Administrator guide

Use the email address and password supplied by your company administrator. If you have a temporary password, choose a new password of at least 12 characters when prompted.

Select the correct company if your account has access to more than one. The account determines your role; choosing a button on the landing page does not grant extra access.

Use Sign out when finished on a shared device. If you forget your password, ask your company administrator for a reset. After repeated failed attempts, wait before trying again or contact the administrator.

Administration applies only to your assigned company. Company creation and its initial admin assignment are a separate setup step; this screen does not create new companies or grant access to unrelated ones.

Choose Manage → Company details. Set the display name, legal/trading names, registration/VAT references, address and contact details. Optional fields can be cleared.

The display name appears in the company selector, reports and printed timesheets. Saving details does not alter hours, claims or accounts. If another admin changed the settings, reload before saving.

Choose Workers and sign-in to manage worker references, names, login email, role and supervisor. Supply a temporary password of at least 12 characters for a new account. The user must change it at first sign-in.

Existing login emails and references are fixed in this screen. Use Reset password on an existing account to revoke sessions, clear lockout and require a new password at next sign-in. Share temporary passwords privately, not in timesheet notes.

Assign each worker to an active supervisor. Retiring a worker removes company access. Payroll/admin permissions differ; creating additional admin access is a separate authorised setup task.

Manage customer/internal jobs, site and payroll tracking codes, activities and allocation codes from the Manage menu. Codes determine allowed jobs, required notes and payroll mappings. Retire references to remove them from new choices while preserving history.

Existing references and job types cannot be changed. An existing entry may retain a retired reference when corrected; retired references are not general new-entry choices.

Choose Time and claim settings to configure start/finish or hours-only entry, the break threshold/length, maximum jobs, required activities, mileage vehicle rates, claim-note threshold and expense tracking category.

Time and break rules are saved on a week when it opens. Changing defaults does not rewrite existing weeks. Mileage/expense settings apply to new or corrected claims; stored claim amounts remain as saved. Zero vehicle rates prevent that mileage claim.

Required activities apply to customer jobs under the current app rules. Configure subsistence types and expense categories separately, including receipt/job requirements, VAT suggestions, vehicle category and nominal account mappings.

Under Time and claim settings, tick Enable external client sign-off and save. This is off by default for each company. Workers should sign in again or refresh their references.

Workers choose customer-job hours and dates, then prepare a restricted handover. They are signed out before handing over the device and sign in again after the client’s typed-name approval. Contact number is optional. Handovers expire after 15 minutes.

Client approval is separate from internal approval. Changed signed hours require fresh approval. Turning the feature off blocks new handovers/public approval while retaining completed history.

Use Pay periods to create a labelled date range, no longer than 31 days and without overlap. Existing dates cannot be edited here. Workers default to the period covering today.

Lock only after resolving all existing sheets that are not payroll-approved/exported. Reopening a locked period requires a reason and is refused while a prepared or confirmed export batch exists. Exported records are not casually reopened.

Period rollover is not automatic. Create future periods in advance. Approved future absences post when workers open the relevant editable week.

Review the dates, full-day/part-day choice, hours per day and notes. Use the approval or sickness confirmation action, or decline with a reason. Avoid collecting medical details in free text.

Approved holiday creates HOL entries and confirmed sickness creates SICK entries. Date ranges count Monday–Friday; a single weekend date is allowed. Part-days are single-date requests. Hours are explicit and default to eight per day.

Requests can be approved before future periods exist. Their history shows outstanding days. Hours are added when the period exists and the worker opens that editable week, without duplicates. Conflicting time and locked/payroll-approved weeks are protected. Holiday balances and corrections to already-approved absences are not available yet.

Allocation codes → Edit: set Xero pay item (Upsheets type), Include in payroll and Payroll multiplier. Use the exact earnings-item names from that company’s Xero/Upsheets setup. Review REG, overtime, travel, holiday and sickness separately. Do not assume that every code belongs in the hours import.

Jobs: set the payroll tracking code; the export falls back to Site. Expense categories: set the nominal account code. Time and claim settings: set the expense tracking category where used.

The multiplier is applied to exported hours only, matching the pilot. Ensure the Xero rate treatment does not apply the same overtime premium twice. Tiered travel pay rules are not implemented.

The expense export currently uses the pilot’s fixed tax labels 20% (VAT on Expenses) and No VAT alongside actual receipt VAT. Verify those names and account/contact/tracking mappings before use; tax-label mapping is not yet configurable.

1. Final-approve all existing timesheets for the period.
2. Open Xero exports, select the period and Lock period. Draft, returned and pending sheets block locking.
3. Choose Prepare export batch. Missing pay-item or nominal-account mappings must be corrected by admin first.
4. Download and complete the Xero work for each applicable file.
5. Tick the applicable completion confirmations, review excluded time, add an optional note, then choose Confirm export completed in Xero.

A download alone does not send anything to Xero or mark a sheet exported. The app makes no payments. Confirmation marks the captured sheets and period exported and creates an audit record.

Rejected and removed claims are excluded. Files with no applicable lines are absent. Allocation-code multipliers affect exported payroll hours only; recorded work hours stay unchanged.

Prepared files are fixed snapshots. Changes to mappings or worker names afterwards do not alter them. Record completion only after the Xero work is finished.

Use Cancel unimported batch only when none of its files or amounts have been imported or entered. You must confirm that and give a reason. If any Xero work has occurred, continue and reconcile the same batch rather than preparing another.

Prepared and confirmed batches block period reopening. Confirmed files remain available for records: do not import them again. Corrections after export require administrator/payroll review; there is no automatic reversal or direct Xero connection yet.

Open Reports, choose dates and any worker/job/approval filters, then run the report. Hours use the work date; claims use their claim or receipt/journey date, so report totals can differ from a weekly export.

Choose a breakdown or detail CSV, or print the report. Rejected and removed claims are excluded. Changing filters requires running the report again. Reports are available only to admin and payroll.

When a user reports a problem, check their company, role, supervisor assignment, current period, sheet status and relevant active references. Ask for the message and steps to reproduce; do not request passwords in screenshots.

There is no account invitation/self-service recovery, staff MFA, holiday balance calculation, supervisor time amendment, automatic notification/period rollover, direct Xero submission or automatic payment in this version. Approved absence corrections and exported-data corrections need a separate controlled workflow. The application remains a fictional-data demonstration pending readiness review.