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Set up wages and timesheets

Automate wage calculations and track your team's worked hours, breaks, overtime and attendance with timesheets.

This guide covers: 

Getting started

Upgrade to Fresha's Team Pay add-on to enable wages and timesheets.

Configuring wages and timesheets

To configure whether or not wages are calculated from timesheets:

  1. Head to Team members under Team.
  2. Click on a team member to open their profile. 
  3. Select Team Pay and click Edit.
  4. Click on Wages and timesheets and use the toggle to enable the setting. 
  5. Under Compensation type, use the drop-down menu to select either:

     

    None - By selecting None, no wage or overtime rate will be calculated for the team member however, you can continue to configure and use timesheets

    Hourly pay - Selecting this option will enable wages will be calculated for the team member based on an hourly rate and an option to set up an overtime rate will be available.

  6. If you choose to select Hourly pay, enter the Hourly rate you want to pay your team member.
  7. Click Save to complete or save your progress.

Setting up overtime

To set up how much your team member earns when working above their regular hours:

  1. Check the box next to Overtime pay to allow your team member to earn overtime pay once an Hourly rate has been set.
  2. Under Overtime calculation, use the drop-down menu to determine whether the team member's regular hours are calculated Daily or Weekly and enter the team member's Regular hours per day/week.
  3. Under Overtime type, use the drop-down menu to select either:

     

    Hourly rate - Set a specific rate for every hour worked as overtime.  

    Multiplier - Multiply the standard Hourly rate by the Overtime multiplier value. For example, with a standard wage of $10 per hour and a multiplier of 2, the overtime rate becomes $20 per hour.

  4. Click Save to complete or save your progress.

NOTE: Setting the team member's Overtime calculation and Regular hours will allow hours worked beyond the daily/weekly limit to be recognized as overtime (paid at the overtime rate), while hours within the Regular hours per day/week are paid at the standard Hourly rate set under wage.

Updating team member timesheet settings

Outside of the default timesheet settings, you can change and apply the specific settings for individual team members.

Team member timesheet automation

Timesheet automation controls whether or not a team member is required to manually clock in/out of shifts and breaks. Each team member may be configured to use the workspace default settings, or have custom automation settings applied:

  1. Head to Team members under Team.
  2. Click on a team member to open their profile. 
  3. Select Actions and click Edit.
  4. Click on Wages and timesheets and scroll down to Timesheet settings.
  5. Under Scheduled shifts, change the team member’s Auto clock in/out from Workspace default to either:
     

    Enabled - The timesheet will automatically record team members' clock ins and clock outs for scheduled shifts, without any action needed from the team members themselves.

    Disabled - The timesheet will not automatically clock the team member in and out of scheduled shifts. If you choose this, the team member will need to manually clock in and out for their shifts.

  6. Under Scheduled breaks, change the team member’s Auto start and end scheduled breaks from Workspace default to either:
     

    Enabled - The timesheet will automatically record when team members' regular scheduled breaks start and end, without any action needed from the team members themselves.

    Disabled - The timesheet will not automatically record when team members' regular scheduled breaks start and end. If you choose this, the team member will need to manually clock in and out for their breaks.

  7. Click Save to complete. 

NOTE:

  • While timesheet automation is active, team members have the flexibility to clock in and out of shifts and breaks ahead of schedule. The timesheet will be automatically updated to account for these early clock ins and clock outs.
  • The scheduled break automation only applies to the blocked time in the calendar labeled as breaks.

TOP TIP: Streamline the process of adding wages and timesheet settings by duplicating a team member's setup. Click Copy wages, select a team member with enabled settings, review, and click Apply.

Team member proximity controls

If you choose to disable timesheet automation for a team member, apply location restrictions to make sure their manual timesheet entries are accurate. To enable accuracy control settings for a team member:

  1. Open Team members under Team.
  2. Click on a team member to open their profile.
  3. Select Actions and click Edit.
  4. Click on Wages and timesheets and scroll down to Timesheet settings.
  5. Under Accuracy control, change the team member’s location restriction settings either:
     
    Enabled - Only allow the team member to clock in and out of shifts or breaks when they’re within 50m of the map location for your business.
    Disable - Allow the team member to clock in and out of shifts or breaks from any location.
  6. Click Save to complete.

Updating default timesheet settings

Configure default timesheet settings for all team members in your workspace.

Workspace timesheets automation

Choose which timesheet entries are automatically created from your schedule. To set default timesheet automation:

  1. Head to Timesheets under Team.
  2. Click Options and select Settings.
  3. Under Scheduled shifts, check the boxes next to Auto clock in and Auto clock out if you want these default settings to automate for team members with timesheets enabled.
  4. Under Scheduled breaks, check the box next to Auto start and end scheduled breaks if you want to automate default settings for team members with timesheets enabled.
  5. Click Save to apply your preferences.

NOTE:

  • To access the workspace default settings for timesheets, you must have Manage timesheet settings permission access.
  • The default timesheet settings will apply to all team members with Wages and timesheets enabled. You can change this for each team member when configuring timesheets.  
  • If you choose to uncheck the options under Scheduled shifts and Scheduled breaks, this will disable the automation by default meaning the team member will have to manually clock in and out of shifts and breaks.

Workspace proximity controls

Keep your timesheets accurate by only allowing team members to clock in and out of shifts or breaks when they’re within approximately 50m of the map location for your business. To enable proximity controls:

  1. Open Timesheets under Team.
  2. Click Options and select Settings.
  3. Scroll down to Proximity controls and toggle the setting on.
  4. The default setting will apply to all team members with Wages and timesheets enabled. You can change this for each team member when configuring timesheets
  5. Click Save to apply the controls.

NOTE: Proximity controls will not apply to timesheets if timesheet automation settings are enabled or if your business does not have a location address. For example, you run a mobile business. Remember to keep the map location for your business up to date.

FAQs 

Q: Can I adjust the hourly pay settings for each team member individually?

Yes, each team member can have distinct wage and timesheet settings.


Q: Is it possible to disable wages for a selected team member?

Yes, open the team member's profile, select the Team Pay tab, click Edit, and change the Compensation type to None.


Q. Can a team member have a different wage rate per location? 

No, wage settings are at a team member level so they earn the same amount in every location they work.


Q: Are wages recalculated if the hourly rate changes?

Wages are calculated based on the settings at the time of the shift; past shifts are not recalculated.


Q: Can I use timesheets without enabling wages?

Yes, enable Wages and timesheets and set the Compensation type to None to use timesheets without calculating wages.


Q. Where can I check my team members’ regular hours and overtime summary?

You can find details on hours under Pay runs and in Reports. The Wages detailed report will allow you to deep-dive into a breakdown of team members by day.


Q. Can I disable the overtime pay?

Yes, it’s possible to disable overtime pay for team members. Open the team member profile, select Team Pay and click Edit. Under Wages, uncheck the Overtime pay checkbox and Save the changes. Any wages earned while the setting is disabled will be calculated at the regular hourly rate and included in both timesheets and pay runs.


Q. Can I track changes to a team member's wage settings?

Changes to a team member's wage settings are not logged within your business account. The new settings will automatically apply to any timesheets created after the wage settings are changed. We recommend carefully reviewing your pay runs and team member settings to ensure the balance is correct before paying your team.

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