# About Source: https://docs.simplifi.work/about ## Overview Simplifi is a workforce management software made to make your work-load lighter, easier and more efficient.\ \ You can save time, cut admin and stay compliant with tools for staff scheduling, employee rostering, timesheet software and payroll software. You can find help articles for employees [here](/employee-self-service). You can find help articles for admins [here](/how-to-add-a-second-location). There is an AI assistant that can be accessed next to the search bar that makes it very easy for you to find the article that you are looking for. ## Modules The Simplifi documentation is split by module. * [Staff Profiles](/staff-profiles-overview) * [Staff Rostering](/staff-rostering-overview) * [Time, Attendance & Approvals](/time-attendance-and-approvals-overview) * [Reporting](/reporting-overview) * [Casual Staff Management](/casual-staff-management) * [Leave Management](/leave-management-overview-1) * [Payroll Integration](/payroll-integration-overview) Click any of these links to get help for that specific module. Seen an article that is outdated, incorrect or just needs improvement? [**Let us know!**](https://simplifi.work/contact-us) # Access Your Simplifi Account via Web Browser Source: https://docs.simplifi.work/access-your-simplifi-account-via-web-browser Open any web browser (we recommend using **Chrome**). Go to the following URL: [https://apps.simplifi.work/](https://apps.simplifi.work/) Enter your credentials to log in. # API Integrations Source: https://docs.simplifi.work/api-integrations An API Integration is a way of integrating your payroll software with StaffSync. The API connections that are currently supported are: DataPay, iPayroll and AWS S3 Buckets. To connect to a new API, go to the explore APIs tab and select your payroll provider. You will be prompted to log in or enter your company's credentials. **API Mappings** The API mappings map the different parts of your data that you would like sent back to your payroll provider. If you would like certain data to go back to the payroll provider, eg. Leave Balances, then select your payroll provider under the leave balances dropdown. # Get an activity Source: https://docs.simplifi.work/api-reference/activities/get-an-activity /simplifi_openapi.json get /activities/{activity_id} Returns details about a single activity by its ID. # List all activities Source: https://docs.simplifi.work/api-reference/activities/list-all-activities /simplifi_openapi.json get /activities Returns a list of all the activities in your organisation. # Get a department Source: https://docs.simplifi.work/api-reference/departments/get-a-department /simplifi_openapi.json get /departments/{department_id} Returns details about a single department by its ID. # List all departments Source: https://docs.simplifi.work/api-reference/departments/list-all-departments /simplifi_openapi.json get /departments Returns a list of all the departments in your organisation. # Get an employee Source: https://docs.simplifi.work/api-reference/employees/get-an-employee /simplifi_openapi.json get /employees/{employee_id} Returns details about a single employee by their ID. When the `dailyStatus` query parameter is supplied, the response switches to an `EmployeeDailyStatus` object instead of the standard `Employee` object. The status field in that response is resolved using the priority hierarchy **OnLeave > Working > Unavailable > Available**, based on the employee's timesheet and any unavailability records for that date. # List all employees Source: https://docs.simplifi.work/api-reference/employees/list-all-employees /simplifi_openapi.json get /employees Returns a list of all the employees in your organisation. # Hello World Test Source: https://docs.simplifi.work/api-reference/misc/hello-world-test /simplifi_openapi.json get /helloworld For testing. Returns your organisation name if set up correctly. # List all organisations Source: https://docs.simplifi.work/api-reference/organisations/list-all-organisations /simplifi_openapi.json get /organisations Returns a list of all the organisations under your head office. Returns only your organisation if you don't have any organisations under yours. # Get a pay period Source: https://docs.simplifi.work/api-reference/pay-periods/get-a-pay-period /simplifi_openapi.json get /payperiods/{payperiod_id} Returns details about a single pay period by its ID. # List all pay periods Source: https://docs.simplifi.work/api-reference/pay-periods/list-all-pay-periods /simplifi_openapi.json get /payperiods Returns a list of all the pay periods/calendars in your organisation. # Get a timesheet Source: https://docs.simplifi.work/api-reference/timesheets/get-a-timesheet /simplifi_openapi.json get /timesheets/{timesheet_id} Returns a single timesheet by its ID, wrapped in the standard paginated response envelope with a single-item data array. # List all timesheets