timeware® HRMS › Time & Attendance
timeware® HRMS · Module
Time & Attendance.
Every site, in real time.
Capture attendance, manage shifts, control overtime, allocate hours to cost centres and monitor workforce activity across every location, with a booking method for every kind of workplace.
Key functions
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Clockings from every clocking device and the employee app land on one timesheet, live.
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Exceptions, missing clockings, lateness, unplanned absence, flagged for resolution, not hunted for.
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Overtime calculated by your rules: premiums, rounding, grace periods.
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Rosters and working patterns compare planned against actual.
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Payroll-ready hours export to Sage, Xero and 50+ payroll systems.
Plan
Rosters and work patterns.
Build rotating week patterns once, then override any day with a roster. timeware® always knows which shift applies: roster first, then the pattern.
Key functions
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Rotating week patterns: 4-on 4-off, alternating earlies and lates, anything.
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Roster by shift or by person, the same schedule from both views.
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Double-booking is blocked at save, not discovered on payday.
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Staffing policies check required skills and job roles per shift.
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Every roster change flows into the affected timesheets automatically.
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Short of people? Pick the short shifts and dates and offer them to the shift marketplace in one go, or turn Marketplace shift on in the shift editor.
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Rest gaps are checked as you plan: an edit that breaks the 11-hour daily or 24-hour weekly rest, or a young worker’s limits, asks you to confirm before it saves.
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A skill that runs out before the shift no longer counts towards its staffing.
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An audit trail shows who changed which shift, when, in plain words.
Calculate
Your rules, applied the same way every time.
Every shift runs through the same calculation pipeline, so pay is consistent, explainable and audit-ready.
Key functions
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Grace windows and rounding applied before a minute of pay is calculated.
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Break rules that match reality: fixed lunch, floating breaks, or earned after hours worked.
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Anomalies surface on the timesheet the moment they happen, not at period end.
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Night shifts that cross midnight are handled natively.
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Every calculated value can be traced back to the rule that produced it.
Balance
Flexitime, tracked to the minute.
Key functions
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Opening balance, accrual and closing balance calculated automatically each period.
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Core working hours enforced, staff flex around them, not through them.
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Carry-over limits cap credit and deficit; the rest spills for approval.
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Employees see their live balance in the employee app.
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Fixed, flexitime and open shifts can mix within one workforce.
Approve
From clock-in to payroll, hands-off.
Key functions
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Timesheets create themselves at the start of each pay period.
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Periods close automatically; approvers see only what needs a decision.
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Rejections go back with a reason, and the fix recalculates instantly.
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Late clockings and leave changes recalculate affected periods automatically.
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Monthly, bi-weekly, four-weekly and custom pay periods, per work pattern.
Cost centres
Know what every hour cost, and where it went.
Every clocking lands in a cost centre the moment it is made. Worked time, paid time and labour cost roll up by centre, ready for analysis and for your finance system.
Key functions
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Automatic allocation with a clear order of precedence: the employee’s choice in the employee app, then the reader they clocked at, then the rostered centre, then their default.
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Employees only see the centres on their own pay policy, so a wrong pick is impossible.
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Managers re-allocate a whole shift or split it into timed intervals; every change records who, when and from what.
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Cost per centre comes from pay-policy rates with per-centre overrides, kept as evidence with each calculation.
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Analysis by period with week-on-week comparison, drill-down to shifts and people, a dashboard widget, and an “unassigned worked time” report so nothing slips through.
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Cost-centre history migrates from timeware® Professional, and the Developer API exports it per period for your finance system.
Labour budgets
See the month heading over budget while there is still time to act.
Set a yearly pay budget month by month, by cost centre. The roster shows each day’s budget against its cost as you plan, and the forecast adds what is recorded so far to what is still rostered.
Key functions
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One budget a year, month by month, with a line for each cost centre and one for labour in no cost centre, so the total matches the whole pay bill.
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Share each month over every day or Monday to Friday only. Paste the figures in from a spreadsheet, and start next year’s budget from this one.
