Time Clock Approval & Payroll

Every time entry in NexusRMS goes through an approval workflow before it counts towards payroll. This ensures hours are reviewed for accuracy, overtime is validated, and pay is calculated correctly before any export or payment is made.

Approval workflow

All time entries begin with a Pending status. The approval process works as follows:

1. A crew member clocks in and out, creating a time entry with Pending status.
2. A Manager or CoreAdmin reviews the entry — checking hours, project assignment, GPS location, and any photos.
3. The reviewer either Approves or Rejects the entry. Rejections require a reason text explaining why the entry was rejected.
4. Approved entries are locked and cannot be edited or deleted by anyone, including the crew member and the approving manager.

Bulk approval

For efficiency, managers can select multiple time entries using the checkboxes in the timesheet table and approve them all in a single action. This is particularly useful at the end of a pay period when dozens of entries need to be processed. Bulk approval applies the same approved status and timestamp to every selected entry.

Approval statuses

Time entry statuses are displayed as colour-coded chips throughout the interface:

• Pending (yellow chip) — The entry has been submitted but not yet reviewed. Pending entries can still be edited by the crew member.
• Approved (green chip) — The entry has been reviewed and confirmed as accurate. No further changes are permitted.
• Rejected (red chip) — The entry has been reviewed and returned to the crew member with a reason for rejection.

Pay calculation — hourly rate

For crew members paid by the hour, NexusRMS calculates pay based on the hourly rate that was locked at the moment of clock-in. This prevents mid-shift rate changes from affecting the calculation for that entry.

Regular hours

Regular hours are the first 8 hours of a shift (or the configured standard hours threshold). These hours are paid at the standard hourly rate.

Overtime hours

Any hours beyond the standard threshold are classified as overtime. Overtime is paid at the hourly rate multiplied by the overtime multiplier, which defaults to 1.5× but is configurable per crew member or globally in Configuration > Crew Settings.

Weekend rate

If weekend rates are configured, time entries that fall on a Saturday or Sunday are calculated using the weekend rate instead of the standard rate. Weekend rate settings are optional and can be enabled per crew member or as a global default.

Holiday rate

Designated public holidays can have a separate rate applied. When a time entry falls on a configured holiday, the holiday rate applies. Holidays are managed in Configuration > Crew Settings > Holidays.

Pay formula

The total pay for an hourly time entry is calculated as:

• Total Pay = (Regular Hours × Hourly Rate) + (Overtime Hours × Hourly Rate × Overtime Multiplier)

For example, a crew member with a £15.00 hourly rate and 1.5× overtime multiplier who works 10 hours would receive: (8 × £15.00) + (2 × £15.00 × 1.5) = £120.00 + £45.00 = £165.00.

Pay calculation — day rate

For crew members paid a daily rate, hours are converted to half-day or full-day units rather than calculated per hour:

• If the crew member works less than 50% of the standard hours per day (default 8 hours), the entry counts as 0.5 days.
• If the crew member works 50% or more of the standard hours per day, the entry counts as 1.0 day.

Total pay for a day-rate entry is calculated as:

• Total Pay = Units Worked × Day Rate

For example, a crew member with a £200.00 day rate who works 6 hours (which is ≥ 50% of 8 hours) receives 1.0 × £200.00 = £200.00. If they worked only 3 hours (less than 50%), they would receive 0.5 × £200.00 = £100.00.

Timesheet view

Each crew member’s detailed timesheet is available on their profile under the Timesheet tab. Navigate to Crew > Crew List, open a crew member, and click Timesheet.

The timesheet displays a table with the following columns:

• Date — The date of the time entry.
• Clock In — The time the crew member clocked in.
• Clock Out — The time the crew member clocked out.
• Project — The associated project, if any.
• Hours — Total hours worked after deducting breaks.
• Pay — The calculated pay amount for this entry.
• Status — The approval status chip (Pending, Approved, or Rejected).
• Actions — Approve, reject, edit, or view details depending on the entry’s current status and the user’s permissions.

Use the date range selector above the table to filter entries by pay period, week, month, or custom range. The Export button generates a CSV or Excel download of the filtered entries for payroll processing or record-keeping.

Rejection workflow

When a manager rejects a time entry, the following occurs:

1. The manager selects the entry and clicks Reject.
2. A dialog prompts the manager to enter a rejection reason. This field is required — entries cannot be rejected without an explanation.
3. The entry returns to the crew member’s timesheet with a Rejected status and the rejection reason displayed.
4. The crew member can review the reason and either Dispute the rejection (which sends a notification to the manager for re-review) or Acknowledge it (which accepts the rejection and closes the entry).

Rejected entries do not count towards payroll totals until they are resolved and approved.

Tips

• Approve entries promptly at the end of each pay period — Letting entries accumulate makes the review process slower and increases the chance of errors being missed.
• Use bulk approval for straightforward shifts — When most entries are standard 8-hour days with no anomalies, bulk approval saves significant time.
• Always provide clear rejection reasons — A detailed reason helps the crew member understand what needs correcting and reduces back-and-forth.
• Verify overtime entries individually — Overtime affects pay calculations significantly. Review each overtime entry to confirm the hours are accurate before approving.
• Export timesheets before processing payroll — Download the CSV or Excel file and cross-reference with your payroll system to catch any discrepancies before payments are made.

Next steps

Continue to the next article to learn about Crew Assignments on Projects, where you will assign crew to projects, configure cost and price rates, manage multiple shifts per assignment, and understand how crew costs feed into project financials.