Source: https://docs.simplifi.work/api-reference/timesheets/list-all-timesheets /simplifi_openapi.json get /timesheets Returns a paginated list of all the timesheets in your organisation. Defaults to timesheets from today onwards if `dateFrom` is not specified. # List timesheets for a department Source: https://docs.simplifi.work/api-reference/timesheets/list-timesheets-for-a-department /simplifi_openapi.json get /departments/{department_id}/timesheets Returns a paginated list of timesheets for a specific department. Supports the same date and pagination filters as `GET /timesheets`. # List timesheets for an employee Source: https://docs.simplifi.work/api-reference/timesheets/list-timesheets-for-an-employee /simplifi_openapi.json get /employees/{employee_id}/timesheets Returns a paginated list of timesheets for a specific employee. Supports the same date and pagination filters as `GET /timesheets`. Can be further narrowed to a single pay period using `payPeriodId`, which overrides date filters and returns all timesheets within that pay period. # Apply for Additional Jobs/Shifts Source: https://docs.simplifi.work/apply-for-additional-jobs-shifts You’ll receive a notification when your organisation posts a new job or shift. It will appear on your home screen under **New Jobs**, or you can find it by clicking **Menu**, then **Jobs**, and selecting **New Jobs**. New J Ob 2 1024x126 Click on the job to view the details and choose one of the options. New Job 576x1024 **Note: Depending on your organisation’s settings, you may only see 3 options.** If you select **‘Yes… But with an alternative response’**, type your alternative response and select **Send**. You’ll be notified if your request is successful. # April 2026 Source: https://docs.simplifi.work/april-2026 ### **Casual Staff Availability - Optional Note Field** Casual staff can now record a note when they have selected Part of the Day or None of the Day availability. The note will also show up as a tooltip when org staff are looking at staff availability when hovered over with pointer. Image ### **Consolidated Rostering Report** A new report showing hours worked per department per day. Available for a selected date range. ### **Head Office Reports – Site Selection** When running reports at the Head Office level, users can now choose to run for all, individual, or selected sites. Image ### **Leave Request – Leave Units Display** The Leave Request tile now displays the Leave Units applicable to the selected Leave Type for Staff. This gives staff visibility of the leave unit type, helping to identify any obvious submission errors. Image ### **Password Security & Account Onboarding Improvements** We are making some upgrades to how passwords are stored and how staff accounts are set up. This only applies for Clients not using SSO. **Staff Onboarding** Staff imported via CSV or Payroll Sync will no longer receive a generic default password. Instead, they'll receive an invite email prompting them to set their own password. **First-Time Login** Any staff member or user logging in with a temporary or weak credential (including an OTP) will be required to set a new password before they can proceed. **One-Time Passwords (OTP)** Administrators can generate an OTP as an alternative to email-based invites — useful when a staff member's email is unavailable. OTPs expire after 24 hours by default. ### **Public Holiday Settings** Public holiday settings are now managed at the staff member level rather than on individual timesheets. For most clients, day-to-day use will feel the same — the main things to be aware of: * The **"Manually Maintained"** option has been replaced by an override toggle on each timesheet. It does the same thing, just looks different. Image **New status icons** in the Leave module show at a glance if anything needs attention — a red exclamation means a timesheet is overridden and won't be affected by setting changes; a yellow icon means approved leave is present. * **Approved leave on a public holiday** is automatically converted to the public holiday leave activity. * **Mondayised holidays** — only one of the two days can be "Observed" at a time. Changing one will automatically update the other. ‍ ### **Rostering Screen - Pending Leave** Pending leave requests will now be indicated in the rostering screen. 