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

This guide covers: 

• Getting started
• Configuring wages and timesheets
• Setting up overtime
• Updating team member timesheet settings
• Updating default timesheet settings
• FAQs

Getting started

Before managing time sheets take these steps:

• Upgrade to Fresha's Team Pay add-on and set up wages and timesheets for each team member.
• If you are a team member, request permission to Manage timesheet settings.

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.

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. 

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

You can customize timesheet settings for each team member individually within their profile or set them up for the whole team. To set timesheet settings for your entire team:

1. Open Workspace settings, select Team, then Timesheets.
2. Click Edit.
3. Manage the following settings:

   -Proximity controls: Switch the toggle ON to enable proximity controls and allow team members to only clock in within 50 meters of your business location.

   - Auto clock in: Automatically clock in your team members at the beginning of scheduled shifts.

   - Auto clock out: Automatically clock out your team members at the end of their scheduled shift.

   - Auto start and end scheduled breaks: Check the box to automatically record when your team members scheduled breaks start and end.

4. Click Save.

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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.