WorkSync user guide

1. Getting started

There are two kinds of account you can create yourself:

• Employee — for anyone recording their own working hours. One employee account can be linked to several businesses.
• Employer — for a business owner or manager. Registering as an employer creates the business profile at the same time.

Go to Create account, choose the type, and fill in your name, email address and a password of 8 to 128 characters. Employers also give the business name and, optionally, its address. You're signed in straight away.

Administrator accounts can't be created from the public form. They're set up during installation or by an existing administrator.

2. For employees

Linking to an employer

1. Open Find Employer and search for the business by name.
2. Select Request to join. You can add a short message, such as your role or start date.
3. The request shows as Pending until the employer approves or rejects it. You can withdraw a pending request.

If a request is declined, or an employer removes you later, you can ask to join again.

You can only record time and submit timesheets for employers who have approved you. Each employer sets your hourly rate for their business, so you may have different rates with different employers.

Clocking in and out

1. On your dashboard, choose the employer you're working for.
2. Select Clock in. If your browser asks to share your location, you can allow or decline; declining doesn't stop you clocking in.
3. Select Start break when you stop for a break and End break when you return. You can take as many breaks as you need.
4. Select Clock out at the end of the shift. If you clock out while on a break, the break is ended at the same moment.

You can only have one shift running at a time, across all your employers. Your shift keeps running if you close the browser or sign out, and you'll see it when you come back.

Your timesheets

My Timesheets shows completed shifts grouped by employer and by period. Your employer decides whether periods are weekly (Monday to Sunday) or monthly (1st to the last day of the month).

• If you made a mistake in a completed shift, select Correct to change its times or breaks (or add a break you forgot), or Delete it, before submitting. Your employer sees which shifts were corrected.
• Select Submit timesheet to send a period to your employer. You can submit the current period, or an earlier one that still has unsubmitted shifts (for example, last week's on a Monday morning). Clock out first if you're on a shift in that period.
• If you submit the current period before it ends, you can't clock in again for it unless your employer rejects the timesheet.
• Once submitted, those shifts are locked. The totals your employer sees can't change unless the timesheet is rejected.
• Each timesheet shows its status: Pending, Approved or Rejected. You'll get an email when it's approved or rejected.

If a timesheet is rejected

Your employer's reason is shown with the timesheet. The shifts in that period unlock so you can correct them, then you can submit the period again. The new submission is saved as a new version, and the rejected version stays in your history.

Find Work

Businesses you're linked to can post extra shifts. Each posting shows the date, start and finish times, hourly rate and whether it's urgent. Select Apply to let the employer know you're interested. You can apply once per posting.

Messages

You can message the businesses you're linked to. Unread messages are marked in the menu. Messages are plain text.

3. For employers

Approving staff

Ask your staff to create employee accounts and search for your business name. Requests appear under Employees. Approve or reject each one. When you approve, set the person's hourly rate for your business. You can change it later; a change applies to timesheets not yet submitted.

If someone stops working for you, remove them from your employees. Their past shifts and timesheets are kept.

Company settings

• Business name and address.
• Timesheet period, weekly or monthly. A change takes effect the day after the current period ends, so periods already under way or submitted aren't rewritten. The first period after a switch may be shorter than usual so that no days overlap or go missing.
• Bookkeeper or payroll contact. If you add an email address, each approved timesheet is emailed there.
• Default break. Shown to staff as a reminder. WorkSync deducts only the breaks people actually record, never a default.

Reviewing timesheets

Under Timesheets, filter by employee, period or status, and open any timesheet to see each day's clock-in, clock-out and breaks. Select Approve or Reject. When rejecting, give a reason so the employee knows what to correct. Each decision records who made it and when, and the employee is emailed.

Posting jobs

Use Post Job to advertise an extra shift to your linked staff: title, description, date, start and end time, hourly rate, and whether it's standard or urgent. Staff linked to other businesses can't see your postings.

Messages

You can message any employee linked to your business.

4. How hours are calculated

• Net time = time from clock-in to clock-out, minus every recorded break. A 09:00–17:00 shift with a 30-minute break is 7h 30m.
• Times are recorded by the server and shown in UK time (GMT/BST). Clock changes are handled automatically.
• A shift that runs past midnight counts in the period of the day it started.
• Durations are counted in whole minutes; part-minutes are dropped.
• Any pay figure is an estimate (net hours × hourly rate). WorkSync doesn't calculate tax, National Insurance, pensions or holiday pay.

5. For administrators

Administrators can see system-wide figures, manage users and employers, mark employers as verified, view all timesheets and change system settings such as the session timeout. Destructive actions ask for confirmation first.

6. Passwords and your account

• Forgotten your password? Select Forgot password? on the sign-in page and enter your email address. If it matches an account, you'll receive a link that works once and expires after one hour.
• Changing your password signs you out on every device.
• You're signed out automatically after a period of inactivity.
• Use the sun/moon button to switch between light, dark and automatic themes. Your choice is remembered.