Time & Pay is where the team clocks in and out, where hours are checked, where an owner sees what each person is owed for a pay period, worked out from the time clock and the register, and where the rent of what the business rents out is kept. It works out what is owed; it does not pay anyone or hold back taxes. Hand it to whoever runs payroll, or send the period to ADP with one button once ADP is connected.
The time clock
- Open Time & Pay. On the clock shows everyone, and who is clocked in.
- Tap your name and choose Clock in when you start, and Clock out when you finish.
- Use Break for an unpaid break, and end it when you are back.
Everyone can clock themselves in and out. With more than one location, the clock shows the people who work at the location you are in.
The punch clock: a code and a picture
For a tablet or a phone left at the door, open Time & Pay, On the clock, then Open the punch clock. The same screen on its own, with no way into the rest of the app, is at /app/clock: sign a tablet in there with a login made for the door (a staff login with no switches on is enough; punching needs none).
- Each person has a punch code of their own, four to six digits, set once under Settings, Team, Punch Clock Codes by an owner or whoever manages time cards. The code is kept scrambled, so it cannot be read back, only changed or taken away.
- At the clock, line your face up with the oval, type your code and tap Punch. The first punch of a stretch is in, the next is out: the screen says which ("Good morning, Ana. In at 8:58 AM."), then clears for the next person.
- A picture is taken as you punch and kept with the stretch of work for sixty days, so a manager can check a doubtful punch. It is looked at by a person; the app never compares faces or recognizes anyone, and says so on the screen.
- If the camera is not allowed or there is none, the punch still goes through, kept without a picture and marked so on the timesheet.
- A wrong code is refused with a sentence. Five wrong codes in a row lock that clock for thirty seconds.
Timesheets
Timesheets shows hours worked for a stretch of days, each person's Hours worked and anything Over 40 hours in a week. Someone with the time cards switch can fix a time: choose Change, set the clock-in and clock-out and any unpaid break, and add a note. Leave the clock-out empty if the person is still working; an out time earlier than the in time ends the next day.
The Punch column shows the small picture taken at each punch, to owners and whoever manages time cards. Tap it to see both pictures large. If it is not the person, choose Not them: the stretch is marked Disputed, the hours stay on the sheet until someone corrects or removes them, and Clear the mark takes the flag off.
Once a pay period has been sent to ADP, its days are locked: a correction on those days is refused until an owner reopens the period under Pay.
Each person's pay plan
An owner opens Staff, opens a person, and chooses the Pay tab. They are paid one way:
- Hourly, with an hourly rate. Switch on Overtime for time and a half past 40 hours a week, from the time clock.
- Salary, for a year; a pay period earns its share of the year by the day.
- Commission, a share of the services they performed. Steps Up With Sales sets higher shares as sales grow; a product charge can be held back from service sales first.
- Hourly or commission, whichever is more.
- Rents a chair (or a booth, a room, a station, a suite, or something else you name under What they rent): the Rent, how often it is Charged, and when it is Starting. Saving it makes their lease under Rent, and from then on the lease is what is charged: the pay plan says which lease, and its rent is changed there. A renter keeps what their services bring in; when a client pays at your register, that money is owed to them, and the rent is charged as each period begins. A hair salon or barber shop says chair unless you pick otherwise; every other kind of business says room.
Anyone can also earn a Share of products sold, on what products sold for after discounts and refunds. Tips always go to the person in full.
What a pay period owes
- An owner opens Time & Pay and chooses Pay.
- Set the Pay period from and to days.
- Each person shows their hours, service sales and commission, product commission, tips, rent and any bonuses or deductions, with what is Owed to the team and Owed to the business.
- Add a Bonus or a Deduction with what it is for, when one is due.
- Download the period as a spreadsheet, send it to ADP, or download the file for ADP's own import.
Sending a pay period to ADP
Once ADP is connected under Settings, Connections (see Connections and the API), the period goes to ADP as pay data for its next payroll:
- On Pay, with the period set, choose Send this pay period to ADP. The period has to have ended.
