Timesheets in Roubler – Overview for Managers – Know Roubler

Audience

This article is for people managers and supervisors who use Roubler to:

Review, edit, and approve timesheets.
Understand how timesheets are created from rosters and clocks.
See how timesheets flow into pay conditions and payroll.

Before you start

Before working with timesheets, make sure:

You have the right access
- Your permission group (e.g. Manager / Manager with Payroll) allows you to view and edit timesheets, and—if required—approve/authorise/commit them.
- You have the correct primary location and location access, so you can see the right employees and their timesheets.
Rosters and clocking are configured
- Shifts for your team are created and published on the Roster for the relevant period.
- Your organisation has confirmed which clocking methods are in use:
  - Roubler mobile app (mobile clocking).
  - Roubler Clock app / web clock on shared devices.
  - Employee‑submitted timesheets (where enabled).
You know your internal pay rules
- Which pay conditions apply (e.g. ordinary hours vs overtime vs weekend/penalty rates).
- How breaks should be recorded and what happens when shifts run long/short.
- Who is responsible for final sign‑off before payroll processes the period.

This guide assumes managers and employees are already logged in.

How Timesheets work

1. What a timesheet represents

A timesheet in Roubler is the authoritative record of what an employee actually worked for a given shift or day. It usually includes:

Start and finish times, and breaks.
The location and position/work type.
Any linked rostered shift.
Any linked clockings (mobile or kiosk).
Status (e.g. Draft, Pending approval, Approved, Authorised/Committed).

Payroll and pay conditions are calculated from approved/authorised timesheets, not directly from rosters.

2. How timesheets are created

Timesheets can come from several sources:

Rosters + clockings (most common)
- When you publish a roster, those shifts appear in Time & Attendance as unassociated (planned) shifts.
- When an employee clocks in and out for that shift, Roubler matches the roster shift and the clock entries, then creates/updates the timesheet.
- You then review and approve this timesheet as the manager.
Clockings without a rostered shift
- If an employee clocks in/out but has no published rostered shift, Roubler may create a timesheet or clock entry that appears as unassociated.
- You will need to review these and either:
  - Link them to a suitable roster shift, or
  - Leave them as ad‑hoc worked time (according to your process), or
  - Edit/ignore them if they are incorrect.
Manual/manager‑created timesheets
- If an employee forgets to clock, works off‑roster, or if a correction is needed, you can add or edit timesheets manually in the Timesheets screen.
- You should follow your internal rules on acceptable manual adjustments, and always add notes for audit.
Employee‑submitted timesheets (if enabled)
- Employees can sometimes submit timesheets (often from the mobile app) instead of clocking.
- These appear in your Timesheets view for review, editing, and approval just like clock‑based timesheets.

3. Relationship between rosters, clocks, timesheets, and pay conditions

Think of it as a chain:

Rosters – what was planned
- Shifts define who, where, when.
- Only published shifts can be associated to timesheets.
Clockings – what was recorded at the time
- Mobile or kiosk clocks record actual in/out times and breaks, plus device/location data where configured.
- These are used to build or update the related timesheet.
Timesheets – what is approved as worked
- Timesheets show actual worked time vs rostered time, including exceptions (late/early, short/long breaks, extra hours).
- As a manager, you:
  - Check for accuracy and policy compliance.
  - Resolve alerts (e.g. missing clock, long shift, missing break).
  - Approve/authorise once you are satisfied.
Pay conditions – how work is costed and paid
- Behind the scenes, Roubler applies your configured pay conditions to approved timesheets, typically based on:
  - Work type/position.
  - Day of week and time of day (e.g. nights, weekends, public holidays).
  - Length of shift and breaks.
  - Overtime rules (after a certain number of hours per day/week, or outside certain times).
- Accurate timesheets ensure the correct mix of:
  - Ordinary hours vs overtime.
  - Penalty rates (e.g. Sundays, public holidays).
  - Allowances or loadings that depend on shift patterns, locations, or work types.

If timesheets are wrong (e.g. missing breaks, wrong location, unapproved overtime), pay conditions may also be wrong—so timesheet review is critical.

Frequently asked questions and troubleshooting

1. “There’s no timesheet for a shift that was worked.”

