✓

8.5h

9:00 AM

5:02 PM

Approved

Payroll-Ready Timesheets

The staff timesheet,
already filled in

Online timesheet software for Australian teams: clock records pair up with rostered shifts on their own, differences are flagged for a decision, and public holidays get their own table. One click approves the day.

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The Actual Timesheet View

This is the manager's screen — pick a day, weigh rostered against actual hours, adjust, approve

Employee	Area / Position	Shift Start Clock In	Shift End Clock Out	Shift Hrs Actual Hrs	Pay	Adjust / Note

From Clock-In to Payroll File

Four stages, and only one of them needs a human

Clock Event

A staff member clocks in or out at the kiosk or by phone — timestamped, location-stamped, optionally photo-verified.

Auto-Match

Each punch pairs with its rostered shift by employee and time. Anything without a shift is set aside, not lost.

Manager Review

Rostered versus actual hours side by side. Pick what gets paid, adjust in 15-minute steps, note the why.

Approve & Export

The day locks on approval and the hours are ready as a payroll-ready file for Xero, MYOB, KeyPay or Employment Hero.

Automatic

Clock Records Find Their Own Shifts

Every punch pairs itself with the rostered shift it belongs to. The last-minute fill-in who clocked in without a shift? They appear in their own table, waiting for a decision instead of vanishing into a spreadsheet.

✓ Matched by employee and time proximity

✓ Separate tables for shift, unpaired and manual records

✓ Overnight shifts split cleanly across day boundaries

✓ Face-match confidence shown on kiosk clock photos

Clock Matching

Charlotte N.

Shift

9:00–5:00

⟷

Clock

9:02–5:01

Matched

Jack O.

Shift

6:00–4:00

⟷

Clock

6:08–4:15

Matched

Tom W.

Shift

None

Clock

2:00–6:30

Unpaired

Public Holidays

State Public Holidays, Front and Centre

When the date is a public holiday in your location's state or territory, the timesheet says so — banner up top, dedicated table below. Record who worked and who had the day off with their normal hours, so payroll applies the right holiday treatment under your award or agreement instead of paying it like a Tuesday.

✓ Holiday calendars per state and territory

✓ Auto-fill from each employee's usual work pattern

✓ Previous day must be approved before editing

✓ Duplicate employee detection on save

Charlotte Nguyen Worked —

Jack O'Brien Didn't work 8.0h

Amelia Singh Worked —

Tom Walker Didn't work 6.5h

Proactive

Know About the No-Show at 6:07, Not 9:00

A background check watches for staff who haven't clocked in within minutes of their rostered start, then pushes an alert to everyone with timesheet permissions. You're arranging cover while the shift can still be saved — not discovering the gap when the doors open.

✓ Checked against live roster data, not stale saves

✓ Push and in-app alerts to timesheet evaluators

✓ No duplicate alert spam for the same shift

✓ Runs only where a kiosk or geofence is active

⏰

Late Clock-In Alert

Jack O'Brien has not clocked in
(rostered 6:00 AM)

Sent to 2 evaluators • 6:07 AM

Late Clock-In Alert

Tom Walker has not clocked in
(rostered 7:30 AM)

Sent to 2 evaluators • 7:37 AM

Built for Real Workplaces

The edge cases are the whole job — so they're handled

15 min

Adjustment precision on paid hours, up or down

Live

Late clock-in alerts pushed while cover is still possible

States & territories with their own holiday calendars

7 yrs

How long AU time records must be kept — yours stay a search away

Frequently Asked Questions

Common questions about staff timesheets with RosterMates

Timesheets build themselves from clock-in and clock-out records, matched against the rostered shift. Managers see planned and actual hours side by side, fix anything that looks off, choose what gets paid, and approve the whole day in a click. Approved hours are then ready to export to payroll with no re-typing.

The difference is highlighted on the row — a late start, an early finish, an extra half hour at close. Managers decide whether to pay rostered hours or actual hours for each shift, add an adjustment in 15-minute steps, and leave a note explaining why. Every change is visible, so the record stays clean.

When a date is a public holiday in your location's state or territory, the timesheet flags it and opens a dedicated holiday table. You record who worked and who had the day off, along with their normal hours, so your payroll can apply the correct holiday treatment under the relevant award or agreement — nothing slips through as an ordinary day.

Approved timesheets export as payroll-ready files for Xero, MYOB, KeyPay (Employment Hero Payroll) and Employment Hero, or as a custom CSV matched to whatever import format your payroll uses. Hours leave RosterMates once, correctly, instead of being copied cell by cell into another system.

Yes. Wrong clock time, unrecorded break, unplanned extra hours — managers can edit the record and attach a note before approval, and approved days are locked so they can't drift afterwards. What was changed, and why, stays visible.

Yes — casual-heavy teams are exactly what RosterMates is built for. Casuals clock in like everyone else, their hours are approved shift by shift, and variable weeks don't need any special handling. One system covers your permanents, part-timers and the Saturday casual pool.

Your timesheet history stays in RosterMates and remains searchable and exportable. Given Australian employers are generally required to keep time and wages records for seven years, having them digital, timestamped and tied to rostered shifts is considerably safer than an archive box.

The staff timesheet,already filled in

Clock Event

Auto-Match

Manager Review

Approve & Export

Clock Records Find Their Own Shifts

State Public Holidays, Front and Centre

Know About the No-Show at 6:07, Not 9:00

Related Features

Time Tracking

Payroll Exports

Leave Management

The staff timesheet,
already filled in