Timesheets are governed by studio settings, role settings, and per-employee flags. Set these before staff start punching.
Settings → Studio Details → Timesheets
| Setting | What it does |
|---|---|
| Track Overtime | Turns on overtime and doubletime calculation using the Pay Rates you define. See ‣. |
| Payroll Week Starts On | Appears under Track Overtime once overtime is on. The day a week begins for weekly overtime, Sunday by default. Setting it here sets every team; change an individual team afterwards under Timesheets → Configuration → Payroll Weeks. |
| Default Minimum Timesheet Hours | The studio-wide minimum a timesheet pays for. A 45-minute call-out on a 2-hour minimum pays 2 hours. Roles can set their own minimum. |
| Timesheet Travel Reimbursement Per Mile | The rate used to create the automatic Travel expense from geolocated clock events. Zero turns it off. |
| Employees Can Edit Timesheets | Grants every employee permission to add and adjust their own punches. Can also be set per employee. |
| Create Timesheets When Employees Are Assigned to Jobs | Creates a job timesheet the moment an employee is assigned to a shift, instead of waiting for their first clock in. A shift nobody clocked into then appears on the Timesheets tab flagged Missing Clock In, rather than not appearing at all. Off by default, and it applies to shifts assigned from the moment you turn it on. Turning it on also means clock in reminders reach employees who have not punched, since those reminders only go to timesheets that exist. |
Timesheets → Configuration → Payroll Weeks lists every team with the day its payroll week begins. Weekly overtime counts an employee's hours from that day, following their own team rather than the team of whichever job they worked. A studio paying Monday through Sunday should set Monday, otherwise Sunday hours open a new week and never reach the threshold.
The tab only appears when Track Overtime is on, and only for the roles that can see pay rates. Changing a team regroups its past reports as well as its future ones.
Each Role in Employees → Roles has a rate (hourly, daily, or half-day) and an optional Minimum Timesheet Hours that overrides the studio default for that role.
On each employee: their rate per role, a default hourly pay, and Can Edit Timesheets. Employees with that permission can add and correct their own clock events; the changes save unapproved. See Employees Editing Their Own Timesheets.
| Action | Who |
|---|---|
| Clock in and out on own timesheets | Every employee |
| Add or edit own clock events | Employees with Can Edit Timesheets |
| See all timesheets, approve, edit any punch, run reports | Administrators, Regional Administrators, Scheduling Managers |
| See and set pay rates and overrides | Administrators, Regional Administrators, Airstudio Support |
Four notifications are involved, all managed in Settings → Notifications: Clock In Reminder, Clock Out Reminder, Clock Event Edited, and Timesheet Approved. See Automatic Clock-Out & Reminders.
Categories for reimbursable costs, with a default cost and tax handling. See Expenses & Mileage.