Timesheets for Employees

You can access PayHero's employee portal on a tablet, laptop or computer at portal.payhero.co.nz. Learn more about accessing and using the portal here: Employee Portal, or get in touch with your payroll administrator if you have any questions about your access.

The Timesheets tab allows you to view and record your hours if you've been invited to use PayHero. Note that the Timesheets tab may not be available for some employees, depending on your company's settings.

Record Time

Use the button to add entries one at a time. 

The Record Time pop up will appear, which allows you to specify the details for the time entry. Then click Save to complete the time entry. 

The details you can edit in the Record Time pop-up include: 

• Date - Select a specific calendar date or day the time relates to.
• Start Time - When you began work.
• End Time - When you finished work.
• Break Duration - The duration of any Unpaid Breaks taken.
• Duration - The total 'paid' hours you've worked, excluding any unpaid breaks taken. This will be automatically calculated based on the previous three fields. If you update the Duration, the End Time will be updated to account for the change. 
• Work - The type of time you're recording. See our FAQ below for more info.
• Notes - Add any timesheet notes relating to this entry.

Click Save to create the entry.

Click & Drag to Record Time

Alternatively, you can click and drag directly on the calendar to enter time spanning your selected range.

Click and hold where the time entry begins, and release where the time entry ends. Afterwards, the Record Time pop-up will display (see 'Record Time' above for more info), which you can edit if any adjustments are required, such as adding an unpaid lunch break.

Timesheets

If preferred, you can simply add your total hours for each day at the bottom of the week. Please note, this will not include any unpaid breaks. Use one of the time entry options above if your employer wants you to record breaks.

Make sure to add time to the correct type of Work, which is detailed on the left. Click on the button in the bottom left if you need to add an additional Work option.

Editing or Deleting Time

If you need to change the time or day of a time entry, you can simply click and drag the time entry to move it, or click and drag the start or end of the entry to adjust the start or end time. 

To apply more detailed edits to time, click on the entry in the timesheet instead. You can then change any of the details in the pop-up, or click the Delete button to delete the time entry. 

Alternatively, if you have lots of time entries on a particular day, you may find it easier to navigate to the entry you wish to edit from the bottom of the timesheet, and click the pencil icon to edit it, or the X icon to delete it.

If you can't edit a particular time entry, see our 'Why can't I edit time?' FAQ at the bottom of this article.

Copying Time

The button in the top right offers the option to copy the previous week's time entries into the current week you're viewing. This can be a quick way to populate the week, then make any changes as required.

You can access the mobile app at mobile.payhero.co.nz via your preferred browser on your mobile phone. Learn more about accessing and using the mobile app here: Employee Mobile App, or get in touch with your payroll administrator if you have any questions about your access.

The Time tab allows you to view and record your hours. If the Time tab isn't available for you, this will be due to your company's settings, and you should contact your payroll manager for clarification.

Add Time

Tap the button on the Time screen to record time. You'll have the option to copy last week's time entries, record time, or start the time clock.

Copy Last Week's Time - tap this to automatically copy last week's time entries. Note that you can only copy entries from the previous calendar week into the current calendar week.

Record Time - tap this option to make a time entry. Select the type of Work from the drop-down that appears (see the FAQ below for more info) and tap the arrow on the right to add the time details. You'll then see the New Time screen.

Ensure the date is correct, set the start time, end time, and break duration for any unpaid breaks (e.g. lunch). Add a note if required.

Tap the button on the right to save the time entry, then tap Save Time to confirm.

Start Clock - tap this to immediately start a timer which will record your hours. The first time you do this, you'll be prompted to accept GPS location data. This option may not be available, depending on your company's settings.

Once timing has started, tap on the details on the left hand side of the clock to set the Work option, and if desired, add a note to the time.

Tap the yellow pause icon to record an unpaid break at any time.

Tap the red stop icon to end the timer and record the time entry.

The FAQ below helps with some common troubleshooting, or you can reach out to your payroll administrator if you're stuck.

Why can't I see the Time tab?

The Time tab may be not be available for you depending on your company's settings. Get in touch with your payroll administrator if you have any questions around visibility in the Portal/Mobile App.

Why can't I edit time? 

If a time entry has already been paid, you won't be able to edit it. Additionally, if your timesheets require approval, time that has been approved will be locked. 

Unpaid time entries will show as follows in the PayHero Portal and Employee Mobile App respectively:

Paid time entries will show as follows in the PayHero Portal and Employee Mobile App respectively:

What should I select in the Work drop-down?

If you're unsure what Work option to select when entering time, reach out to your payroll administrator for guidance.

Why isn't the Work I want available to select?

If the Work option you want to record time against isn't available, your payroll administrator may need to make adjustments to your Team settings, so get in touch with them for assistance.

What time format is accepted in the portal?

The acceptable formats for the different fields on your time entries are as follows:

Start/End Time - Hours and minutes (hh:mm am/pm). This may be replaced with 24 hour time in some browsers.

Break Duration - Breaks can be entered in minutes (e.g. 90 for 1 hour and 30 minutes), or entered with a colon (e.g. 01:30 for 1 hour and 30 minutes).

Duration - The total duration can be entered in hours, decimal hours, or minutes. For example, 6:30, 6.5, and 390 respectively will all input as 6 hours 30 minutes.

Why isn't the Start Clock option available? 

The Start Clock option will only be available for employees who have been added to a Team, and for companies on certain plans. Get in touch with your payroll administrator for assistance.

How are breaks recorded if I use the Start Clock function?

Time entries recorded using the Mobile Start/Stop Clock may automatically use a Default Break set by your administrator, depending on the Work being used. 

The default break on work will not be used if you use the pause function to record your actual break time instead. Any breaks recorded through the Mobile app will override the default break.