Staff Time Clock
Who's checking in?
That doesn't match — check your name and PIN.
Your check in / check out
Week of
Tick the days you're free, and set what time you're available from/to (e.g. 08:00 to 23:00, or 12:00 to 18:00). Leave the times blank if you're free all day. Use ← → above to plan several weeks ahead.
Tap a name to check in or out
✎ next to a time means it was entered manually, not logged live.
| Date | Day | Name | Check in | Check out | Hours | Status | Flags |
|---|
| Date | Name | Type | Current | Requested | Reason |
|---|
Staff were never blocked from checking in/out — these just didn't match the published rota, so they need a look.
| Date | Name | Type | Time | Why flagged |
|---|
✎ next to a time means it was entered manually by the staff member, not logged live. ⏱ flags a shift that started early or ran over against the published rota.
| Date | Day | Name | Check in | Check out | Hours | Status | Flags |
|---|
Shifts over 5.5 hours have 30 minutes deducted for a break.
| Name | Total hours |
|---|
Last 6 weeks (Mon–Sun), regardless of the period filter above.
Firestore's free tier doesn't back itself up automatically. Download a full backup regularly (weekly is a good habit) and keep it somewhere safe — Google Drive, OneDrive, email to yourself, etc.
Restore from a previously downloaded backup file — this replaces everything currently saved (staff, entries, rota, wages, sales, expenses). Only use this to recover from a real problem.
Set each person's hourly rate, then record how much was paid in cash vs into their account. Hours come from the "All Staff History" tab's period — switch the Weekly/Monthly/All toggle there to change periods.
| Name | Hours | Rate (£/hr) | Wage due | Cash paid | Account paid | Total paid | Balance |
|---|
Enter your sales figure as shown on the statement (VAT inclusive). VAT is suggested at standard 20% — adjust it if the statement shows a different figure.
Add the VAT amount if it's reclaimable (e.g. from the invoice's VAT summary) — leave at 0 for VAT-exempt items like most food.
Profit & loss (VAT excluded from profit)
Net sales/expenses exclude VAT. VAT position = VAT collected on sales minus VAT reclaimable on expenses — this is roughly what's due to HMRC when you file (paid quarterly), not a cost to the business itself.
Sales
| Date | Description | Gross | VAT | Net | Paid via | Notes |
|---|
Expenses
| Date | Category | Description | Amount | VAT | Paid via | Notes |
|---|
From a full year of hourly sales data (Aug 2025–Aug 2026). Peak hours show each hour's average sales — ⚠ marks any hour averaging over £80, even if it wasn't in that day's top 3. "Create from submitted availability" uses this to weigh staffing targets toward your actual busiest days — days with no rota history yet lean on this alone.
| Day | Avg daily sales | Relative busyness | Peak hours |
|---|
Type a shift time (e.g. 10:00-18:00) into a cell, or leave it blank for a day off — saves automatically. Add a role tag in brackets if useful, e.g. 10:00-18:00 (FOH) or 07:45-11:00 (Kitchen).
This is the published rota for the week shown above.
The rota for this week hasn't been published yet — check back soon.
A standing pattern per person — their usual hours or regular days off, independent of any one week. Type a time (e.g. 10:00-18:00) or "Off". Use "Apply usual availability" above to pull this into whichever week's rota is open, so the same person defaults to the same slot.
Every week that has a rota, past or future. Tap a week to open, amend, or publish it above.
| Week | Status | Staff scheduled |
|---|
What staff have marked themselves available for, for the week shown above.
They'll appear as a tile on the main screen.
We'll confirm you're at Karak Chaii Bedford before this goes through.
That's not right — try again.
Set a new personal PIN for logging in.
That's not right — try again.
This won't change the time immediately — it goes to the owner for approval.
Enter the owner PIN to see all staff history and hours.
That PIN isn't right — try again.
This section has its own separate PIN — enter it to view sales, expenses, and wages.
That PIN isn't right — try again.
For when someone forgot to check in or out — this adds it directly, no location check.
This sets the entry to whatever you choose here — not necessarily what the staff member asked for — and approves the request.
This removes it completely from history and wages calculations. This can't be undone.
This replaces everything currently saved — staff, entries, rota, wages, sales, expenses, everything. This can't be undone (unless you have an even newer backup).
Type RESTORE to confirm.
This deletes every check-in and check-out for every staff member, everywhere this link is open. Staff names stay. This can't be undone — export a CSV first if you want a backup.
Type CLEAR to confirm.