Help

Getting started in the app.

The same buttons and words as the product. Nothing here is a shortcut that the screens do not have.

Setting up your team

  1. Sign up and create the first organisation.
  2. Open Team and choose Invite someone.
  3. Enter a name and email, then a role. Staff is the usual choice. Manager, Admin and Owner appear when your own role allows them. HR is on the paid plan.
  4. Pick a primary location, or leave it as No location. On the paid plan, an owner or admin can also set a department.
  5. Choose Create invite and send the link. An open invite counts towards the staff limit until it is accepted or cancelled.
  6. The free plan is 10 staff, including open invites, and 1 location. Add that location under Settings, then Locations: search the address, drag the pin, and set the radius.

Building a roster

  1. Open Roster. The subtitle for managers is that drafts stay hidden from staff until you publish them.
  2. Choose Add a shift. Set the location, a department or Follow the person, a person or Open shift, the date, start, end, break minutes and notes.
  3. Save draft. Staff cannot see drafts.
  4. Choose Publish, tick the drafts for this week, and choose Publish selected. If there are no drafts, that button stays disabled.
  5. Staff then see published shifts and open shifts on the week grid.

Leave requests

  1. Open Leave. The balance at the top is in hours.
  2. Choose Request leave. The form is hours only.
  3. Pick Annual leave, Sickness or TOIL. Enter From, To and Hours. Hours go in steps of 0.5.
  4. For sickness, you can add a sickness reason and an expected back date. The reason is shown to the person, their manager, an owner or HR.
  5. Send request. A manager, admin, owner or HR can Approve or Decline it from the list.

Approving timesheets and exporting

  1. Open Timesheets. Staff choose Submit my hours for the current period.
  2. A manager approves or declines a submitted sheet. An approved timesheet locks.
  3. Download CSV saves the hours. It does not send them to Xero, and it does not calculate pay.
  4. On the paid plan, approved hours can be sent to Xero Payroll UK once a UK Xero organisation is connected. Other countries use the CSV.
  5. On an agency, the client approves the hours, then the agency locks them. A comment is required when a client approves or declines.

Clock-in by site pin

  1. The clock is shown when time capture is clock or either. If it is timesheets only, the Clock page says the clock stays hidden.
  2. Open Clock. You see the site name, Not clocked in or On shift since a time, and a Clock in or Clock out button.
  3. If the site location is not set, clock-in stays closed. A manager gets a link to set it under Settings.
  4. Clock in reads the phone’s location only then, and checks it against the pin. The default radius is 100 metres, from 25 to 1000. A reading coarser than 100 metres is ignored.
  5. Clock out checks the pin again. Shiftbrook does not follow the phone between punches.
  6. A manager can add a flagged time with Add a flagged time. It needs a note. Save flagged time stores it as flagged.

More on each part: Rosters, Leave, Timesheets, Clock-in.