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Managing team members’ timesheets

Track team members' hours, breaks, and attendance in real-time, and effortlessly calculate wages with timesheets.

This guide covers:

Getting started

Upgrade to Fresha's Team Pay add-on for access to timesheets and enable wages and timesheets for your team members. 

Clock in and out of shifts

Once you’ve configured timesheets for your team member, they can clock in/out of shifts through their Fresha account.

To clock in/out of a shift as a team member with timesheet automation:  

If you have Clock in and Clock out automation enabled, you will be automatically clocked in/out of your scheduled shifts. No action is needed however you can opt to clock in/out early: 

  1. From the Fresha app, a banner will appear on your calendar and timecard notifying you of your scheduled shift start. 
  2. Tap on the banner or your account avatar to access your timecard and select Clock in.
  3. To end a shift early, tap on the banner or your account avatar and select Clock out from your timecard.

To clock in/out of a shift as a team member without timesheet automation:

When your shift is about to start or end, you'll receive a notification from the Fresha app with a 10-minute countdown to the scheduled shift start/end time.

  1. Tap the shift-start notification to open the Fresha app and access your timecard. Alternatively, you can tap on your account avatar.
  2. From the timecard, select Clock in to begin your shift.
  3. If location restrictions are activated, you need to be within 50m of the map location for the business to clock in and out of shifts. For your initial clock in, Fresha will ask for access to your device's location. This permission is necessary for clocking in and out of shifts and breaks.'
  4. A shift timer will display the duration of your shift to help you keep track.
  5. At the end of your shift, use the shift-end notification or tap on your account avatar and select Clock out from your timecard.

NOTE: If you're late clocking into your shift, a banner will appear on your calendar and timecard, displaying a live counter that shows the time elapsed since your scheduled shift start time. This information will be logged on your timesheet.

TOP TIP: Team members with permission to Manage timesheet settings can update timesheets. If you are unable to clock in or out of shifts, reach out to the owner or a team member with permission to edit the timesheet

Starting and ending breaks

Team members can manage scheduled and unscheduled breaks through timecards on their Fresha accounts. 

To start/end scheduled breaks as a team member: 

When your scheduled break is about to start or end, you'll receive a notification from the Fresha app with a 10-minute countdown to the scheduled break start/end time. If you do not have scheduled break automation enabled:

  1. Tap on the break-start notification to open the Fresha app and access your timecard. Alternatively, you can tap on your account avatar.
  2. If location restrictions are activated, you need to be within 50m of the map location of the business to start and end breaks.
  3. A timer will display the duration of your break to help you keep track. 
  4. At the end of your break, use the break-end notification or tap on your account avatar and select End now from your timecard.

NOTE: If you have scheduled break automation enabled, no action is required to start and end breaks. You can choose to start or end your break early by selecting Start now or End now from your timecard (accessible from the banner or your account avatar).

To start/end unscheduled breaks as a team member: 

All team members can choose to take unscheduled breaks.

  1. Access your timecard by tapping on your avatar icon.
  2. Click Start break and select a break type.
  3. If location restrictions are activated, you must be within 50m of the map location for the business to start and end breaks.
  4. The break will last for the duration of the set break type and can be ended at any time by selecting End break on your timecard.

Manually adding timesheets

To Manually add a timesheet: 

  1. Head to Timesheets under Team.
  2. Click Add timesheet and select a team member.
  3. Use the drop-down menus to enter the relevant Location, Date, Clock in (shift start time), and Clock out (shift end time). 
  4. Where needed, click Add break and select a break type. You can alter the duration or time period for the break. 
  5. Click Save to add the timesheet.

NOTE: You can create timesheets for past dates however these will not be reflected in pay runs if the change impacts pay periods in the past.

Tracking working hours through timesheets

To track your team's working hours and attendance: 

  1. Head to Timesheets under Team.
  2. View all of your team's timesheets by date. 
  3. Use the search bar to locate a certain timesheet or adjust the location, date range, and sorting to filter your view. You can also use the filters tab to view timesheets by status and lateness.
  4. Click on a team member’s timesheet to open and view a breakdown of their shift. 

Edit timesheets

To edit a team member’s timesheet: 

  1. Head to Timesheets under Team.
  2. Select a team member’s timesheet.
  3. Click the three dots and select Edit.
  4. Use the drop-down menus to adjust the Location, Date, Clock in (shift start time), and Clock out (shift end time).
  5. Review your changes and click Save.

Deleting timesheets

To delete a team member’s timesheet: 

  1. Head to Timesheets under Team.
  2. Select a team member’s timesheet.
  3. Click the three dots and select Delete.

FAQs

Q. Will Fresha track or store my team's location when they are not using timesheets?

No, Fresha does not actively track or store your team's location when they are not using timesheets. The only time we access location data is when a team member initiates an action on their timesheet, such as clocking in, clocking out, or starting or stopping breaks. We only use this information to verify if they are within a 50m radius of the map location address of your business, for accurate time tracking. 


Q. How do I give Fresha permission to access my device location?

Allowing Fresha to access your location for proximity controls can vary depending on the device you're using. To allow Fresha location access:

For iPhone

  1. Open the Fresha app and tap on your avatar icon in the top right corner.
  2. On your scheduled shift, tap Clock in.
  3. A notification will appear asking you to Allow Fresha to use your locations.
  4. Select Allow Once or Allow While Using App, depending on your preference.

Learn more about Apple location services.

For Android

  1. Open the Fresha app and tap on your avatar icon in the top right corner.
  2. On your scheduled shift, tap Clock in.
  3. A notification will appear to let you know that Your location is disabled.
  4. Select Tap to enable and click Okay.

Learn more about Android location services.

For desktop device

  1. Click on your avatar icon in the top right corner.
  2. On your scheduled shift, click Clock in.
  3. An on-screen notification will appear to advise your location is required for this action.
  4. Click Continue to allow location access on the device.

Q. Can I clock in/out of shifts on behalf of my team members?

Yes, if the team member cannot clock in, you can do this for them by going to Timesheets and clicking Add timesheet. Under Expected today, select a team member from the list of team members & their upcoming shifts. Here you can then update the shift and break times before clicking Save.


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. If my team member has to fill in or work extra shifts, do I need to schedule these for timesheets? 

No, if your team member isn't scheduled to work but takes on a last-minute shift, you can just manually add a timesheet for this without needing to alter their shifts.


Q. What happens to my team member's timesheets if I remove them from a location? 

When you remove a team member from a location, their previous timesheets from that location will still be available. However, you won't be able to create new timesheets for them at that location.


Q. How do I know which team members are regularly late?

Check out the Attendance summary report for a comprehensive view of team members' punctuality, showing both on-time and late arrivals to shifts. You can filter this report by location and date range and choose to group the data either by team member or by location.


Q. Can I add a break from the calendar?

Yes, you can add a break as blocked time in the team member’s calendar, and it will be reflected in the Timesheet.


Q. Can a team member clock out while on a break?

No, team members must end their break before they can clock out of their shift.

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