- Look over the preview: each person's regular and overtime hours, and their commission, tips, bonuses and salary as amounts under your earning codes. People left out are named with why: no ADP file number yet (match them under Settings, Connections), rents so not on payroll, pay not set up, or nothing to send.
- Choose Send. ADP answers for each person: Accepted, or Refused with ADP's own sentence.
- The period's days are now locked: a correction to a time, a bonus or a deduction on those days is refused. If something was wrong, choose Reopen on the banner, fix it, and send again. ADP keeps what it already took, so look the batch over in ADP before running payroll.
The app sends what it worked out; ADP prices the hours at the rate it holds for each person, runs payroll and files the taxes.
Rent: spaces, leases and the ledger
Time & Pay, Rent is where an owner keeps what the business rents out, a chair, a booth, a room, a suite or a unit, the way a property manager's site does. Only owners see it, on the screen, through the API and through an assistant.
- The rent roll lists every lease: its number, the renter, the space, the rent, the term, the Balance, what is Past Due (marked in red), and when the Next Due rent is charged. Tap a heading to sort by it, and drag its edge to make it wider. Owed, Past due, Deposits held and Spaces let are added up above it; Ended shows the leases that are over.
- Spaces and properties is where you set up what you rent out. A space has a name (Chair 3, Suite 104), a kind, its usual rent and its size; a property is where spaces are, one of your locations or a building with its own address. With one place, leave properties empty.
- New lease: who rents it (someone on the team, or a client), the space, the day it starts and the day it ends (or none: it runs until it is ended), the rent and how often it is charged, the deposit it asks, the late fee policy, and the signed agreement from Contracts.
Open a lease to see its page:
- History has every line of the lease, newest first, in columns: Date, Memo, Amount, and the Balance after each line. Rent is charged by itself as each period begins: each month on the same day of the month as the lease started (a lease from the 31st is charged on a short month's last day), each week on the same day of the week.
- Current balance says what is owed, what of it is past due, or what is paid ahead. Record a payment with the day, the amount, how it was paid (cash, card, check, bank transfer, taken from what the business owed them, or other) and a reference such as a check number; a payment pays the oldest charge first. Add a charge for anything besides the rent (water, a key, a repair) with what it is for. Give a credit for rent let off or an adjustment, with why. The deposit records it received, returned, or applied to what is owed; it is held apart from the balance until it is applied.
- Lease information has the renter, the space and its address, the term, the rent, what is prepaid, the deposit held and the agreement. Late fee policy says none, or so many days of grace and then a set amount or a share of the rent, taken once for each rent still unpaid after the grace.
- A line made by mistake is voided, with why: it stays in the history, crossed out, and counts for nothing. A line is never changed or deleted. To let rent off, give a credit instead.
- Change the lease changes its terms for the rent not yet charged. End the lease with its last day and why: no rent is charged after it, and what is owed can still be paid.
Recording a payment notes money received some other way: nothing under Rent charges a card or moves money.
A team member who rents gets their lease from their pay plan. The pay period takes from what their services brought in what is still owed on their lease for the charges in its days, the oldest paid first; once it is taken, record it as a payment Taken from what they were owed. The rent charged before leases came in was moved onto each renter's lease, each charge with its payment or its waiver, so every balance stayed what it was.
Best practices
- Have everyone clock in on the shared tablet, not from memory at the end of the week. A punch clock at the door with codes and pictures makes a punch hard to argue about later.
- Tell the team the picture is for a person to check and nothing else. It is kept sixty days and then goes.
- Check Timesheets before you run pay. A missed clock-out is easy to fix the same week and hard to remember a month later.
- Set each person's pay plan once, carefully, with the rates on their agreement. Every period is then worked out the same way.
- Send the first period to ADP as a test and look it over in ADP before payroll runs.
- Record each payment as it comes in, with how it was paid, so the balance owed is never a guess.
- Put the late fee policy on the lease rather than adding fees by hand: it is taken once, on time, for each rent still unpaid after the grace.
- Keep tips out of commission: they go to the person in full, and the report keeps them apart.