Why are timesheets still on paper?
In most small and mid-sized venues the rota lives in a notebook and hours are reconstructed from memory at month end. The result: disputed overtime, forgotten leave days and payroll that reaches the accountant late. When the rota, the timesheet and pay sit in one system, month end takes minutes.
Clock in and out with a QR code
You do not need a fingerprint device. RoxPos generates a QR code unique to your venue; you print it and put it at the staff entrance. At the start and end of a shift the employee scans it from the app on their own phone — the app knows whether they have an open shift and decides itself whether to record a clock-in or a clock-out. Shifts crossing midnight are not split; the clock-out is written to the day the shift began.
What if someone forgets to scan?
People forget — so a manager can complete a missing clock-in or clock-out by hand. A manually added movement is stored together with who added it; a scanned movement is never edited, and if it must go it is deleted separately and that is logged too. Convenience and auditability do not cancel each other out.
Late and early-leave reporting
The system does not raise alarms or beep — that helps no one in the middle of service. Instead it reports at the end of the period: total late and early-leave minutes per person, the number of days with no scan, and a day-by-day comparison of plan versus actual. A tolerance is configurable so a few minutes do not count as late; someone scanning at 08:03 for an 08:00 shift is not flagged.
Pay, overtime and payroll
Timesheet hours turn into pay through rule sets: weekly and daily thresholds, overtime and double-time multipliers, Saturday/Sunday/night/public-holiday multipliers and an annual overtime cap. Multipliers can also be set per person — one employee may get ×1.5 on Saturday while another gets ×2.0. For venues that agree a take-home figure with staff there is a net-pay option; statutory deductions are not applied to that person. Tax rates are not hard-coded: you enter the band table for each country and year with your accountant, and payroll cannot be locked with an unvalidated rule set.