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• Choose your name, type your PIN and tap Sign in.
• The first time, you'll use a temporary PIN from your admin. You'll be asked to choose your own straight away: 4 to 8 digits, nothing obvious like 1234 or 1111.
• Five wrong PINs in a row lock you out for 15 minutes. Your admin can unlock you sooner.
• You stay signed in for up to six hours without activity. If it ends, just sign in again, anything you hadn't submitted is kept.
• Forgotten your PIN? Ask your admin to reset it. They'll give you a new temporary one.
• On a shared phone, tap Sign out when you finish. Change PIN is in the same bar.

If your admin hasn't switched PINs on yet, you just pick your name from the I am list.

1. Tap + Add hours.
2. Choose the date, the job, and the allocation code (REG for normal time, OT1/OT2 for overtime, TRV for travel).
3. If an Activity box appears, choose what you were doing (see "Choosing an activity").
4. Enter your Start and Finish times. The line underneath shows the hours for this entry and for the day, after the break.
5. Add a note. It's required for overtime codes.
6. Tap Add entry, then Submit when the week is done.

If your admin has chosen hours only, you'll see one Hours box instead of start and finish, and no break is taken off.

A shift can't run past midnight in one entry. For a night shift, add two entries, one for each day.

If your timed entries for one day add up to more than 5 hours, 30 minutes comes off, once for the day, not once per job. With several jobs it comes off the longest one. Exactly 5 hours or less: nothing is taken.

• Add the first job, then tap + Another job this day on that day's card. It opens on the same date, starting when your last entry finished.
• You can log up to 4 different jobs in a day (your admin sets the limit). The same job on two codes, like normal time then overtime, counts as one job.
• Entries mustn't overlap. Finishing at 12:00 and starting the next at 12:00 is fine. If two clash, you'll be told which.

If your admin has switched activities on, every entry against a customer job needs an activity as well as the job, for example Installation and connection or Mechanical and electrical (M&E). A short description appears under the box to help you pick.

Each time slot has its own activity, so one job can have two activities in a day by adding two entries. Leave, sickness, training and other internal jobs don't ask for one, and neither does travel (TRV): travel still needs the job, but no activity.

The reason is shown at the top. You can edit or delete individual entries and claims (tap Edit or ✕ on the line), add anything missing, then tap Resubmit. It goes straight back to whoever returned it.

Under Subsistence, tap + Add subsistence, pick the date, job and type. The standard rate fills in. Change it only if it differs, and add a note saying why. Like hours, claims aren't saved until you submit.

If you see Receipts & mileage, expenses are switched on. These are things you've paid for yourself (fuel, parking, materials). They're different from subsistence and aren't paid through payroll. Finance pays you by bank transfer.

• Tap + Add expense. Enter the date on the receipt (up to 90 days before this period starts), category, job, who you paid, the total and the VAT shown.
• Add the receipt with Take photo (opens the camera) or Choose photo or PDF.
• No receipt? Tick No receipt and say why. No VAT is recorded for those.
• Mileage: choose the mileage category and enter the miles. The amount is worked out at the HMRC rate for your vehicle. No receipt needed.
• A supervisor or payroll can reject one line with a reason without sending your whole timesheet back.

• Tap Request time off or Report sickness, then pick From and To dates (up to 90 days back or ahead).
• A single day can be marked Part day with hours. A longer request is always whole days.
• A note is required for sickness. Once approved, the days appear on your timesheet. Don't log those hours yourself as well.

1. Under your timesheet, tap Print / PDF for client sign-off.
2. Choose All jobs, or Only one job to give a client just their own hours.
3. Tap Print / Save as PDF. In the window that opens, pick Save as PDF to get a file you can send, or print it.

Open the link once, then use your browser's Add to Home Screen option. It then opens like an app.

Type your name under Signed in as once, exactly as it appears in the SupervisorName column of the Workers tab (capitals don't matter). It's remembered on that device. If nobody shows up under Your team, the spelling doesn't match.

The roster at the top shows each person on your team and where their timesheet is up to.

Click a row under Submitted timesheets to open it. You'll see each entry's date, job (with its activity underneath, if activities are on), code, start and finish times with any break taken off, and hours, plus subsistence and expense lines. You have to open it before you can approve.

• Approve timesheet sends it on to payroll.
• Reject, with reason returns it to the worker. A reason is required and the worker sees it exactly as you write it. They correct the lines that are wrong and resubmit.

If a single expense is wrong (missing receipt, wrong category), use Reject on that line and give a reason. The rest of the timesheet carries on. A rejected line is left out of every total and download, and you can reinstate it. You can open each receipt photo from the line.

Pending requests are listed under Time off & absence with the dates and number of days. Approve puts the days on the worker's timesheet automatically. Decline tells them it wasn't approved.

In an opened timesheet, tap Print / PDF. Pick all jobs or one job, then Print / Save as PDF and choose Save as PDF to get a file. The sheet has signature lines and shows its status (submitted or approved) so the client knows what they're signing.

Click a row to open it. It shows the same entries, times, activities, subsistence and expenses the supervisor saw. Final approve marks it ready for export. Return to worker sends it straight back to the worker with a required reason, for a payroll-specific issue.

