PayHero Shift will no longer be in operation from 28th February 2025. This guide covers how to migrate and start clocking in with Droppah.
While it’s time to say goodbye to Shift, we’ve made it seamless to create your new Droppah account and sync your data from PayHero. We’ll walk through that process and highlight some additional features you might like to check out.
What do I need to know?
- Droppah offers additional rostering and time capture capabilities, giving you more tools to manage your workforce effectively - all in one place. By concentrating our development efforts into a single, enhanced time clock, we can deliver better features and more frequent updates to you in future.
- Your employees and their assigned Teams and Work will all be brought across - employees can clock in straight away!
- You’ll need to invite your Team Managers/Admins in Droppah if you want them to manage time or settings in your new Droppah account
- Adding new employees and leave requests is still managed in PayHero - regular syncing will update your Droppah account
- You’ve got more options to set which Work is used when employees record their time
- Droppah has a whole lot to offer - there are some powerful features available to take advantage of including rostering, overtime, and budgeting/costing
Watch this 5min video for an overview of how to get started in Droppah, and read more below:
To set up your new Droppah account, simply click 'Create My Account' in your email invitation. If the owner of your PayHero account hasn't received this email, please reach out to support@payhero.co.nz.
You'll be taken to the usual PayHero login screen.
Make sure you sign in as the owner of your PayHero account (the email the 'PayHero Shift is moving to Droppah' email was sent to).
If you have access to multiple PayHero accounts you’ll be prompted to select which company you would like to integrate with Droppah - choose the appropriate account to proceed.
Your new Droppah account will be created and you’ll land on the People tab, ready to sync your data across from PayHero. Click the Sync PayHero Employees button on the People tab to get started.
As this is the first time you’re syncing to Droppah the ‘Create Employees’ checkbox will be pre-ticked. Click ‘Sync’ to proceed.
What information will be brought across from PayHero?
When you perform your first sync in Droppah, we’ll automatically create and connect your employees from PayHero - the following data will also be matched up:
- Teams - Any PayHero teams they belong to will be synced to your Droppah Teams
- Work - Any PayHero work included in your employees' PayHero teams will be synced to Droppah, creating Work Groups
You can learn more here: PayHero Integration
Some employee settings you may wish to review after the initial sync are:
- Add or remove the appropriate Work Groups on the person - this ensures the right options are available when the employee clocks in and out
- Update their Max Hours Per Week, if you'll be using rosters
- Set their Week Availability, if you'll be using rosters
What do I need to know?
- Shared Login - Admins and Team Managers can access both PayHero and Droppah accounts they have access to from a single login, allowing you to navigate freely between apps while logged in - no need to sign in separately to each app. Expand the Navigating Between Apps section below to learn more.
- Comparable Access Levels - Admins have unrestricted access to Droppah and Team Managers can only access information and settings for employees assigned to their teams. Learn more in the Inviting Admins & Team Managers section below.
- No Offline Access - Please note that Droppah does not have an offline mode - an internet connection is required to maintain access to the app and for employees to clock in/out & record breaks.
- Pin Lock for Simplified Access - Droppah is accessed at app.droppah.com with no need for a different URL to access the time clock. Admins and Managers can restrict access to other areas of the app using a pin - see Locking the Time Clock for more info.
You can access both your PayHero and Droppah accounts with a single set of login details.
There’s also no need to log out and in once you’re signed in - you can navigate freely between apps you have access to from the menu in the top right corner.
Your Admins and Team Managers from PayHero can be invited into your new Droppah company under Manage > Access. Click the New Admin or New Team Manager button and enter their details.
Admins
Admin users have full access to Droppah. The only restriction for an Admin user is being unable to access the company subscription menu, which is reserved for the Owner.
This role would be suitable for any user who is invited into your PayHero account as an Admin. Make sure you invite them with the same email they use to access PayHero.
Learn more about inviting new Admins in Droppah here: Adding Admins
Team Managers
Team Managers have restricted access to Droppah. As in PayHero, they can only view and manage employees who are assigned to their team(s).