Check:

Roster
- Is there a published shift for that employee/date/location?
- Was the shift published before the work took place?
Clockings
- Did the employee clock in and out on the correct device/app?
- Are there clock entries around the expected time in the clock history/unassociated section?
Timesheets
- In Time & Attendance, look for:
  - Unassociated shifts (scheduled but not linked).
  - Clock entries without a linked shift.

If needed:

Create or edit a timesheet manually with the correct times and location.
Link it to the appropriate roster shift so costing and reporting are accurate.
Add a note explaining the adjustment.

2. “What are unassociated shifts and do I need to fix them?”

Unassociated shifts are rostered shifts that are not currently linked to any timesheet. They usually mean:

The employee hasn’t clocked (or has partial/mismatched clocks).
The roster shift was unpublished or changed after associations were made.

You should:

Review unassociated shifts regularly.
Either:
- Link them to the correct timesheets, or
- Confirm they were not worked and leave/clear them according to your process.

Unassociated shifts that are ignored may result in missing pay or incorrect exception reporting.

3. “The timesheet doesn’t match the roster (start/finish times or breaks are different). What should I do?”

This is common and not automatically “wrong”. Follow your policy:

Compare rostered vs actual:
- Was the change approved (e.g. staying late, starting early, longer break)?
- Does it trigger any pay condition changes (e.g. overtime or penalty rates)?
Adjust the timesheet if necessary:
- Correct obvious errors (e.g. duplicate clock, missed break).
- If you approve the extra time, leave it and add a note.
- If you do not approve the extra time, adjust the timesheet back to what should be paid, with a note.
Approve/authorise the timesheet only when it reflects what should be paid under your rules.

4. “Why can’t I see or edit an employee’s timesheets?”

Check:

Employee setup
- Is their primary location within the set of locations you manage?
- Do they have location access to your site (if they work across locations)?
Your permissions
- Do you have a manager‑level permission group for that location with access to Time & Attendance?

If the employee is legitimately your team member but you still can’t see their timesheets, ask your HR/Payroll team or internal Roubler administrator to:

Adjust the employee’s location access/primary location.
Confirm or update your permission group for that location.

5. “Employees say they clocked, but nothing appears in Timesheets.”

Investigate:

Device/app status
- For kiosks/tablets: check the device hasn’t been offline or stuck on a loading/blank screen; restart if needed.
- For mobile: ensure employees use the latest app version and have location/camera permissions if required.
Clock behaviour
- Ask the employee for screenshots of the clock confirmation screen when issues occur.
- Confirm they are not repeatedly missing clock‑out, which can disrupt automatic timesheet creation in some setups.

If you cannot find clocks:

Create or adjust the timesheet manually based on reliable information (e.g. supervisor confirmation, site records).
Remind the employee of your clocking expectations and any consequences for repeated misses.

6. “How do timesheets affect pay conditions in practice?”

Some quick examples of how your edits influence pay:

Extending a shift beyond a daily or weekly threshold may move hours from ordinary time into overtime.
Moving a shift onto a weekend or public holiday may change hours to penalty rates.
Removing/adding a meal break may change how many hours are counted toward overtime triggers.
Changing location, position, or work type on the timesheet can change which pay condition set is applied.

If you’re unsure:

Focus on ensuring times are correct, breaks are recorded, and notes explain exceptions.
Check with HR/Payroll how particular patterns (e.g. double shifts, split shifts, long days) should be handled so your approvals align with the intended pay outcomes.

Who to contact for help

If you still need help with timesheets or pay‑condition impacts after following this guide, managers should use internal support channels only.

Contact:

Your HR or Payroll team for:
- Questions about overtime, penalties, allowances, and pay conditions.
- Clarifying how specific timesheet patterns should be paid.
- Confirming cut‑off dates and what must be done before payroll runs.
Your internal Roubler/system administrator or IT/support team for:
- Issues with timesheet permissions, alerts, unassociated shifts behaviour.
- Problems with clock devices, clock apps, or mobile app configuration that affect time capture.
- Reviewing configuration (e.g. break rules, rounding, pay condition mappings) when systemic issues are suspected.

Escalation to the external Roubler vendor should only be done by your authorised internal administrators, after they have investigated and decided that a technical escalation is required.