Audience
This article is for Account Administrators and system owners who:
- Configure and maintain timesheet settings in Roubler
- Need to know where to set up rounding, grace periods, auto‑breaks and pay‑from‑schedule behaviour
Manage roster and timesheet alerts that control publishing and approval
Before you start
Before changing timesheet configuration:
- Ensure you can access:
Settings (cog icon) → Company Settings → Rounding Rules
Settings → Company Settings → Features
Settings → Alerts
- Align with Payroll and HR on:
- How rounding and grace periods should work (and where automatic approval is allowed).
- Whether to use automatic breaks or rostered breaks instead.
- Whether timesheets should pay from actual clocks or from the rostered schedule.
- Which roster and timesheet alerts must block publishing/approval vs can be dismissed with a note.
Remember: changes in Company Settings apply globally across your entire business.
What timesheets are in Roubler (account‑level view)
From an account‑admin perspective:
- Timesheets record what an employee is to be paid for:
- Usually created by combining rostered shifts and actual clocks.
- Optionally generated directly from the roster when “Pay according to rostered schedule” is enabled.
- Managers and Payroll then:
- Review and edit timesheets (start/end/break times, locations, work types).
- Approve/authorise timesheets before they are exported or integrated to payroll.
Your configuration in Rounding Rules, Features and Alerts controls:
- How closely paid times match actual clocks vs rostered times.
- Which exceptions are flagged automatically.
- When timesheets can be auto‑approved vs must be manually reviewed.
Timesheet‑related settings and where to change them
1. Rounding Rules, grace periods and automatic breaks
Path: Settings → Company Settings → Rounding Rules
This page defines how clocked times are interpreted into paid times on timesheets.
a) Rounding Rules
Control how clock‑in/out times are rounded before hitting payroll.
You can set:
- Round arrive time – number of minutes and direction:
- Backwards (e.g. always round back 15 minutes).
- Nearest (e.g. nearest 15 minutes).
- Forwards (e.g. always round forward 15 minutes).
- Round departure time – same options for end times.
- Round time = 15, direction = nearest.
- Clock in 7 minutes to 9:00 → rounds forward to 9:00.
- Clock in 8 minutes to 9:00 → rounds back to 8:45.
You can also choose to ignore rounding rules entirely if you want to pay strictly from exact clock times.
b) Grace Periods & Automatic Approval
Grace periods define a window around the rostered shift where:
- Rounding rules are ignored, and
Timesheets can be automatically approved if everything falls within that window.
- Automatically approve when within grace period – turns on auto‑approval.
- Arrive early / Arrive late grace period – minutes before/after shift start.
- Depart early / Depart late grace period – minutes before/after shift end.
- If both start and end clocks fall within grace periods, paid times snap to the rostered shift times, and the timesheet can auto‑approve.
- When clocks fall outside grace periods, normal Rounding Rules apply.
Use this to reduce admin for small variances, while still enforcing rules for bigger deviations.
Note: Auto‑approval within grace periods does not work when Pay according to rostered schedule is enabled.
c) Automatic Breaks
Automatic breaks provide a universal break rule across the business.
Options:
- Apply auto break – enable/disable.
- Break duration – length in minutes.
- Every hour – how many hours must be worked before the break is applied.
- A break is automatically inserted in the middle of the shift according to your settings, regardless of rostered break times.
- This is applied at timesheet level and is not tied to specific rostered break times unless combined with “Pay according to rostered schedule”.
Guidance:
The help content recommends configuring breaks on the roster where possible for compliance and flexibility, and using automatic breaks only when you truly need a global rule.
2. Features that affect timesheets
Path: Settings → Company Settings → Features
Relevant toggles for timesheets:
Pay according to rostered schedule
Pay according to rostered schedule
- Timesheets are automatically created from published rostered shifts.
- Employees are paid based on rostered start, end and break times, not actual clock‑in/clock‑out times.
- Variances such as overtime, extra hours or early finishes require manual adjustment.
Use this only where you intentionally want rostered times to be the primary pay source.
Facial verification
Enable facial verification
- Enables facial‑verification features tied to clocking and associated timesheets.
- Photos and verification flags are visible only to authorised users when reviewing timesheets.
24‑hour time & notifications
Supports 24‑hour time – displays times in 24‑hour format across roster, time & attendance and leave screens.
Enable notifications – turns on system‑wide notifications, including timesheet‑related emails and alerts.
Display alerts for approved timesheets
Display alerts for approved timesheets in list view
- Keeps the alert indicator visible even after a timesheet has been approved.
- Useful for audits and exception reporting, so approved timesheets with issues remain easy to spot.
3. Alerts for rosters and timesheets
The Alerts screen controls both:
- Roster/shift alerts – used when publishing rosters (e.g. overlapping shifts, rule breaches).