This role would be suitable for any user who is invited into your PayHero account as a Team Manager or Pay Cycle Admin. Make sure you invite them with the same email they use to access PayHero.
Learn more about inviting a new Team Manager and full details on their access levels Droppah here: Adding Team Managers
Key Differences - The main things your managers will be able to access in Droppah that they can't access in PayHero are:
- Employees - Unlike PayHero, in Droppah managers can view and update the employee records for employees in their team(s). This allows them to adjust employee availability settings and which Work the employees can clock in against, but won't allow them to view or update payroll data, which is still managed in PayHero.
- Rates/Costs - Optional - In PayHero, Team Managers can't see pay rates. In Droppah, if you want Team Managers to view pay rates and cost information so that they can ensure their rosters are on budget, this can be enabled by an Admin. By default this setting is not applied but can be toggled on/off at any time.
Employees
Inviting your employees into Droppah allows them to view their rosters and availability, receive mobile notifications of their shifts, and request cover for their shifts (if enabled).
If you won't be using rosters in Droppah, you don't need to invite your employees.
You can learn more about inviting employees and what they can do in the mobile app here: Inviting Employees to Droppah
Payhero Shift was accessed from shift.payhero.co.nz, which is separate from the main version of PayHero. Droppah has been simplified into a single portal, accessed from app.droppah.com.
This allows you to log into Droppah and use the same device for employees to clock in and out of as Shift, and a pin is used to lock Droppah so that employees aren't able to navigate away from the Time Clocks or Live tabs and access settings they shouldn't see.
To lock Droppah, each Admin and Team Manager user will need to setup their own 4-digit pin in the Company Settings.
What do I need to know?
- Clocking in & clock history - This is the same user experience to what employees and team managers are familiar with in PayHero Shift.
- Locking the app - Admins/Team Managers will need to lock the Time Clocks tab with a pin to prevent employees navigating away to other areas of Droppah.
- Approving time - Time is reviewed and approved in Droppah - this creates time entries in PayHero, ready for payday.
- Differences - If you were using the Override Default Work, Default Break Duration or Strict Clock Times features in PayHero, check out the Key Differences section to learn how these settings differ in Droppah.
What’s new?
- UI improvements - it’s easier to switch between Teams, Time Clocks & Clock History. Shift and Clock Timeline details display alongside each time entry giving you greater visibility over your employees’ shift details.
- Live view - Droppah shows the real-time status of your employees and their shift information. Team Managers can see who’s on break, running late or in on overtime at a glance to aid decision making while on shift.
- Greater control over Work - Work Groups (Work in PayHero) can be selected by employees when clocking in or automatically set based on their assigned shift.
Check out the sections below to learn more.
For the most part, the time clock in Droppah operates the same way as PayHero Shift. There can be a few differences in Droppah for how default breaks, strict start and end times, or work groups behave when employees record their time, which can depend on your settings and whether rosters are being used - see the Key Differences section below for more info.
Clock View
To access the time clock, click on Clock In in the Droppah navigation bar. Learn more about the Clock view here: Time Clocks
On the Time Clocks tab, employees can clock in/out and record breaks in the same way as they do in Shift.
Employees in teams assigned to the team manager who logged into Droppah will be available to clock in.
If you have multiple teams and have 'All Teams' selected in the top right, all employees from any Teams to will be able to clock in - this can be adjusted by selecting a specific Team.
Locking Droppah
The manager can tap the padlock and enter their pin to lock Droppah and prevent employees navigating away from the Time Clocks tab.
You can tap the red padlock again and enter your pin to unlock Droppah at any time.
While in locked mode, Droppah will also automatically sign back in if your browser has been closed or your device restarted, to ensure your employees can resume clocking in and out right away.
Learn more here: Locking Droppah
Live Monitoring
Team Managers or Admins can use the Live View to get the real-time status of employees and their shift information to aid decision making and employee management.
Tap the Live icon in the navigation pane to see who's on time, running late, or due to start at a glance.