69f0083298badbaeeb6b7da9 Pending Leave Roster ### **Site-Level Break Replacement Settings** Break replacement settings can now be configured at the individual site level. Previously, this was set at Head Office only. Sites can now define their own break replacement rules, giving organisations greater flexibility to meet the specific needs of each location. ### **Staff Export – Active Sites Column** The staff export file now includes a column showing the sites at which each staff member is currently active. ### **Time & Attendance Report - Availability** The Time & Attendance Report has been expanded and is now accessible to all organisations. Previously limited to organisations with clocking enabled, the report can now be used by any organisation for general timesheet reporting purposes. ### **Time & Attendance Report - Paid Break and Contracted Hours Columns** We have added columns for Total Paid Break and Contracted Hours to this report. ### **Time & Attendance Report - Department Summary Tab** A new tab has been added for times worked in departments. This will show time spent in each department. ‍ ## **Bug Fixes** The following software bugs will be resolved as part of this release. The items listed below are the **titles of the related jobs**. If you would like more detail on any of these fixes, please refer to your organisation’s **[Monday.com](http://Monday.com) board** or **contact us directly**. * API Requests Bulk Screen * Archived Region cleanup * Drag and Drop Document Issue * Kiosk V2 Bugs 1 * Leave on Calendar issues * Leave Request Calculations with Contracted Hours * Leave Requests not reapplying to regenerated Contracted Hours * Leave without Pay totals not coming into Total Leave Taken Report * Payroll Group Syncing * Print Roster not filtering shifts by room * Print Roster Preview shows roster for week after dates entered * Recording as Leave on Public Holidays causing errors * Reliever was able to accept job and was assigned to job after the job finish time * Staff not showing in Public Holiday module if Timesheet starts day before * Terminated employees not showing in past weekly schedules * Terminated staff not being removed from roster if InfoCare pending * Timesheet Information Collected selection issues * Web Requests Export Headers are misaligned # Authentication Source: https://docs.simplifi.work/authentication The Simplifi API is in **Developer Preview**. While not all features are finalised, we encourage you to explore and share your feedback — including thoughts on endpoint design, response structure, or areas where documentation could be clearer. ## Overview The Simplifi API authenticates using OAuth 2.0 with the client credentials grant flow. This is a machine-to-machine flow designed for server-side integrations. Your server exchanges a Client ID and Client Secret for a short-lived access token (1 hour), which is then used to authenticate the API request. To obtain your Client ID and Client Secret: 1. Press **Integrations** under **Our Profile** 2. Press **Explore APIs** 3. Press the select button for the **Simplifi API** You will now see the **Client ID**, **Client Secret** as well as the **Base URL** and **Authorisation URL**. 2026 04 08 15 54 52 ## Tokens OAuth 2.0 works by passing your Client ID, Client Secret to the authentication server in exchange for a short-lived access token. This token represents your application and **must be included** in the Authorization **request headers** of every API request. OAuth 2.0 Tokens expire exactly 1 hour after they are generated for you When a token expires, simply repeat the authentication request to receive a new one. We recommend that you build a token manager in your application that caches the token and automatically re-authenticates when a 401 response is received. ## JSON Response A successful authentication request returns a JSON response like this: ```json JSON wrap theme={null} {"__type":"SSJSON_Token_Access","access_token":"example_access_token","expires_in":3600,"refresh_token":"example_refresh_token","scope":"read","token_type":"Bearer"} ``` # Authentication Examples Source: https://docs.simplifi.work/authentication-examples The Simplifi API is in **Developer Preview**. While not all features are finalised, we encourage you to explore and share your feedback — including thoughts on endpoint design, response structure, or areas where documentation could be clearer. ## Code Example You can see an example of a token manager in Python below: ```python theme={null} import time import requests CLIENT_ID = "your_client_id" CLIENT_SECRET = "your_client_secret" AUTH_URL = "https://dev.simplifi.work/oauth/token" BASE_URL = "https://dev.simplifi.work/api" class SimplifiClient: def __init__(self, client_id: str, client_secret: str): self.client_id = client_id self.client_secret = client_secret self._token: str | None = None self._token_expiry: float = 0 def get_access_token(self) -> str: response = requests.post( AUTH_URL, data={"grant_type": "client_credentials"}, auth=(self.client_id, self.client_secret), ) response.raise_for_status() data = response.json() self._token = data["access_token"] # Subtract 30 seconds as a buffer so we refresh slightly before expiry self._token_expiry = time.time() + data["expires_in"] - 30 return self._token # Is the token expired? if so _get_access_token def get_valid_token(self) -> str: if self._token is None or time.time() >= self._token_expiry: self.get_access_token() return self._token def request(self, method: str, path: str, **kwargs) -> dict: token = self.get_valid_token() response = requests.request( method, f"{BASE_URL}{path}", headers={"Authorization": f"Bearer {token}"}, **kwargs, ) if response.status_code == 401: # Token rejected by server — force a refresh and retry once self._token = None token = self._get_valid_token() response = requests.request( method, f"{BASE_URL}{path}", headers={"Authorization": f"Bearer {token}"}, **kwargs, ) response.raise_for_status() return response.json() def get_employee(self, employee_id: str) -> dict: return self.request("GET", f"/v1/employees/{employee_id}") def get_employees(self) -> list: return self.request("GET", "/v1/employees") # Usage client = SimplifiClient(CLIENT_ID, CLIENT_SECRET) employee = client.get_employee("123") ``` Note that when the `request` method in the `SimplifiClient` class is called, it gets a valid token by calling `get_valid_token` which checks if an hour has passed (minus 30 seconds) and if so, then it fetches a new, valid token by calling `get_access_token` . ## Testing out authentication using Postman Here's an example of us requesting for a list of employees in [Postman](www.postman.com). Postman is a SAAS that offers a free plan that you could use to test out the Simplifi API. Start by making a new request under your collection, and navigate to the **Authorisation** tab. 2026 05 07 10 43 15 Change the Auth Type to **OAuth2.0** 2026 05 07 10 46 39 Scroll down and enter in your **Client ID** and **Client Secret**. Make sure that *Add authorisation data to* is set to Request Headers, *Grant type* is set to Cleint Credentials, and *Client Authentication* is set to **Send as Basic Auth Header**. Scroll down and enter in your **Client ID** and **Client Secret**. Make sure that *Add authorisation data to* is set to Request Headers, *Grant type* is set to Client Credentials, and *Client Authentication* is set to **Send as Basic Auth Header**. 2026 05 07 10 49 16 Scroll down again and press **Get New Access Token** 2026 05 07 10 53 12 You should now have generated an access token. Press **Use Token** to proceed. 1. Now enter in the address for the request. We are going to be getting all employees in the organisation, so ours is [https://dev.simplifi.work/api/v1/employees/](https://dev.simplifi.work/api/v1/employees/) 2. Press **send** to request the employees. 2026 05 07 10 56 09 You should now be able to see in the response body at the bottom, which has all the employees. # Best Practice for Updating Job Times Once a Job Is Assigned Source: https://docs.simplifi.work/best-practice-for-updating-job-times-once-a-job-is-assigned If a reliever has already been assigned and you need to change the job times, make the update in the **timesheet**, not in the Job Details. Editing and republishing the job from Job Details can cause the job hours to calculate incorrectly. Updating through the timesheet keeps everything accurate and also preserves the original job history and audit trail. **How to update job times after a job has been assigned:** 1. Find the job you want to update. 2. Open the job’s timesheet. 3. Enter the new start and/or finish time. 4. Switch on **“Notify staff of changes to timesheet?”** to send a notification to the reliever. 5. Click **Save Details** to apply the changes. Best Practice For Updating Job Times Once A Job Is Assigned 1 1 1024x530 Best Practice For Updating Job Times Once A Job Is Assigned 2 1 1024x676 # Building and Using Cost Code formulas Source: https://docs.simplifi.work/building-a-cost-code-formula ### Building a cost centre code “formula” Cost centre codes are not invented in this system—they must **match what exists in payroll**, so you configure a formula that constructs the code from known attributes. * Use a **Room/Department payroll code** (where the person is working). * Or use **Home room payroll code** (their “main” location, even if they sometimes work elsewhere). * Optionally append a **Role code** (e.g., “MAT” + “10” where MAT = maternity ward and 10 = nurse role code). * You can insert **fixed text separators** (e.g., “MAT/10”). You can create **multiple rules** (e.g., several different formulas) and choose which one a provider uses. ### Step by step: 1. Press **New Cost Centre Code** and type in a name. You can press the **In Use** toggle to archive the cost centre code if you'd like it to not be available for use. Press Save Code 2026 03 09 9 21 16 2. Construct your formula using the system options. If you'd like to add free text then enter the text in the box before pressing the plus on the right. 2026 03 09 9 26 57 Here's an example formula for a Room\_PayRollCode. You will then need to set up when to apply the code using the [Payroll Rules Engine](/payroll-rules-engine). For a tutorial on [how to make a new payroll rule in the engine, press here](/how-to-make-a-new-payroll-rule-in-the-engine) # Casual Staff Management Overview Source: https://docs.simplifi.work/casual-staff-management Sourcing and managing casual employees can be a challenge, especially when it involves trying to fill last-minute shifts or unexpected staff shortages.

