What timesheets show
Each timesheet entry records the hours worked by an individual staff member within a given pay period. Campsite builds those hours from:- Scheduled rota shifts: when someone is on the rota, pay is based on the scheduled shift length minus your organisation’s unpaid break rules (not punch duration). Clock in/out attests that they worked the shift and shows early/late vs the schedule. A Late flag alerts managers on timesheet review; payable minutes are not auto-reduced for lateness unless a manager adjusts them.
- Attendance check-ins and check-outs: when Clock in / attendance is granted for their role (or auto-enabled after they are assigned a shift), punches link to nearby rota shifts when possible. Punch totals stay visible for variance; payable minutes follow the schedule when shift lines exist.
- Manual manager entries where neither rota nor attendance covers the week
Reviewing and approving timesheets
Finance and HR users can review timesheet entries and approve, reject, or query them before they flow into the wagesheet. Managers need Approve direct reports timesheets or Manage organisation timesheets. During the transition, the older leave approve/manage permissions still work for the same actions.- Open Finance → Timesheets (
/finance/timesheets) or HR → Timesheets (/hr/timesheets). - Use Review queue for approvals, or Admin tools for manual entries, audit, and corrections.
- Staff can send draft suggestions (minute edits, punch disputes, or free text) from the clock page. Line managers resolve them from the suggestions queue on the timesheet page. Employees do not approve their own timesheets.
- Select the pay period at the top of the page.
- Open a row to see shift pay lines: role label, scheduled minutes, unpaid break, payable minutes, hourly rate, amount, and clock variance.
- Select one or more rows, then use Smart Actions to Approve, Query, Reject, apply the policy suggestion, or export CSV.
Role rates on shifts
If someone works more than one role (for example Duty Manager in one department and Receptionist in another), set a default pay grade on their employee record (Job → Pay), then add secondary pay elements with matching role labels on the same Pay section when needed. Rota shifts use the same role label text. Model a mid-day rate change as two shifts: clock out of the first role, then clock into the second. Timesheet review reads those assigned rates onto each shift line. The list shows Pay for the week, and the filter rail shows the total pay of rows in view (or selected, before Export CSV). Open a row to see role, hourly rate, and amount. CSV export includes rate and pay. Choosing a catalog pay grade on the employee record (or updating pay elements there) refreshes unapproved weeks in the queue. A first assignment also applies to unapproved weeks that started before that assignment date. On approve, Campsite resolves the rate from that person’s pay element for each shift role (falling back to their default). If a shift role has no matching pay element, approval stops until HR sets a catalog pay grade (or secondary role rate) on the employee record. The timesheet drawer shows a clear blocker and the list Approve action will not complete until rates are resolved. If HR has turned on Disable Payroll submission on the employee file (for example university staff paid elsewhere), missing rates do not block approve. Approval also needs a signed employment contract that covers the week. A contract that has only been sent (not yet signed) does not count. If it is missing, Campsite stops the approval and tells you who is affected and what to do: get their contract signed from their employee file (Contracts tab), then approve again. If the person is not paid through Campsite, turn on Disable Payroll submission on their employee file instead. When you approve several rows at once, the message lists each person who could not be approved and why.Unpaid breaks
Under Finance → Setup → Policy, enable unpaid break deduction and define tiers (minimum scheduled minutes → unpaid break minutes). Examples: 180 minutes scheduled with 5 minutes unpaid, or 420 minutes with 15 minutes unpaid. The largest matching tier applies to each shift. Break settings are per organisation.Contract hours limits
If an employment contract caps weekly hours, managers may need a documented override to approve overtime or extra shifts. Timesheet review shows any hours limit overrides for the week under review (manager, source, and reason) so you can check them before approving pay. If a clock-out would exceed a capped weekly limit without an override, the week stays pending until a manager records an override. Review also flags rota discrepancies: Late when someone clocked in after the scheduled start (managers get a plain-language note; pay still follows scheduled time unless you change it), Sick / Sick+shift when sickness absences fall in the week (and when scheduled shifts still sit on those days), SSP due when Statutory Sick Pay is estimated for the week, No-show when they were on the rota but essentially no time was clocked (did not show), Short vs rota when some time was clocked but much less than the rota, and OT risk when reported hours are much higher than the rota. Hover a flag chip for a short plain-language explanation.Sick days, SSP, and shift pay
