Review clock-in discrepancies with a clear attendance process

A timesheet discrepancy needs a review. It may reflect a missed punch, a device issue, an incorrect roster or work that ran longer than expected. Start with the record and the employee's explanation rather than a conclusion about intent.

GPS and geofencing can add context to a clock event. They do not prove who performed all the work during a shift or explain every difference between planned and actual time.

Start with a clear clock-in rule

Explain when staff should clock in, where they should do it and how they should record breaks and finishes. Give supervisors a consistent correction process for failed location checks or unavailable phones.

Test the permitted area in the locations staff actually use. A kitchen, loading area and basement storage room may behave differently from the front entrance. Our GPS rollout guide includes a practical pilot checklist.

Review exceptions before approving the period

Check missing clock-outs, duplicate punches, shifts with no expected roster match and unexpected differences in duration. Ask the responsible supervisor to confirm what happened.

Preserve actual work when resolving the discrepancy. The roster is the plan; it is not a reason to overwrite hours that were worked. Keep a record of the reason for a correction and the person who reviewed it.

Separate access issues from time issues

Avoid shared accounts. Make sure staff understand the login and correction process. If somebody cannot access the clock, provide the agreed alternative so their work is still recorded.

Treat repeated failures as a setup or training issue to investigate. Tightening a boundary that already rejects legitimate staff can create more administrative work.

Give payroll approved, explained time

Before handing over the period, reconcile approved hours and identify unresolved records. Agree how late corrections will be communicated and which export version is authoritative.

ShiftRova offers a Xero-format reference CSV and MYOB timesheet file. The Xero handover guide explains the reference workflow; the MYOB checklist covers matching and import review. Confirm the destination and category treatment with the bookkeeper.

Use the pattern to improve the next roster

If closes regularly run late, review the workload and closing plan. If punches are repeatedly missed at one venue, review the clock location and training. Track exception counts and resolution time using your own baseline rather than assuming a promised savings percentage.

Try the Live Hospitality Demo to see the roster and attendance workflow together.