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Budget against cost under every roster day, live as you plan. Cost centre analysis adds Budget, Against budget and Forecast columns.
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A Labour budget variance report, a dashboard chart, and an alert when a cost centre’s forecast heads 5% or more over budget.
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Ask Queries “are we over budget this month?” and get the answer from the same figures.
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Pay cost at your pay policy rates, before employer’s NI and pension. Seeing budgets is its own permission, every change is audited, and budgets are available in the Developer API.
Shift marketplace, swaps and give-aways
Fill gaps and move shifts, with the roster still in charge.
Offer a short shift to the people who could work it. Let employees swap shifts or hand one to a colleague. Every route ends in the same place: one ordinary roster change, one timesheet, one audit trail.
Key functions
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Marketplace: turn a roster shift into a listing with the places you need. Only people not working that day are offered it; sickness, leave, locked periods, missing skills and night-shift overlaps rule them out automatically.
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Instant join puts a person straight on the roster; manager approves collects requests, ranked first come, skills first or by service, with the shift shown against its staff policy as it would stand.
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Shift swap: an employee picks a colleague’s shift, both see You give / You receive, the colleague accepts, a manager approves. Nothing moves until all three have agreed.
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Give-away: hand a shift to a named colleague on a rest day. The giver gets a proper rostered rest day, so the work pattern never silently reappears.
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Staffing checked before and after, not just headcount: job-profile and skill coverage, rest gaps, cross-site travel. Hard breaches block; soft findings need an acknowledged reason.
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Dashboard rows for requests, unfilled shifts, listings needing attention and fill-rate performance. Switched on per employee app policy, with its own manager grants.
Call-outs
The alarm goes at 2am. The right person is on the way.
Call people in at short notice from the roster. timeware® lists who is free, asks them on their phone, and the first yes takes the place, so one engineer turns up, not four.
Key functions
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Only people free then are listed: not on leave, not on an overlapping shift, not already called in. Filter by skill or job profile, ranked by fewest overtime hours so call-outs are shared fairly.
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Each person shows what coming in would do to their rest, and short rest needs an explicit choice.
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Say how many you need and ask several at once. The first yeses take the places; everyone else is told it is covered.
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Staff answer “Can you come in?” in the employee app; you are told the moment they reply. Phone answers are recorded in a click.
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A yes adds the call-out shift to the timesheet, with minimum paid time and a call-out allowance, and clockings go to the right shift.
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A fire alarm panel or machine monitor can start a call-out itself through the Developer API; people without the app get a text.
Questions
Time & Attendance, answered.
How can employees clock in?
timeware® supports clocking for every workplace: the employee app, NFC, biometric face and fingerprint devices, and proximity fobs.
Does it handle overtime and shifts?
Yes. Rotating work patterns, rosters, overtime at 1.25×, 1.5× and 2× or your own rates, grace periods, rounding and break rules, all applied automatically.
What is Roll Call?
Roll Call gives live, on-site visibility of employees and booked visitors during an evacuation and can be triggered automatically by your fire panel, helping confirm everyone is safe.
Does attendance feed payroll?
Yes. Payroll-ready hours flow directly from the terminal to your back office with no rekeying, and integrate with leading payroll systems.
Can hours be split across cost centres?
Yes. A shift moves between centres as the employee clocks at different readers or picks a centre in the app, and managers can split any shift into timed allocations afterwards. Each interval carries its cost and its source.
Can employees swap shifts without a manager?
No. A swap or give-away needs both employees to agree and then a manager outside the pair to approve it, with the staffing of both shifts shown before and after. Marketplace listings can be set to instant join if you prefer first come, first served.
Does the labour budget include National Insurance and pension?
No. A labour budget is pay cost at your pay policy rates, before employer’s National Insurance and pension, so it compares like for like with the timesheets. The forecast includes time not yet approved, so the month to date never dips while approvals catch up.
What if nobody answers a call-out?
After the waiting time you set, 15 minutes unless a reason says otherwise, the call-out is marked No answer so you know to call someone else. Press Call more to ask more people into the same call, and record a late answer if they ring back.