SSP follows a logged sickness absence (Leave → log sick), not an automatic prompt when someone misses a clock-in. Logging a sick day marks the person unavailable on the rota for new or moved assignments. Existing scheduled shifts are not removed. From 6 April 2026, Statutory Sick Pay is estimated from the first full qualifying day of sickness (day-one PIW). The weekly amount is the lower of the org flat rate (default £123.25) and 80% of average weekly earnings, using org Leave settings. Wagesheet weeks only include SSP for qualifying days in that week. On approve, shift lines can still create basic pay on the wagesheet, and SSP can also appear for the same week when it is due. Campsite keeps both lines visible and flags the overlap so double-pay is never silent. When sickness overlaps positive payable shift minutes in the same week, approval is blocked until a manager records a collision override (resolution + reason). Org policy under Admin → Leave settings chooses Prefer SSP (default), Prefer shift pay, or Split / allow both with override; every policy still requires that audited override before approve. Overrides store who, when, reason, and the policy in force. In the timesheet drawer, managers can change payable minutes per shift line with a reason dropdown (for example keep scheduled pay, reduce for late arrival, reduce for sick overlap, keep pay despite a sick day, or manual correction). Each shift also shows clock in/out (attestation) next to Adjusted pay time, and -15m / +15m nudges on both week approve minutes and per-shift payable minutes. Clock times stay attestation only; you do not rewrite raw punches. Finance hub rows also show a Sick + pay marker when base pay and SSP (or sickness days with base pay) appear together. Use Print in the drawer footer for a Campsite-branded summary of the week, shift items, and by-role totals.Clock disputes
Staff can dispute a clock in or clock out from Attendance (/attendance). The original punch (including location) is never overwritten. Managers decide on Timesheets (/finance/timesheets):
- Uphold: original punch stands
- Amend: set a corrected clock time as an overlay; original time and geo stay visible
- Reject: dispute denied
Attendance tracking
If your organisation uses attendance tracking, staff check in and check out using the Campsite web or mobile app:- The clock screen shows today’s matched rota shift (role and times) and early / on-time / late vs the schedule
- If several shifts overlap, staff pick which shift they are working
- While someone is clocked in, their week shows as pending for managers
- When they clock out, completed hours enter the manager review queue
- Staff do not need a separate “submit week” step
Work sites and geofencing
In Finance → Setup → Clock-in rules, HR can drop a pin on the map for each workplace and set a radius circle (similar to location targeting in ad tools). Search by address or place name (free via OpenStreetMap) to jump the map to the right spot, then adjust the pin and radius if needed. Clicking the map or an existing site opens the Configuration side panel automatically so you can name the site and save. Anyone inside that radius can clock in when GPS checks are enabled. Sites can be edited, deactivated, or deleted. When no sites are saved yet, the map starts fully zoomed out so you can search or place the first pin. Staff clock-in on web asks for location access up front. Clock in and out stay blocked until location is allowed. Tap Enable location so the browser can show its Allow prompt. If nothing appears in Chrome, open the lock or tune icon beside the address bar, set Location to Allow for the site, then try again. On a Mac, also check System Settings → Privacy & Security → Location Services → Google Chrome. Optional auto clock-in on mobile clocks staff in when they enter an active work site geofence. Staff still clock out manually or via the usual controls. Auto clock-in needs the Campsite mobile app, location permission, and background location where the device requires it. Attendance tracking must be enabled with the Clock in / attendance permission (on their role under Admin → Roles & permissions, or per person on the employee HR file Overview → Attendance access) before clock in appears for someone. Assigning a rota shift also grants clock access automatically when needed. Configure org rules and work sites at/finance/pay-setup?view=attendance (or the Clock-in rules section under Finance setup).
Wagesheets
The wagesheet at /finance/wagesheets is a summary view that combines approved timesheet hours with each staff member’s pay rates. It gives you the gross pay figure for each person before you run payroll. Hours from timesheets Approved timesheet hours flow automatically into the wagesheet - no manual entry required. Rates from shift pay elements When the week has rota shift lines, basic pay lines use the staff member’s pay element for each role label (scheduled hours minus unpaid break). Weeks without rota shifts still use the signed employment contract rate snapshot. Review the wagesheet carefully before running payroll. Any discrepancies between hours and rates are easier to resolve at this stage than after a payroll summary has been generated.Exporting timesheet data
From Finance → Timesheets, open Smart Actions and choose Export CSV (by employee) or Export CSV (by department). Exports use the current selection when rows are selected, or every timesheet in the filtered list when nothing is selected.- By employee: one row per person with their total hours and pay (all selected weeks combined). No department structure.
- By department: rows are grouped by department, then by week (Monday to Sunday), then by person, with hours and pay for that department and week. Each row includes a readable week label plus
week_startandweek_enddates. If someone is in more than one department, they appear under each with the share for that department. The by employee export still combines every department into one total per person.