What this is
Staff → Who’s working records actual work. Staff → Hours worked collects those entries for review and payroll export. A timesheet is a summary of hours someone actually worked.
Do this
After you sign in, choose Clock in on Your shift on Home. Or open Staff → Who’s working and your name. With one room there is nothing to choose; with more, choose the room first.
Use Start break and End break, on Your shift or in your clock, when you stop and return. With more than one room, choose another room and Change room when you move. Clock out when you finish.
If a clock change would leave a room outside its staffing target, arrange coverage with your director. Go back to keep the current entry or record the change after reviewing the warning.
Open Staff → Hours worked, choose a person, then New summary. It starts with last week, Monday to Sunday; change the first and last day for another pay period. Both days are included.
A director checks the hours and missing entries. When a week has no hours or a missing clock out, choose Add missed entry right there in Review hours; or use Correct entry or Add missed entry in Clock history. Each needs a reason.
You can check a period that is still going; the summary says on which day you can approve it. After its last day, choose Approve hours, then Download hours for a spreadsheet to give your payroll provider. A week with no hours asks Approve 0 hours? first. If clock history changes later, choose Reopen hours, say why, and approve them again before downloading.
Directors can clock staff who do not have a login. Choose Include inactive staff to review a former employee’s history and timesheets; past staff show in a moment.
Someone stopped working here while still clocked in since an earlier day: open Staff → Hours worked and tick Include inactive staff (Home’s Staff hours need review opens it that way, and so does Add clock out on the notice after Stopped working here). Their row says Still clocked in since the day they clocked in. Choose Add clock out, pick the day and time they left, say what happened, then Add clock out. Ashby never guesses that time.
How it works
- Actual presence
- follows clock-in, room changes and breaks. A scheduled shift never clocks you in. Attendance uses actual room presence and recorded background status. Texas centers also get ordinary-classroom age and group targets. Directors still check staff eligibility, permit conditions and special activities. Changed background decisions, staff roles or school setup may require a fresh coverage review.
- Who is listed
- Who’s working and Hours worked list you and the staff who clock in. At a home daycare that is you and your helpers, not the people who live in your home: they don’t clock in. If one of them has a clock entry still open or one that needs fixing, or hours waiting for you to approve, they show until it is fixed or approved, so you can add the clock out or approve the hours. Everyone Home’s Staff hours need review counts is on Hours worked. The number next to Your staff counts the people listed.
- Timesheets
- use school-local dates and actual elapsed time, including overnight shifts and daylight-saving changes. Missing clock-outs are flagged; hours are never guessed.
- Corrections
- keep the original entry, marked Replaced, and the new one is marked Correction. Each approval saves an unchanging copy of the reviewed hours. A later correction blocks the download until those hours are reviewed again.
- Downloads
- are spreadsheets with one row: Name, First day, Last day, Hours worked, Break hours and Total clocked hours, in hours with two decimals. Total clocked hours is everything from clocking in to clocking out. Your payroll provider applies pay, overtime and break rules; Ashby does not run payroll. Approved hours that were downloaded show Approved, downloaded.
- Former staff
- keep their clock history and approved hours. When someone stops working here, Ashby keeps their last day. If they are still clocked in on a shift that began in the last 18 hours, Ashby clocks them out then, with the reason Stopped working here; a shift left open longer is a missing clock-out that a manager adds (Ashby never guesses when they left). Until then Home shows Staff hours need review, and Hours worked (with Include inactive staff ticked) shows them with Still clocked in since that day and Add clock out. The clock out must be after their clock in and before they stopped working here. Nobody can clock them in after that, and a manager can still make dated corrections for times before they left, with a reason. To see their hours, tick Include inactive staff in Hours worked: their row reads Former staff, or Needs review when their clock needs fixing.
- Access
- limits staff to their own history. Directors manage their school. A timesheet spanning other schools needs someone with access to every affected school.
Weekly shifts and substitutes
Staff → Schedule shows people in rows. Week has one column per day; Day shows the hours. Switch between Day and Week, or choose Week, then Next. Each row shows the hours planned for the dates shown. Available time is shaded green and unavailable time red. At a home daycare, on a phone, the schedule is the whole week as a list instead, one line per shift with the person and the hours (Lily Tran · 8 AM – 4 PM); a tablet or computer shows the rows, and so does a center’s phone, with Day or Week. A planned shift is not a clock entry.
For a published shift without a person, Find cover lets a manager assign directly or send offers. Staff sign in to accept or decline. The first eligible acceptance fills the shift; competing offers close. Offers expire at their deadline and close if the shift changes. Pending offers add no planned room coverage.
Keep substitutes and floaters on file between assignments. Staff without a login can still be assigned and checked in by a manager.