Learn more about the Live view here: Live
Review & Edits
The Calendar in Droppah has four different views which suit different points in your rostering and time capture process. Each view has different options and functionality which will be relevant if you’re using Droppah for Shifts and Rostering.
The Timesheets tab in the Calendar is where you can manage time entries once an employee has clocked out, then send time to payroll.
Check out this support article for full details on using the view and the features available: Calendar Views
Once your employees have finished clocking in and out for the week and their time entries have been reviewed for accuracy, they’re ready to be sent to PayHero.
Employees are grouped by Team, allowing you to easily send time for the correct employees in one go. Simply select the Team you wish to send time for from the Team selection in the top right, or choose All Teams to approval all employees at once. Then click Approve.
A pop-up will confirm the Team and dates you're approving, Click Approve to confirm and send the time to PayHero. You’ll then get confirmation on whether all time entries have been sent to PayHero successfully.
Once time has been sent to PayHero, the Approve button will be greyed out. If any edits are made after sending the Approve button become available again to re-send and update the time records in PayHero.
Time in PayHero
Approved time entries from Droppah appear in the Time tab, the same way you’re used to after an employee clocks out of PayHero Shift. Note that if you were already signed into PayHero when you approved the time in Droppah, you'll just need to refresh the page in PayHero to see any new time entries.
Since time is being approved in Droppah before being pushed to PayHero, you may wish to turn off Timesheet Approvals in PayHero if you previously had this setting enabled.
Learn more details about sending time to PayHero here: Approving Time for Payroll
Adding new employees, updating employee records and managing leave is all still handled in PayHero.
After adding or updating employees or leave requests in PayHero, make sure you sync the integration in Droppah to bring across the relevant info. You can sync from the People tab, as seen here:
If there are new employees in PayHero when you sync, you'll have the option to tick Create Employees - make sure you tick this to have your new employee(s) added to Droppah:
There are a few main differences in how things will work in your new Droppah account - if you used one of the features below in PayHero, click to learn more about how it will work in Droppah.
In PayHero, you had limited control over setting different Work for employees - you could specify the Default Work for their team, or an 'Override Default Work' option specific to the employee.
In Droppah, you can specify which Work Groups are available to each employee from within their record:
When an employee clocks in, the Work Group will automatically be selected based on:
- The Work Group set on their roster entry (if you're using rosters and the employee has a roster entry they're due to clock in for)
- The Default Work Group for the Team they clocked into (just like PayHero), provided this Work Group has been added to the employee
- The first Work Group it finds on the employee, if neither of the above are found.
However, once they've clocked in the employee will have the option to change the Work Group, selecting from the Work Groups that you've set on their record. This means they can always correct the work they're doing if needed:
In PayHero, a Default Break Duration could be specified on each Work, which would be applied if employees forgot to use the 'Start Break' function in the time clock. However, this default break would apply no matter how long the employee was working, which meant it wasn't ideal for companies that operate with shifts of mixed lengths.
In Droppah, the Default Break Duration is instead set on each shift when you build a roster, which means you have full control over which shifts should and shouldn't have a Default Break applied.
However, this means that to continue using Default Breaks you'll need to be loading and publishing rosters in Droppah before your employees clock in and out. You can learn more here: Loading Rosters & Publish Rosters
In all cases, we recommend that employees are ideally using the 'Start Break' function in the time clock wherever possible, so that their breaks are accurately recorded. If employees will be using the 'Start Break' function, there's no need to rely on Default Breaks.
In PayHero, shift start and end times could be specified on each Work, which would be 'snapped to' if an employee clocked in early or out late. However, these settings didn't allow flexibility in when your employees were expected to start or finish for each day - only a universal expected start/end time.
In Droppah, whether you wish to apply Strict Start or Strict End times is still set on each Work Group, but the start/end time that will be snapped to is determined from the employee's roster entries.
However, this means that to continue using Strict Clock Times you'll need to be loading and publishing rosters in Droppah before your employees clock in and out. You can learn more here: Loading Rosters & Publish Rosters
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