Simplifi’s Casual Staff Management module provides all the tools you need to source, schedule, and communicate with casual workers efficiently. By automating many of the processes associated with casual staff management, you can focus on maintaining smooth operations instead of dealing with administrative roadblocks. * **Instant Job Notifications** Simplify the leave request process with a single platform where employees can submit and managers can approve requests, ensuring entitlements are tracked accurately. * **Tiered Notification System** Prioritise your preferred casual employees to maintain consistency and trust within your workforce while saving time during shift assignment. * **Real-Time Availability Updates** Workers can update their availability directly through the Simplifi app, giving managers immediate access to accurate data for quick decision-making. * **Proactive Leave Forecasting** Publish leave forecasts so casual staff can view and proactively fill upcoming opportunities, reducing the stress of last-minute scheduling. * **Stay Compliant** Simplifi will stop employees who are not compliant from entering your rosters. * **Seamless Communication Tools** Streamline communication with your casual workforce, making it easier to coordinate schedules, share updates, and resolve conflicts. # Clocking In & Out Source: https://docs.simplifi.work/clocking-in-and-out 2026 03 09 15 32 15 If you'd like staff to clock in and out, enable this module. If you'd like only specific staff and staff in specific departments to have to clock in and out, then enable clocking in and out and adjust which staff are bound by this rule below. If you'd like staff to clock in and out, you can change whether the staff can clock in and out on their own devices, as well as whether staff in selected roles or in all roles can clock in or out on their own devices. You can also adjust whether staff clock in and out of unpaid and paid breaks. ### Back to Back Shifts 2026 03 09 15 37 25 Where staff are working back to back shifts, we offer the option for them to be automatically clocked out of their first shift and be automatically clocked into their second shift.\ If this option is selected, they will only need to clock into their first shift and clock out of their second shift. If it is not selected they will need to clock in and out of both shifts. ### Time Tolerance Settings 2026 03 09 15 38 44 Under these settings you can configure how to trigger alert highlighting for clocking in & out times against timesheets. The tolerance times determine how many minutes a person can vary from the scheduled start and finish times before the timesheet is highlighted as an alert in the timesheet. The difference between these time tolerance settings and the time tolerance settings [contained in the payroll ](/payroll-settings)is that these will only show the time tolerance in the timesheet, whereas the payroll time tolerance settings will display a warning in the payroll module. ### Automated Clock In and Out Function 2026 03 09 15 43 16 The Automated clock in and out function allows you to automatically record when your staff arrive and leave the workplace.\ Note: For this function to work the staff member must have the Simplifi App installed and running on their phone with location services enabled. Set the location of where the staff member should clock in or register by dragging the marker on the map to the appropriate location. Then set the radius setting to determine when to clock the distance from the registration point to recognise the staff member when they are clocking either in or out. This time will be recorded and reported against each job. # Clocking In and Out Using Your Phone Source: https://docs.simplifi.work/clocking-in-and-out-using-your-phone There are multiple ways to clock in and out of your shifts. One option is using your phone, which will require you to grant additional permissions to the Simplifi Work App. If you prefer not to use your phone for clocking in and out, you can use the KIOSK to clock in and out for your shift. However, you can still use your phone for other functionalities within the Simplifi Work app. In order to clock in and out using your phone, you will need to be near a Simplifi Beacon. Your manager will tell you where these beacons are located. Clock In 1 1024x830 You’ll see the clocking in/out options only if: * Your phone’s Bluetooth is turned on. * You’ve given the Simplifi Work app permission to access your location.\ (Note: The App doesn’t track your location, but the app needs location access to check if you’re near a beacon.) * You’re within 2 metres of a beacon. If you’re rostered to work today, your shift details will show on the home screen. 1. When you’re ready to start, click **Clock In**. Clock In 2 576x1024 Once you’ve clocked in, the option to clock out will appear. 