Staff schedule, timesheets and payroll export

Plan who works in each room each week, check the plan keeps your ratios, and turn clock-ins into timesheets you can approve and export for payroll.

Who this is for

Center directors. Staff see their own shifts on My shifts.

Step 1 — Open the staff schedule

Select the Dashboards icon, open the Health lens, then Check-In Reports, and select the Staff schedule chip (scroll the chips sideways).

Step 2 — Build the week

1. On Week, pick the week with the arrows and a room with the room filter.
2. Select + Add shift. Choose the role, room and person (or Open shift (nobody yet)), the date, start and end, and an optional note. Select Save.
3. To start from last week, select Copy last week.
4. When the week is ready, select Publish week. Staff get the published shifts.

Step 3 — Check ratios before the week starts

Select Ratio check. Bloomz compares the shifts with the children expected in each room and marks each part of the day Short or OK. Switch Include drafts on to check shifts you have not published yet.

Step 4 — Cover a call-out

When someone calls out, their shift shows struck through. Select Cover this shift and pick who covers it. The row then says "Covered by" and the name.

Step 5 — Compare the plan with what happened

Scheduled vs actual marks each shift On time, Late, Left early or Missed, with scheduled and worked hours.

Step 6 — Approve timesheets

1. Select the Staff timesheets chip. Pick the pay period: Weekly, Every two weeks or Twice a month.
2. Each row shows the staff member's shifts, hours, scheduled hours, shifts not clocked out, edited shifts and status.
3. Open a person. To fix a shift, select its pencil, change the clock-in or clock-out time, and type a Reason. The reason is required and saved.
4. Select Approve timesheet. To change an approved period, select Reopen timesheet.

Step 7 — Export hours for payroll

Select Export for Gusto or Export for QuickBooks on a person, or CSV or PDF for the whole list. Payroll files include approved timesheets only.

What staff see

From their room's Check-In/Out list, the three-dot menu → My shifts shows their week, Request time off and Call out.

Troubleshooting

• An hour total looks wrong. Look for a shift that was never clocked out, shown in "Not clocked out", and fix it with the pencil.
• The export is empty. Approve the timesheets first.

Related

• Staff clock in and out, and the Classroom staff log
• Set staff-to-child ratios (Washington preset) and require a signature at sign-in
• Keep staff credentials and drill logs current for licensing