Timesheet alerts – used when approving/authorising timesheets (e.g. missing clocks, long shifts).
For each alert you can:
- Add an alert (plus sign).
- Make it Dismissable:
- If ticked, managers can dismiss the alert and proceed.
If not ticked, they must resolve the issue before continuing.
- (Timesheet alerts only) Require a note:
Force a note when dismissing the alert, storing the explanation on the timesheet for audit (e.g. “Forgot to clock out; adjusted to 18:00 based on camera and manager confirmation”).
Rosters and approvals may also be blocked by alerts until they are resolved, unless:
You have enabled Override publish rules in Company Settings → Roster (allowing managers to publish even with roster alerts).
Use Alerts to enforce:
- Roster rules (hours caps, overlapping shifts), and
- Timesheet rules (late clocks, long breaks, missing shifts) with or without mandatory notes.
Maintaining timesheet configuration
As Account Administrator you should:
- Review Rounding Rules whenever:
- Payroll policies on rounding or grace periods change.
- You see recurring complaints that paid times don’t match expectations.
- Review Automatic breaks when:
- Regulations or agreements change, or
- You move from static to more flexible break scheduling on rosters.
- Review Features (Pay according to rostered schedule, facial verification, display alerts) when:
- You adjust your time‑capture strategy (actual clocks vs roster).
- You implement new compliance or verification processes.
- Review Alerts regularly:
- Add alerts to enforce new rules.
- Decide which alerts must block approval and which can be dismissed with notes.
Document any changes and communicate them to Payroll and managers so they understand timesheet behaviour.
Frequently asked questions and troubleshooting
1. “Timesheet times don’t match the clock‑in / clock‑out times”
Likely causes:
Rounding Rules are adjusting start/end times.
- Grace periods are snapping paid times back to the rostered shift.
Pay according to rostered schedule is enabled, so timesheets are based purely on the roster.
Admin checklist:
- In Company Settings → Rounding Rules:
- Review Round arrive/departure settings.
- Review Grace periods and whether automatic approval within grace period is enabled.
- In Company Settings → Features:
- Check whether Pay according to rostered schedule is turned on.
Align settings with your policy, then explain to managers how rounding, grace periods and rostered pay interact.
2. “Timesheets are being auto‑approved when they shouldn’t be”
Most commonly caused by Automatic approval within Grace Periods being enabled.
Steps:
- Go to Company Settings → Rounding Rules.
- Check if Automatically approve when within grace period is ticked.
- If you want all timesheets manually reviewed, turn this off.
Remember, this setting won’t apply when Pay according to rostered schedule is enabled, but paid times may still not match clocks due to roster‑based pay.
3. “Breaks on the timesheet don’t match the rostered break times”
Expected behaviour when using automatic breaks:
- Auto‑breaks are inserted at a default point in the shift (typically mid‑shift) according to the automatic break rule, not the rostered break time.
- They are not inherently linked to rostered breaks unless you are paying from the rostered schedule.
Options:
- If you need timesheets to reflect rostered break times exactly:
- Consider Pay according to rostered schedule (timesheets generated from roster), or
- Turn off automatic breaks and rely on rostered breaks + manual adjustments.
4. “Managers can’t approve timesheets due to alerts”
Alerts may be configured as non‑dismissable, which forces managers to resolve the issue first.
Steps:
- Go to Settings → Alerts.
- For the relevant timesheet alert, check:
- Whether it is enabled.
- Whether it is Dismissable and if a Note is required.
- Adjust configuration if your policy allows:
- Make the alert dismissable with a mandatory note, or
- Keep it blocking if you want to enforce strict compliance (e.g. no approving missing clocks without correction).
Who to contact for help
- Payroll / HR / Finance team
- For:
- Decisions on rounding, grace periods, automatic approval, pay‑from‑schedule.
- How timesheets should interpret overtime, breaks and roster variances.
- For:
- Internal Roubler administrator or IT
- For:
- Adjusting Company Settings → Rounding Rules and Features.
- Configuring Alerts (roster and timesheet).
- Investigating system‑level behaviour when timesheets, rosters and clocks don’t align with expectations.
- For:
- Roubler Support
- Should only be contacted by authorised internal administrators, after:
- Verifying Company Settings and Alerts.
- Reproducing the issue with specific employee/shifts where possible.
- When raising a ticket, include:
- Company name.
- Example employee IDs, dates and shifts.
- Screenshots of:
- Rounding Rules and relevant Features,
- Alerts configuration, and
- The affected timesheets vs roster and clocks.
- Should only be contacted by authorised internal administrators, after:
With these configurations and processes, you can keep timesheets in Roubler accurate, auditable and aligned with your organisation’s working‑time and payroll rules.