Timesheets (Pro)

Each tutor has a timesheet for every month, under Timesheets in the staff portal. It starts with the lessons they taught that month, so nobody types them in, and the tutor only corrects what was different and adds any extra time. The office approves it and downloads the month for payroll.

Timesheets need a Pro or Agency licence.

The tutor's side

1. Open the staff portal and click Timesheets (Hours on a phone). This month's timesheet opens; the month buttons go back to earlier months.
2. Under Lessons, every lesson you taught this month is listed with when it happened and what it was. If a lesson was moved to another day or time, it shows when it really happened.
3. Each lesson starts at its booked length. If it ran shorter or longer, choose the real length under How long (in quarters of an hour). Choose Didn't teach it if someone else took it.
4. A lesson whose register isn't taken yet says register not taken. Take it under Timetable → Take the register (see The attendance register).
5. Under Extra time, add time that isn't a lesson: the day, what it was for ("Marking mock papers", "Cover", "Parents' evening") and how long. Click Save for now to get more rows; tick Remove to take a row off.
6. Add A note for the office if you need to, then click Submit for approval when the month is done. Until then, Save for now keeps your changes.

Once it's submitted you can't change it. If the office sends it back, you're emailed, its note is at the top, and you can change it and submit it again.

The office's side

The office (and administrators) see Timesheets with a count of timesheets waiting for approval.

• The month: every tutor who taught or started a timesheet, with its status (Not started, Not submitted, Waiting for approval, Sent back, Approved), hours, rate and pay, and the month's totals.
• Open a tutor to see their lessons and extra time, then click Approve, or write what needs changing and click Send it back. The tutor is emailed either way. An approved timesheet can be reopened with a note, which sends it back.
• Download for payroll (CSV): a row per tutor with hours, rate, pay and the day it was approved. Every line (CSV): every lesson and every piece of extra time. Both open in Excel, Numbers or Google Sheets.

Pay rates

Click Pay rates to give each tutor an hourly rate in pounds (22.50), or leave it empty for none. Only the office sees and sets rates; tutors see what their timesheet comes to. A timesheet keeps the rate it was approved at, so changing a rate later doesn't change months already approved. Without a rate, timesheets show hours only.

Emails

Two emails, each with a switch under Settings → Email: Timesheet submitted (to the office, with a link to approve it) and Timesheet approved or sent back (to the tutor, at the email on their profile, with the office's note).