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Missing staff and late shift changes

Most tip sheet problems come from two things:

  • Someone worked, but isn't on the sheet. They're usually a new starter nobody has approved yet.
  • A shift changed in your timesheet system, but the change hasn't reached Tip Sheet yet.

Both are quick to fix while the week is In progress. Once it's locked, you'd have to unlock it first.

Someone worked but isn't on the sheet​

Only Active staff are on the tip sheet. If someone who isn't Active worked a shift, a yellow banner appears above the sheet: 1 person worked this week but isn't active, so they earn nothing. Choose See details to see who.

The yellow banner with See details, and the Not active this week box listing one person under Inactive

Abraham Lincoln worked this week, but he's marked Inactive, so he earns nothing.

The list is grouped by where each person is in Staff Management:

  • Incoming: new starters nobody has approved yet. Approve them in Staff Management, or add them here.
  • Waiting Room: approved, but not active until their start date. Approve them now in Staff Management, or add them here.
  • Inactive: people who have left, or were declined. If they really did work this week, add them here.

Until you do, their hours earn nothing and their share goes to everyone else. See Approve new starters.

Add someone to the week​

  1. Make sure the week is In progress.
  2. Choose the status button at the top right of the sheet, then Add Staff.
  3. Under Look in, choose where to look:
    • Venue: anyone on this venue's staff list, including Incoming and Inactive.
    • Business: someone from another of your venues who covered a shift here.
  4. Choose the person under Staff name, check their Department and Tip point, and choose Add.
The Add Staff box: Look in Venue or Business, Staff name, Department and Tip point, with Cancel and Add1. Choose the person2. Add

Tip Sheet recalculates the week with them in it.

  • If their shifts came from your timesheet system, their hours fill in on their own.
  • If they didn't, for example someone from another venue, enter their hours by hand. See Correct a tip sheet.
This makes them Active from now on

Adding someone makes them Active at this venue, starting from the first day of the week on screen. It isn't just for this week, and removing their row afterwards doesn't undo it. If they've left, mark them Inactive again in Staff Management after this week is locked. See When someone leaves.

Adding staff needs Can edit staff status in your role. Adding someone from the waiting room also needs Can activate staff in waiting room ahead of schedule.

Import timesheets before you lock​

Shifts come through from your timesheet system on their own, without you doing anything. But a change made just now, such as a shift approved, added, lengthened or deleted at the last minute, may not have come through yet.

So always import timesheets right before you lock the week. It picks up the latest shifts, and it only takes a moment.

  1. Choose the status button at the top right of the sheet, then Import Timesheets.

  2. Tip Sheet asks first, in a box headed Import Timesheets Manually. Choose Import Timesheets.

    The Import Timesheets Manually box, with Cancel and Import Timesheets

  3. A card at the bottom left shows the import's progress, day by day.

When it finishes, Tip Sheet recalculates the week and Last calculated updates. Check the sheet again, then lock.

  • It imports the whole week on screen, up to today.
  • Importing again is safe: it replaces what was there, and doesn't add shifts twice.
  • A venue with no timesheet system has nothing to import. Its hours are entered on the sheet.
  • Import Timesheets only shows while the week is in progress. You can't import into a locked or paid week.

Unapproved timesheets​

A day marked Unapproved Timesheet means the shift came in, but hasn't been approved in your timesheet system. It earns nothing until it's approved, and its share goes to colleagues. In a weekly venue, that person earns nothing for the week.

  1. Approve the shift in your timesheet system.
  2. Come back and choose Import Timesheets.

If you lock with unapproved shifts, Tip Sheet warns you first. Those shifts stay unpaid in the locked week.

A day with tips but no one to share them​

If a day shows tips in Tip Collection, but $0.00 in the Tips summary on the tip sheet, nobody on the sheet has hours that day. Those tips aren't paid to anyone. Import timesheets, check nobody is waiting in Incoming, and look again before you lock.