Staff schedule, time off and payroll

Build and publish the week's schedule (each person is sent their shifts), let staff ask for days off and PTO from their phone, clock in and out by your rules, and send hours and tips to Gusto, ADP or QuickBooks Payroll.

Open Schedule in the rail. The schedule is for staffing and payroll. You never need it to book: every fitting room takes appointments whenever the store is open.

Build the week

1. On Week, each person has a row and each day a column. Click a day to add a shift: from, until, an unpaid break and a note.
2. Click a shift to change it or press Remove shift. The POS won't let one person have two shifts at the same time, and it warns you when someone has that day off or the store is closed.
3. Copy last week copies every shift from the week before. Shifts that would overlap are skipped, so pressing it twice never doubles up.
4. Save this week to use again keeps the week under a name, like Regular week or Prom season. Pick it under Use a saved week on any other week.

Use the arrows and This week to move between weeks. The Hours column adds up each person's scheduled hours (breaks taken off). The calendar's day note shows who's working and who's off.

Publish: send everyone their shifts

New shifts are drafts (dashed on the week) until you press Publish schedule at the top of the week. Staff don't see a draft week, so a half-built week is never sent.

• When you publish, each person on the week gets their shifts for the week: a phone alert (My schedule) and an email from the store, in your email look. Adding shifts to a week you already published shows Publish changes; only the people whose shifts changed are sent their week again.
• Changing a published shift tells that person right away, for example "Your Tuesday shift changed to 10–6". Moving it to someone else tells both; removing it tells her it's off. Shifts on days gone by are fixed quietly (for payroll).
• The evening before each shift, a phone alert reminds her (6 PM to start with; change the time or turn it off in Settings, Staff schedule and consultants).
• Quiet hours: schedule alerts to staff never come between 9 PM and 8 AM; they wait until morning. An owner's alerts follow her own quiet hours.
• Texts (off to start with): tick Text the schedule to staff who say yes. Each person then turns on Text me my schedule on their phone's Schedule screen. It uses the store's texting, and anyone who texts STOP gets no more.

Time off and PTO

1. Staff: on their phone's Schedule screen press Request time off (or on a computer, Schedule, Ask for time off).
   Pick the first and last day, PTO (paid) or Day off (unpaid), and the PTO hours (8 a day to start with).
2. Managers get a phone alert (Time off requests to approve) and can approve or deny right on their phone's Schedule screen. On a computer, Time off lists every request, waiting ones first. Press Approve or Deny (you can say why). If she has shifts on those days, the POS lists them so you can move them.
3. Approved time off shows on the week and on the calendar, and Auto-assign skips her that day. She gets the answer on her phone.

A manager can also Put in time off for someone; it's approved as you enter it. Nobody decides their own request: a manager's goes to another manager or the owner. Staff can cancel a request until the time off starts.

Clock in and out

Turn it on in Settings, Staff schedule and consultants, Staff clock in and out. Then each person has a big Clock in button on their phone (Today and Schedule), and on a computer under their name at the bottom of the left bar, on the Register and in Schedule, Clock in / out. On a shared computer it clocks in whoever is signed in.

The owner's rules (Settings, Staff schedule and consultants, Clocking in):

• Clock in from: store computers and phones (to start with), store computers only, or phones only.
• Phones only within so many meters of the store: enter where the store is (or stand in the store and press Use this device's location). A phone then has to share its location to clock in or out; if she says no, it tells her plainly and she can use a store computer or ask a manager. The location is only used to work out the distance. It is never saved; only how far it was is kept with the clock time. Clocking out far from the store still works (so nobody is left on the clock all night); the history notes how far away it was.
• Store computers: until you mark them, any computer counts as a store computer, including a laptop at home or a phone showing the desktop site. On each computer in the store, open these settings and press This is a store computer. After that only those computers count; anything else has to follow the phone rules.
• Only from 15 minutes before a shift until it ends: outside that, she is asked to see a manager.
• Breaks on the clock: Start break and End break; the break comes off her hours.

A manager can always Clock someone in or out (Schedule, Clock in / out) for someone whose phone died or who is outside the rules, with a reason that's kept in the History. Managers can also clock themselves in outside the shift window.

Forgot to clock out? 30 minutes after her shift ends, she gets a phone alert "You're still clocked in". Anyone still clocked in shows on the managers' phone Schedule screen and on Clock in / out as still in.

Forgot to clock out? A manager opens Clock in / out, presses Fix (or Add a missed clock-in), changes the times and says why. The old and new times and the reason are kept in the History. Your own clock times are fixed by another manager or the owner.

With the clock on, hours for payroll come from clocking in and out; the scheduled hours show beside them. With it off, they come from the schedule.

Hours and the payroll export

1. Pick Hours and payroll in the left menu. Pick the dates of your pay period (This week and Last 2 weeks are one tap).
2. Each person shows regular hours, overtime, PTO (approved paid time off), paid hours and tips. Tap a tips amount to see each one, fix it or remove it (with a reason).
3. Pick your payroll system (Gusto, ADP, QuickBooks Payroll, or Any payroll system) and press Download for payroll. Upload the file in your payroll system.

• Overtime starts after 40 hours in a work week. Change it in Settings, Staff schedule and consultants, add a daily limit (California uses 8), and pick the day your work week starts.
• Employee ID: Gusto, ADP and QuickBooks match people by their ID. Add it in Settings, Team, Appointment types beside the person. For ADP, add your company code in the settings too; PTO goes out as hours code PTO.
• The first time you upload, check your payroll system matched the columns, then it remembers. Each download is kept in the History.
• Tips are in every payroll file as their own columns: cash tips, card tips and total tips (dollars).

Tips

• Cash tips: on Hours and payroll, press Add cash tips, pick who, the day and the amount.
• Card tips at the register (the owner turns on A Tip box on card payments at the register; off to start with): when she pays by card (the card reader or Card (other machine)), type the tip in Tip. The card is charged the payment plus the tip, but the tip is kept apart: it is never part of the sale, never taxed, never on her ticket and not counted in sales. It goes to the consultant on the ticket, split evenly when the ticket has several.
• At the end of the day, the End of day screen lists each person's tips. Press Pay … in card tips out of the drawer to hand card tips over in cash (it goes on the drawer as a paid out), or leave them for the paycheck. Either way they are in the payroll file. See End of day.

On her phone

The phone's Schedule screen shows her shifts this week and next, the store's hours, who else is working (names only), her time off and Request time off, her hours so far this pay period and her own tips, and the big Clock in button. Staff have it as a tab; managers open it from the My schedule card on Today. Set how often you pay (every week, every 2 weeks, twice a month or monthly) in Settings so "this pay period" is right. See Your phone.

Who sees what

• Staff see their own shifts, their own requests, their own hours and their own tips, on the computer or their phone, and the names of who else is working. Never anyone else's hours, tips or pay, and never sales figures.
• Managers and owners build the schedule, decide time off, fix clock times and see everyone's hours and the export.
• Your accountant can download the payroll file and change nothing.

Staff scheduling is part of the Shop plan and up (see Your plan).