overtime.
• Someone still clocked in adds no hours or break until they clock out.
• Staff on the rota who never clocked in are listed by name, so you can see who is missing.
• Expand a row to see each day, with clock times in UK time.

Working at another site

Staff can clock in at any of your kiosks. When you look at one site's timesheet, an entry counts at the site where its shift is rostered: someone rostered at the cafe who clocks in on the bakery's kiosk appears on the cafe's timesheet, because it was the cafe's shift they worked. An entry with no shift on the rota counts at the site where it was recorded.

Payroll CSV

Click Export CSV on the Timesheets tab to download the week for payroll. It has one row per clock entry with these columns: Employee Name (their legal name), Date, Clock In, Clock Out, Break (min), Break Paid, Net Hours, Flags and Amended.

Dates and clock times are in UK time, so they match the rota, including during British Summer Time and for clock-ins after midnight. Net Hours is paid hours: unpaid breaks come off, paid breaks stay in. Filtered to one site, the CSV follows the same rule as the timesheet for staff working at another site.