Before you start
Each person's login must be linked to their employee record, or their time can't reach payroll. The owner or an accountant links logins: see Invite your team.
Managers see only the people on the team they lead. If your Overview says "You don't have a team yet.", ask the owner to set up your team.
Open Team hours
In the Manager workspace, open Hours. The page is headed Team hours and opens on the Needs approval tab: finished time that isn't approved yet, from the last 60 days.
The other tabs are Approved and All time, which show the last 14 days. Each tab shows how many entries it holds. The line above the entries gives the number of entries and the payable time in total.
Your Overview also lists the entries waiting for you under Review queue, with an Open hours button.
Choose the pay period
Type the first and last days of the pay period in From and To, and press Apply. To see one person's time, choose them under Person. Per page sets how many entries show at once. Reset goes back to the usual dates.
All times are Trinidad time.
Check each entry
Under Needs approval, the entries are grouped under each person, with how many are waiting and their total time.
Each entry shows what the person worked on, the client and project, the day, the times it started and stopped, and the payable time. Payable time is what will be paid. If screenshots were taken off an entry, the full tracked time shows under it, such as "of 2:00:00".
A note under the work asks for a closer look, such as "Stopped after running 24 hours. Check before approving."
Approve finished entries
Press Approve on a finished entry. A bar confirms "1 entry approved." Approved time goes to payroll and counts as billable.
To approve several at once:
- Tick the box beside each entry, or press Select all on this page, then press Approve selected.
- Press Approve all beside a person's name to approve everything of theirs that's waiting on this page. The button shows how many, such as Approve all 4.
Good to know:
- A timer that's still running or paused shows Still running and "Approve once they stop the timer". It isn't counted until it's stopped.
- Once you approve an entry, the person can no longer change it.
- Managers can't approve their own time. Their own entries say "Another approver approves your time".
Take back an approval
Open the Approved tab and find the entry. Press the undo button beside its Approved tag. PaySuiteTT asks "Unapprove this time?"; press Unapprove.
The entry goes back to Needs approval, and it leaves payroll and billable time until it's approved again. A draft pay run with that time is marked to be worked out again. You can't take back an approval once its pay run is approved, finalised or paid.
Link their login to an employee first
"Link their login to an employee first", with no Approve button or tick box, means that person's login isn't linked to their employee record. Ask the owner or an accountant to link it under Setup › Employee Account Links (see Invite your team), then approve the time.
Approve as an owner or accountant
Owners: press Manager in the workspace switcher, then open Hours. You see everyone's time there, and approve it the same way.
Owners and accountants can also approve on the Approve time page. Press Approve time in the shortcuts on the Overview, or next to a check marked To fix on Before you run payroll. Approve time opens on Needs approval: stopped time not yet approved, from the start of this month (and at least the last two weeks). Choose All status in the status filter to see everything. The page remembers the dates and filters you last used on this browser. On Approve time, the Status column says whether each entry is approved and where the time came from, such as Phone or browser or Added by hand. Press the Approve tick on a stopped entry.
Check the time before payroll
Owners and accountants:
- Open Time for payroll › Before you run payroll.
- Type the Start and End of the pay period and press Review period.
The top line says Ready for payroll, or how many things to sort out first. Below it, each check is marked Clear or To fix:
- Time belongs to an employee: time from a login not linked to an employee can't be paid. Press Link accounts.
- Time is approved: stopped time still waiting for approval. Press Approve time.
- Nothing changed since approval: approved time that was changed and needs approving again. Press Approve time.
- Draft pay runs use the latest hours: draft pay runs whose hours changed. Press Open pay run, then Compute.
Approve an hourly pay run only once every check says Clear. When it does, press Start the pay run.
Approved hours by employee lists each person's regular, overtime and total hours for the period, with a total for everyone.
Download your team's hours
To share hours with a client or check a week, open Time Reports in the Manager menu. Pick a date range, such as This week, and filter by team, person, client or project. Press EXPORT, then Save as PDF or Save as CSV, for exactly what's shown. Billable time there counts only once it's approved. See Download time reports.
Good to know
- Kiosk shifts are checked on the kiosk's shifts page, not here. See Check and approve shifts.
What's next
Pay the approved hours with Run your payroll.