Time clock & payroll
Employee records, rosters, clock-in and clock-out, leave, advances, and wages paid from the hours actually worked.
An employee is not the same as a login
These are two different things and it is worth getting straight before you start.
- A login is an account that signs into FoodFlow and has a role — created by inviting someone under Staff.
- An employee is anyone you pay, schedule or track hours for — whether or not they ever touch the app. A kitchen porter with no login is still an employee.
Add your people
- HR → Employees → Add employee. Name, position, contact, start date.
- Set how they are paid: an hourly rate, or a fixed monthly salary. Add their own overtime rate if it differs from the default.
- Link their app login if they have one.
Rostering
Under Schedule, plan who works when. An assigned shift's length (minus its break) becomes that person's expected hours for the day, which is what overtime is measured against.
Clocking in and out
- Staff with a linked login open My Shift and clock themselves in — with a photo at both ends of the shift, so there is a record of who was actually standing there.
- You can also clock anyone in or out from HR → Attendance, for the person who forgot or has no login.
- Hours run clock-in to clock-out. Anything past the expected hours is counted as overtime automatically, and you can correct it on any row.
Leave, loans and advances
Leave records time off and keeps it out of the hours worked. Loans holds staff loans and salary advances — an active one is deducted from the next payroll run automatically, so you are not tracking it on paper.
Running payroll
- Open HR → Payroll and start a run for the period.
- Hourly staff earn hours × their rate, with overtime hours at the OT rate instead (their own, or hourly × the multiplier). Salaried staff get their monthly figure plus any overtime. Active loans and advances come off automatically.
- Review the run, then mark it paid and choose how the money went — cash out of the till, or a withdrawal from a bank account. That is what posts it to your books.
Payslips and reports
Salary sheets and individual payslips print from Reports. Wages are usually a restaurant's largest single outflow, so a paid run also shows up against your profit.
Who can see it
HR is for owners and managers. Everyone else sees only their own shift screen — their hours, their clock-in, nobody else's pay.
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