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Module · Timekeeping

Time entry that fits how ministries actually work.

Full Time Employee, part-time, or contractor (hourly or flat-rate) — all enter time on web or the mobile app. Managers approve, admins lock for payroll. Nothing leaves your staff guessing what to click.

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How it works

Capture the time. Approve the time. Flow it to payroll.

Entry on web + mobile

Employees enter time on whichever device they’re already using. Mobile supports event-based entry and per-day edit modals.

All employee types

Full Time Employee, part-time (hourly), contractors (hourly or flat-rate), such as security officers. One consistent entry model.

Four-state lifecycle

Open → Submitted → Approved → Locked. Every time card moves through the same states so employees, managers, and admins always know what’s next.

Event + location tracking

Optional per-entry metadata: what event was worked (e.g. a Sunday service), what campus, what role. Routes to the right GL code at payroll.

Automated reminders

Configurable reminders for employees to enter time, managers to approve. Email + mobile push. Notify individuals or notify all from one button.

Multi-position aware

Staff with two positions enter hours separately for each. Calculations, approvals, and GL routing follow the position — not the person.

Lifecycle

Every time card moves through the same four states.

Employees, managers, and admins all see the same labels and the same colors. No one wonders whether a card is "in review" or "ready" or "submitted" or "kind-of done."

Open Employee

Hours entered, nothing finalized.

Employee adds hours through the week. Save as you go. Edit freely. Multiple positions = multiple cards.

Submitted Employee → Manager

Card sent up for approval.

Locked from employee edits. Manager can flag, edit, or send back. Status pill flips peach.

Approved Manager

Manager signs off.

Approved per row or in bulk. Hours are now eligible for the next pay run.

Locked Admin / HR

Frozen for payroll.

Pay-run starts and time freezes. Admin can unlock with an explicit audit entry.

Time entry

One entry model. Web or phone, Full Time Employee or part-time.

Full-time views show dedicated rows for Vacation, PTO, Other time-off, and Holiday. Part-time views collapse to Worked hours. Either way, Regular vs Overtime calculates as the employee types.

Contractors enter time differently.

No weekly grid. Each job is its own line — date, role, location, event — and rolls up to the same four-state lifecycle as employee hours.

Manager approval

One screen for the whole team. One tap on the phone.

Managers see every direct report’s status at a glance. Approve per row, approve all, or send a "you’ve got time outstanding" nudge.

The same flow on the phone.

Card-based for managers on the road. Status icons read at a glance. Approve All and Notify All sit one tap away.

Locks & audit

Once a pay run starts, time entries lock.

Per-row Lock or global Lock All when the pay period closes. Status flips from Outstanding to All locked. Changes after the lock require an explicit HR action and an audit entry — no surprises on the pay stub.

Pay-run locks

When a pay run is created for a pay period, time entries in that period lock. Prevents accidental edits mid-payroll.

Change log

Every time-entry change is logged with actor, timestamp, and before/after values. Queryable by admins.

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