Help Center

Understanding the Interface

The Summary page aggregates approved work hours, leave requests, and public holiday data into a single, comprehensive grid. Unlike the Roster view, which shows shifts, this view focuses on billable hours and pay entitlements.

Controlling the Date Range

At the top of the page, you will find a dual-handle slider tool alongside standard date pickers. The slider allows for rapid navigation of the last 60 days, letting you quickly adjust the viewable window without clicking through a calendar. For payroll periods outside the slider window, click directly on the date text inputs to open the calendar picker. The system caches your selected date range, so if you navigate away and return, your previous view is restored.

Visual Indicators and Approvals

A small dot next to a date in the table header is the "Unapproved Indicator", signalling shifts on that day that have not yet been approved in the Timesheets section. Clear all days of these indicators before performing payroll exports.

Hours and Positions

The main cells display the total hours worked by an employee for that day. If an employee worked multiple positions, hovering over the hour figure shows a breakdown by role (e.g. "Chef: 4h, Manager: 4h") with the effective hourly rates if you have the appropriate permissions.

Leave and Public Holidays

Leave data is integrated into the grid using colored letter codes — for example "A" for Annual Leave, "S" for Sick Leave, and "HW" for Public Holiday Worked. A legend at the bottom of the table decodes the symbols. "HW + TL" means the employee worked the holiday and earned a Time-in-Lieu day; "HNW" means a Public Holiday Not Worked, paid as a day off. Mixed days, where an employee works part of the day and takes leave for the rest, are highlighted in orange.

Allowances

Days with allowances (clothing, night, weekend, split shift, standing allowances and so on) carry a green hand-and-dollar badge next to the hours (the same icon as the allowance button on the Timesheets page). Hover it to see each allowance with its units and, if you can view pay rates, the dollar amounts. Allowance dollars are included in the Total Pay column but never in the hours totals. The "Show Allowances" toggle next to "Show Leave" hides them. Exports include them too: the coloured Excel export gains an Allowances section, the flat Excel export lists one row per allowance type with units per day and the allowance rate, and the CSV formats append an "=== ALLOWANCES ===" table. In the RosterMates Pay modal, taxable allowances are added to gross earnings and appear as their own payslip lines; non-taxable reimbursements are paid on top of net pay and labelled as such.

The Export Button

Click "Export" in the header to open the export modal. It offers two groups of options. Spreadsheet reports: "Detailed Hours & Leave (Excel)" — a colour-formatted workbook with a total hours summary, separate tables per leave type, and a combined view — and "Employee Daily Hours Matrix (Excel)" — a flat grid of hours per employee per day with one column per date. Payroll systems: PayHero, Xero, Crystal, iPayroll, and Smartly.

Xero Integration

Xero is a direct API connection. When you select it, the system checks your connection (connected in Settings → API's) and, if you belong to multiple Xero organisations, asks you to pick the correct one. An Employee Matching step compares your employees with Xero's payroll records by name and email — use the drag-and-drop matching screen to link anyone not matched automatically — and you map your Ordinary Hours and Public Holiday earnings to Xero pay items. Timesheets arrive in Xero as Drafts for your payroll administrator to review.

Crystal Payroll Integration

Crystal is also a direct API connection (Settings → API's). Timesheets are sent straight to Crystal, with employees linked by their Payroll Employee ID. The connection can also sync leave balances from Crystal back into RosterMates — Annual, Sick, Alternative, and Family Violence leave.

iPayroll Integration

iPayroll is a direct connection too (Settings → API's, or connect from the export modal). Approved hours are aggregated per employee for the selected range and posted into your current open payroll in iPayroll — ordinary hours to your ordinary time rate (T1) and public-holiday-worked hours to time-and-a-half (T1.5). Approved leave is also sent as iPayroll leave requests matched to your leave pay elements (parental leave is the one exclusion — iPayroll handles it separately). Employees are matched by Payroll Employee ID, and the export lists anyone unmatched before sending with an "Export Anyway" option. Re-exporting the same period replaces the previous RosterMates transactions rather than duplicating them. If you prefer not to connect, "Download Upload File" produces a CSV in iPayroll's spreadsheet upload format instead.

PayHero and Smartly (CSV Files)

PayHero and Smartly don't require a connection — the system generates a formatted CSV file compatible with each provider's import tool. The PayHero export includes public holiday logic, distinguishing "Public Hol W" (worked) from "Public Hol NW" (not worked) so the correct rates apply on import.

The RosterMatePay Button

If you hold both the "Can View Employee Pay Rates" and "Pay With IRD" permissions, a "RosterMatePay" button appears in the Summary header. This runs payroll end-to-end without a separate payroll system: it calculates each employee's pay from the approved hours, files the payday with Inland Revenue, and pays your staff. See the dedicated Payroll documentation for the full flow, including connecting IRD, the two-factor requirement, amendments, and payslips.

Estimated Calculations

Before payment, the system presents a per-employee summary of gross pay (hours × hourly rate, plus paid leave and public holidays), PAYE based on the employee's tax code, student loan, KiwiSaver and the employer's contribution and ESCT, and each person's net pay — plus the total to pay IRD. Always verify these totals before processing payment.

Payment Methods

You choose how the money moves: a bank batch file generated in your bank's format (ANZ, ASB, BNZ, Kiwibank, Westpac, or a generic CSV) that you upload to your business banking, or POLi, paying directly from your bank so RosterMates pays your employees and IRD for you. The bank batch includes a line for the IRD payment so everything is covered in one upload.

Employees Missing from Xero Export

This usually means the system could not match a local employee to a Xero payroll record. Ensure the employee has a valid Payroll Employee ID in their profile, or use the drag-and-drop matching tool during export.

Employees Missing from iPayroll or Crystal

Both match by the employee's Payroll Employee ID — make sure it's filled in on the employee's profile and matches the ID in the payroll system.

Bank Batch Missing Data

For the pay calculation to work, an employee must have a valid Hourly Rate, Tax Code, and Bank Account Number in their profile. Employees with zero hours for the period are automatically excluded from the batch file.

Unapproved Hours Warning

A red dot on a date header means hours exist for that day that haven't been approved. You can still export, but review those days in Timesheets first for accuracy.