2. After clocking in, you’ll also see options to start a break or clock out. Clock In 3 **NOTE: The options to start a paid or unpaid break will only appear if your organisation requires you to clock out for these breaks.** Click **Clock Out** when you finish your shift. # Common Issues Source: https://docs.simplifi.work/common-issues Below are some of the most frequented guides. **Simplifi:** * [Forgot your password?](/how-to-change-your-password) * [Notifications not working?](/notifications-not-working) * [How to Add a New Admin User](https://docs.simplifi.work/how-to-add-a-new-user) * [One-Click Breaks](https://docs.simplifi.work/one-click-breaks) * [How to Terminate a Staff Member/Casual](https://docs.simplifi.work/how-to-terminate-a-staff-member-casual) * [How to Add a Staff Member to the Roster](https://docs.simplifi.work/how-to-add-a-staff-member-to-the-roster) * [How to Process a Shift Swap Request](https://docs.simplifi.work/how-to-process-a-shift-swap-request) * [How to Process a Leave Request](https://docs.simplifi.work/how-to-process-a-leave-request) **StaffSync:** * [Forgot your password?](https://docs.simplifi.work/how-to-change-your-password) * [I have added schools but they are still pending](https://docs.simplifi.work/i-have-added-schools-but-they-are-still-pending) * [I haven't been sent any jobs](https://docs.simplifi.work/i-havent-been-sent-any-jobs) * [How to adjust your work radius](/how-to-adjust-your-work-radius) # Installing The Simplifi App Source: https://docs.simplifi.work/employee-self-service **Download the Simplifi Work App Using One of the Methods Below:** Image Image **If you are viewing this on your phone:** Click the links below to download the app: * [Download for Apple Phones](https://apps.apple.com/nz/app/simplifi-work/id6740308596) * [Download for Android Phones](https://play.google.com/store/apps/details?id=simplifi.apps\&hl=en_NZ) **If you’re not viewing this on your phone:** Open the camera on your phone and scan the QR code below. Click the link that appears on your screen. Image Image # Errors Source: https://docs.simplifi.work/errors The Simplifi API is in **Developer Preview**. While not all features are finalised, we encourage you to explore and share your feedback — including thoughts on endpoint design, response structure, or areas where documentation could be clearer. The Simplifi API uses the standard HTTP response codes to indicate the success or failure of an API request. A response code in the 2xx range indicates success, while a response code in the 4xx range indicates an error that failed as a result of the information that was provided. Codes in the 5xx range are the result of an error with Simplifi's servers. | Code | Response | Explanation | | ---- | --------------------- | ---------------------------------------------------- | | 400 | Bad Request | Malformed request, invalid JSON | | 401 | Unauthorized | Missing or invalid token | | 403 | Forbidden | Valid token, but you cannot do this | | 404 | Not Found | The resource you are trying to access doesn't exist | | 409 | Conflict | The resource you are trying to create already exists | | 422 | Unprocessable Entity | Validation errors | | 429 | Too Many Requests | Your rate limit has been exceeded | | 500 | Internal Server Error | Something unexpected broke | | 502 | Bad Gateway | Upstream service failed | | 503 | Service Unavaliable | The Simplifi servers are down or overloaded | # Estimated Leave Liability Report Source: https://docs.simplifi.work/estimated-leave-liability-report ### Overview The estimated leave liability report details the project annual leave of your staff, as long as the estimated liability in dollars from that figure. Projected annual leave is that staff member's entitled leave and accrued leave balance added together. # Export Organisation Managers Report Source: https://docs.simplifi.work/export-site-managers-report ### Overview The organisation managers report gives you an overview of your organisation's managers and their departments in your organisation. | **Column** | Department | Department Code | Role | User Email | | --------------- | ---------------------------------------------- | ------------------------------------ | ----------------------------------------- | ------------------- | | **Description** | The department that this store manager manages | The payroll code for this department | The named role for the department manager | The manager's email | # Forgot Your Password? Source: https://docs.simplifi.work/forgot-your-password If you’ve forgotten your password, you can easily reset it from the login page. Simply click on **“Reset Password”** and follow the instructions. Reset Password 576x1024 # Generating Future Timesheets Source: https://docs.simplifi.work/generating-future-timesheets In some situations, managers may need to approve timesheets in advance. Simplifi