Lock becomes available once at least one timesheet is finally approved and nothing is still waiting for a decision. Locking stops any further entries and unlocks the export downloads.

1. With the period locked, tap Download CSV for Upsheets.
2. Import it in Xero through Upsheets.
3. Tap Record export to Xero and add a short note. This marks the batch exported and puts it on the audit trail.

Expenses don't go through payroll. When expenses are switched on, two more downloads appear once the period is locked:

• Expense bills for Xero: one bill per worker. Give it to finance to import into Xero (tax-inclusive), then pay each worker by bank transfer. Each worker must exist as a contact in Xero under the same name, and every category needs its Xero account code or the download is blocked.
• Expense lines (CSV): the same spend line by line, for job costing.

Rejected expenses are left out of both.

Each opened row has Print / PDF. It's the same sign-off sheet workers and supervisors get: all jobs or one job, with the status shown.

Add a job number, short description, whether it's a customer or internal job, and the site. Close a job to stop it being chosen for new entries. Existing entries keep it. A Xero tracking code only matters if you use the Xero export.

• How workers record time: Start & finish times (hours worked out for them) or Hours only. Workers can't choose. Changing it never alters saved entries.
• Break applies when over (hours): standard 5. A day's timed entries must total more than this.
• Break length (minutes): standard 30, taken once a day from the longest entry. Set to 0 to switch the break off.
• Most jobs in one day: standard 4.

The break only applies in start & finish mode. Workers see changes next time they open or refresh their page.

• Turn on makes an activity mandatory on every customer-job entry. Leave, sickness and other internal jobs are exempt, and so is travel (TRV), which only needs the project. It's off by default.
• The list is the Activities tab of the Sheet. Edit it there or on this page: add one with a name and short description (workers see the description), Save after editing, Hide ones you no longer want.
• Hiding stops new use. Entries already using it keep it. Switching the list off keeps every recorded activity.
• Reports shows Hours by activity.

1. Run setupWorkerLogins once from the Apps Script editor to choose the admin passcode (8+ characters).
2. On the Admin page, enter the passcode in Worker sign-in & PINs. Five wrong attempts lock it for 15 minutes.
3. Issue PIN / Reset PIN gives a random temporary PIN, shown once. Note it down. Issue PINs to the ones without does everyone missing one and lists them together.
4. Workers choose their own PIN at first sign-in. A reset also signs them out everywhere.
5. Unlock clears a 15-minute lock-out.
6. Press Turn on only when everyone has a PIN. Anyone without one can't sign in once it's on.

Add a short code, a label and a default rate. Close or Re-open types the same way as jobs. Changing a rate only affects new claims.

Map each code (REG, OT1, OT2, TRV…) to the exact Xero pay item name, a Rate × multiplier and whether to Include it. The multiplier is applied only inside the Xero file: timesheets and reports always show real hours. A ticked code with no Xero pay item blocks the export with a message.

Run addExpenseTables once from the editor (it also asks for Drive permission for receipt photos). Then in Expense categories & settings set each category's name, its Xero account code, whether it needs a receipt and whether it must be charged to a customer job. Mileage categories are tied to a vehicle and start at HMRC's approved rates: a car or van gets the first rate for a worker's first 10,000 business miles in the tax year (6 April to 5 April), then the second. A rate of 0 stops that vehicle being claimed.

The Reports page opens on the current pay period. Change From and To and tap Run report for any range. It shows total hours, subsistence and expenses, then breaks them down by person, by project, by allocation code and by activity (once activities are in use). Figures include timesheets at every stage of approval, not just the fully approved ones, and hours are after any unpaid break. There are no pay rates in the system, so there's no labour cost figure.

After any code change: Deploy → Manage deployments → edit → New version. The web address stays the same. One-off set-up functions to run on an existing pilot: addTimeEntryColumns, setupWorkerLogins, addActivities, addExpenseTables.

Five wrong PINs lock sign-in for 15 minutes. Wait, or ask your admin to Unlock you. If you've forgotten it, they can reset it.

Sessions last up to six hours without activity, or your admin reset your PIN. Sign in again. Anything you'd added but not submitted is kept.

Activities are switched on and the job is a customer job. Pick one from the list. If the list is empty or wrong, tell your admin.

Your admin chooses how time is entered for everyone. Refresh your page to pick up a recent change. Ask your admin if it's wrong.

Two entries on one day can't cover the same time, and a day can have at most the admin's limit of different jobs (usually 4). Change a time, or use the same job for both slots.

It only appears once you have at least one saved entry. Submit the timesheet (or save the entries), then print.

The period has been closed or exported. Ask your admin. They can re-open it or start the next one.

The web app must be deployed with access set to Anyone (not "Anyone with a Google account"), and every file name must match exactly. Tell your admin. In the Apps Script editor, Executions shows the real error.

The name you typed doesn't match the SupervisorName column of the Workers tab exactly. Check the spelling.

Run setupWorkerLogins (or setAdminPasscode) once from the Apps Script editor, choose a passcode, then reload the Admin page.