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Track & Verify your team members working hours or days using Timesheets on Salon IQ
Timesheets are an add-on module in Salon IQ. Contact Salon IQ on 01892 280123 or help@saloniq.com to activate the system. Once Timesheets are activated, a new 'Payroll' option will appear in your main menu.
How to set up security for timesheets
How to give access to team members to authorize their hours
Main Menu > Payroll > Timesheets > Authorize Timesheets
If you are unable to view payroll or timesheets that should be accessible in your system, your security settings may need adjustment. First, navigate to the main menu, then select 'Security,' followed by 'Users.' Locate and click on your profile to review your security role. Ensure that the 'Timesheets' permission is enabled within your role. If you still cannot access timesheets after verifying these settings, please contact Salon IQ support for further assistance
To access Timesheets, go to the Main Menu > Payroll > Timesheet
You then have two options
- Authorize Timesheet
- Timesheet Report
To create a new timesheet, select Authorize Timesheet
If you are part of a group and have access to multiple locations, you will see a drop-down menu to select the location. You'll also need to choose the week-ending date. After selecting both the location and week-ending date, click 'Create'. Once the timesheet is generated, click 'Load' to display it on the screen. "
Timesheets will display only bookable team members, and their working hours or days will be automatically calculated based on data from the appointment diary and rostered hours.
Timesheets can calculate the number of working days or hours directly from the appointment diary; this is set up per team member and can be found by clicking Menu > Settings > Team Members > Edit The Team Member > Commissions
If paid hourly is selected, the timesheets will display working hours; you can have both hourly and daily on the same report.
A key feature of the timesheet system is its ability to ensure accurate tracking. While timesheets are pre-populated with scheduled hours from the appointment system, managers can modify entries to reflect actual work hours, even when those hours differ from the original appointment schedule. This ensures precise timekeeping for payroll.
How to update working hours
To update the working hours/days/holidays/sickness, you can click on each cell and change the hours/days. When you have updated the hours/days, leave a note to validate the change
Select > Save
Select > Manager Authorize
How to give Team Members access to authorize their own working hours
If you would like your team members to be able to approve their own hours, first the settings needs to be switched on.
Menu > Settings > Salons > Settings > Team Member Authorize Timesheet
Your team member will then be able to approve their hours, they will also only be able to see their own working hours / days
Timesheet Reports
To load the report, Go to Menu > Payroll > Timesheets > Timesheet Report
Select the salon and the date range
To ensure accuracy, team members' reported working hours or days require validation before being included in the report
The report shows the following
- Hours/Days Worked
- Hours/Days Sick
- Hours/Days Holiday
- Hours/Days Unpaid
- Team Member Authorization
- Manager Authorization
- Notes per individual timesheet
This report can be generated for any date range. It will include all authorized hours or days. Only hours or days that have been authorized will be counted in the report.
If you would like any further support with timesheets please email us on help@saloniq.com or call 01892 280 123