generates timesheets on the current day, but you can configure it to create timesheets for future dates. #### **Permission Required** Only users at the head office with access to organisation settings can perform this action. #### **Steps to Generate Future Timesheets** 1. **Select “Our Profile”** 2. **Select “Payroll Settings”** 3. **Enter the Desired Date** – enter the date up to which you want future timesheets generated 4. **Select “Save Payroll Settings”** Once saved, you can open the Timesheet Approval module or the Payroll module to see timesheets up to the specified date. A7 1024x836 # Google/Apple Calendars Source: https://docs.simplifi.work/google-apple-calendars 2026 03 30 10 28 54 This feature has been **archived**. You can no longer connect an Apple or Google calendar. # Hours Worked by Department Report Source: https://docs.simplifi.work/hours-worked-by-department-report ### Overview The hours worked by department report details the amount of hours that have been worked per week by department. | **Column** | Department | Dates | Total | | --------------- | ------------------------------------- | ----------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------- | | **Description** | The department that the hours are for | All the dates that were selected in the time period. These dates each have the total amount of hours worked on that day | The total amount of hours worked across all the dates in the specific department | # How to Add a Manually Maintained Employee Source: https://docs.simplifi.work/how-to-add-a-manually-maintained-employee Example: Your company setup creates all your employee profiles through a sync with a Payroll System or HR System. In special circumstances where an employee is not in these systems and you wish them to be added to Simplifi, follow the steps below. Image 37 1024x232 1. Select **Staff** 2. Click on the text **‘Add New Staff and Casuals’** 3. Enter the email address of the employee you wish to add – this is to ensure they don’t already have an account with StaffSync 4. Select the **Search Icon** 5. If there are no search results – then Click – **Register New Casual**\ (If there are search results – then you can click to add their profile) Image 38 1024x461 1. Enter the **Employee’s Name** 2. Enter the **Last Name** 3. Enter the **Phone Number** 4. Enter the **Email Address** 5. Enter their **Address**. When you start typing in the employee’s address select from the options that will drop down – if unknown, you can just type in the suburb or city. 6. Select **Register Details**\ This should now open the **Employee Profile** Image 36 1024x840 1. In the Employee’s profile’s **General Details**, switch the ‘**Manually Maintained Staff**’ toggle to **YES**. If you do not do this, then when the Employee Central Sync next happens, this employee will be made inactive.\ \ Continue setting up this employee as you would normally Please Note: If you decide to add them to the Payroll or HR system later, make sure you add them using the exact email address you used to set up their Simplifi Manual Profile. When the system syncs employee details with Simplifi, the profiles will match up, and this employee will no longer be ‘Manually Maintained’ – this toggle will automatically switch to ‘No’. # How to Add a New Admin User Source: https://docs.simplifi.work/how-to-add-a-new-user You can either add an entirely new admin user to your organisation, or you can promote an existing staff member to a user. ### To promote a staff member to an admin user: 2026 03 09 12 15 28 1. Find the staff member on the **Our Staff** module. Press on their name 2026 03 09 12 17 26 2. Press the User toggle to **Yes** Depending on the type of your organisation, this toggle will look slightly different. For example, because when taking this screenshot we are logged into a supermarket demo account, it shows as a supermarket user; if we were logged in as a retirement village, it would say "Village User" 3. Press **Save Details.** You will get a pop-up reminding you that you have allowed this staff member to log on as an admin user for the organisation. Press **Yes** 2026 03 09 12 21 32 The staff member is now a user. ### To Create a New User from Scratch: 2026 03 09 13 17 42 1. Press **Add a New User** from the **Our Users** page 2. Enter their details including their name, email and phone number. 3. You can tick the relevant boxes that apply to this staff member. Most of these toggles apply to letting the user access certain modules or modify certain attributes 4. If you have department and role restrictions set up (contact us if you'd like to set this up) then select what departments and roles the user can access. 