In most businesses the shift plan is prepared in a spreadsheet or a messaging group, and the timesheet is filled in at month end by looking back at that plan. When plans, leave and holidays live in different places, overtime calculations become open to dispute. In the RoxPos Staff module the plan, timesheet and payroll are linked to the same list of users, so there is no separate employee list to maintain.
Plan period and day types
The shift calendar opens for a week, two weeks or a month. Each day for each person is marked with a day type: working, day off, annual leave, sick leave, unpaid leave or public holiday. The day type is more than a visual label: pay calculations count the hours worked on days marked as working, while leave and holidays appear separately in the period report.
Fast planning with shift presets
Save the hours you use often, such as morning, evening or split shifts, as shift presets and apply them to a cell with one click; shifts that run past midnight are supported too. 'Fill whole period' fills empty days with the pattern you choose, or overwrites the existing plan, and places days off as well. Use swap days to exchange two cells. A warning appears on any row that exceeds the weekly working limit, so you notice it while planning.
Public holidays and annual leave entitlement
In the rules and holidays section, 'Import holidays' adds your country's public holidays to the list automatically, and holidays you have edited by hand are kept. You enter an annual leave entitlement for each person and follow the remaining days in the Attendance & Leave report under Reports. Leave days are tracked and counted, but leave pay is not calculated automatically, so that item should be checked on the payroll.
Overtime rules and moving to the timesheet
Country rule sets provide starting values: the Turkey set, for example, comes with a 45-hour week, a 1.5 overtime multiplier and a 2 multiplier for public holidays, while the Ireland and US sets bring their own limits and multipliers. Daily and weekly limits and the Saturday, Sunday, night and holiday multipliers can be edited, and personal multipliers can be set when needed. At the end of the period the timesheet is filled either from the shift plan with 'Fill from plan' or from QR clock-ins and clock-outs with 'Fill from scans', and then saved.
Payroll approval
Payroll moves through draft, in review, approved and locked; to correct a locked payroll, you open a new version. Tax rates are not built into the system, so your tax rules must be marked as verified before a payroll can be locked. Payroll and the period report can be exported as CSV, and payslips are printed from the browser. The Staff menu and the payroll permission are off by default; grant them only to the managers who need them.
When plans, leave and rules live in one place, the month-end timesheet becomes a check rather than an argument. Read our timesheet and QR attendance article for QR clock-ins and late arrival reports, and visit the staff scheduling and attendance page for the whole module.