Timelogs settings
Timelogs settings decide how hours logged by timelog employees are paid. Use this page to choose the activity whose pay rules timelog hours use, to turn on overtime for timelog employees, to show or hide the Timelogs tab, and to name the activities on timelogs, such as "Client work" or "Break", and say which are paid.
Where: Attendance › Settings › Attendance Rules card › Timelogs
You need:
- The Calendar Timelogs right with write access and the Attendance Administrator right, to open the page
- The Attendance Settings right, to change the three settings at the top. Without it they show Only people with the Attendance settings right can change these.
Before You Start
These settings only reach employees with Use Time logs on in their attendance settings. For them, payroll pays their logged hours instead of their schedule and check-ins. The page shows how many employees are paid from timelogs, with a link to Profile Manager to switch more. For the Timelogs tab itself, see Time logs.
How to choose how timelog hours are paid
- Under Settings, open Pay timelog hours using.
- Choose a work activity. Every paid timelog hour then uses that activity's rate, night differential and rounding.
- It saves as soon as you pick it. Clear it to go back to Working (default).
How to pay overtime from timelogs
- Make sure you have an activity with the Overtime pay wage type. See Activities and how they pay.
- Under Settings, choose it in Overtime activity for time-log OT. It saves at once. Any other activity is refused with Pick an activity with the Overtime pay wage type.
- On each timelog employee's profile, set Auto-approved OT per shift: how much overtime per shift is paid without approval. Leave it empty to send all overtime for approval.
Clear the activity to turn this off, shown as Off.
What changes when it is on
Timelog employees are then paid per scheduled shift, not log by log:
- A log belongs to the shift it touches, from 2 hours before the start to 2 hours after the end or the overtime window end.
- Paid time starts at the later of the log start and the shift start. Time logged before the shift is not paid, and a late login is paid from the login.
- Up to 1 hour of lunch is unpaid once more than 4 hours are worked. Gaps between logs count towards it.
- The first 8 paid hours are regular. The rest is overtime, paid at the overtime activity's rate.
- Overtime up to Auto-approved OT per shift is paid straight away. The rest is filed for the employee as an overtime request, to their usual approvers, and paid once approved. Nothing is auto-approved on a rest day, or when a log runs more than 4 hours past the shift.
- An employee with no event approver gets no request, because it would approve itself. That overtime stays unpaid until an approver is set.
- Overtime approved after its payroll is locked is added to the next open payroll instead.
Work logged on a rest day that touches no shift becomes one rest-day shift for that date, and all its overtime needs approval. Any other log that touches no shift is paid as it is, all as regular time.
How to show the Timelogs tab
Turn on Show Timelogs tab. It adds a Timelogs tab beside Calendar in Attendance for everyone with the Calendar Timelogs right. Turning it off hides the tab only: timelogs keep being recorded and paid.
How to add an activity name
- Under Activity names, select Add, or Add activity name if there are none yet.
- Enter the Name. It must match the activity name in the KAMI timer, your integrations and import files exactly.
- Pick a Colour on the calendar, or a Custom colour.
- Leave Counts as paid work on for work. Turn it off for breaks and lunch: the time is kept but not paid.
- Select Save.
The table shows each name with Paid work or Not paid. Use Search activity names to find one.
What Happens Next
- A change to an activity name applies to new timelogs and approved corrections. Timelogs already recorded keep their paid setting.
- Deleting a name keeps it, and its paid setting, on timelogs already logged, which then show in the default colour. New timelogs with a deleted unpaid name count as paid work.
- With no names at all, every timelog counts as paid work.
- Hours reach the timesheet and payroll with holidays, rest days and night differential worked out automatically.
Tips
- Set up names before the first import. A name that does not match exactly is paid as work.
- Mark breaks as not paid from the start. Otherwise break time is paid until someone notices.
- Set an approver for every timelog employee before turning on overtime. Without one, their overtime is never filed or paid.
- Pick the pay activity deliberately. Its rate and night differential apply to every timelog hour.
Troubleshooting / FAQ
I cannot open Timelogs settings. You need Calendar Timelogs with write access and Attendance Administrator.
Timelog overtime was not paid. Check Overtime activity for time-log OT is set, the employee's Auto-approved OT per shift, and whether the overtime request is still waiting in Approvals.
Time logged as Lunch was paid. The name on the log does not match an activity name exactly, or Counts as paid work is on for it.
The Timelogs tab disappeared. Show Timelogs tab is off, or the person lacks the Calendar Timelogs right.