5. To save the user, press **Save Users Details** at the bottom. # How to Add a Second Location Source: https://docs.simplifi.work/how-to-add-a-second-location 2026 03 09 12 00 39 Your organisation might have another location other than the one set up under **Our Profile**. Under **Our Locations** on the **Our Profile** page, you can set up another location. Enter the location name, address and phone number at minimum to create the other location. If you would like to, you can show a default role for jobs that are published by the new location and any internal codes and payroll codes you would like to be used for reporting on this location. # How to Add a Staff Member to a Roster Source: https://docs.simplifi.work/how-to-add-a-staff-member-to-a-roster Screen Shot 2022 11 16 At 11 26 44 AM 1024x392 1. Select the **Rostering** button. 2. Select the Department. 3. Select the **Daily** view. A – This bar indicates, in 15-minute blocks, the number of staff you are over or under for that role. A tick indicates you have achieved your ideal roster for that block. 4. Click on the timeslot that you wish to start this new staff member from e.g. 8:30 am is selected as the start time in the above example. B – Green **+** indicates the staff member is available all day. Yellow + indicates the staff member is already rostered elsewhere, however, they can still be added to this roster at times they are available. 5. Click on the **+** to add the staff member to your roster. 6. Click on **Notify Changes** – StaffSync will notify the staff who have changes via push notifications on their phones. Note: The system automatically adds the shift from your selected slot time up until you no longer need a staff member; as per the example above, 8:30am to 3:00pm. You may wish to adjust the finish time of your shift. # How to Add a Staff Member to the Roster Source: https://docs.simplifi.work/how-to-add-a-staff-member-to-the-roster Roster1 1 1024x401 1. Select Rostering 2. Select the Daily View 3. Choose the Start timeslot next to the role you wish to add 4. Select the green plus next to the person you wish to add Image 4 1024x349 The shift is added from the start time you selected but to the end of the day 1. Select the shift 2. Enter the end time here 3. Select Save The shift is added with the default activity set for the role, with a lunch break if entitled. You may wish to add or change these timesheet activities. To do so: Image 3 1024x349(1) 1. Select the shift bar 2. Select the clock icon to bring up the timesheet R2(1) 1. Click this + button to add an activity to the top of the list 2. Select one of these + buttons to add an activity directly below 3. Choose from the list of activities 4. Enter the finish time of this activity 5. If you wish to notify the staff member of the change, switch this toggle to a yes 6. Select Save Details. # How to Add an Unpaid Break into Contracted Hours Source: https://docs.simplifi.work/how-to-add-an-unpaid-break-into-contracted-hours Image 7 1024x453 1. Select **Staff** 2. **Search** for the employee name 3. Select the **Employee** 4. Select **Rostering Details** 5. Click on the **+** Button – Make sure the contracted hours have already been added to this day first. You can only add Payroll Activities after the contracted hours have been added. Image 8 1004x1024 1. Click the **+** button in front of Payroll Activities **Three Times** – (In this example the button was clicked 3 times to add three activities)\ Please note this button won't appear if the contracted hours weren’t already set and saved 2. Set the **Activity** to Ordinary Time 3. Enter the **End time** of this Activity i.e. Start of Unpaid Break 4. Set the next **Activity** to Unpaid Break 5. Enter the **End time** of this Activity i.e. End of Unpaid Break 6. Set the next **Activity** to Ordinary Time 7. Enter the **End time of** this Activity i.e. Finish time of the shift 8. Switch the toggle to **‘YES**‘ to remove any previously created timesheets for this staff member and update any generated rosters 9. Select **Save Details** Image 9 1024x848 1. Click **Reapply Contracted Hours** 2. Select **Save/Update Details** # How to Add Lieu Earned, Overtime or Another Activity on the Roster Source: https://docs.simplifi.work/how-to-add-lieu-earned-overtime-or-another-activity-on-the-roster Screen Shot 2022 11 17 At 10 55 22 PM 1024x846 1. Select the **Rostering** button. 2. Select the Department. 3. Select the **Daily** view. 4. Click on the shift. 5. Click on the clock to edit the details of the shift. 6. Click the + to add another payroll activity. A. An extra activity table will now appear. 7. Choose an activity from the drop-down menu e.g. Lieu Earned, Overtime etc. 8. Adjust the end times accordingly. 9. Leave any comments for internal records. 10. Click **Save Payroll Details**. Note: The different colours of the shift bar represent different timesheet activities # How to Add, Move, Remove or Extend a Meal Break Source: https://docs.simplifi.work/how-to-add-move-remove-or-extend-a-meal-break Screen Shot 2022 11 17 At 2 26 33 PM 1024x527 1. Select the **Rostering** button. 2. Select the Department. 3. Select the **Daily** view. 4. Select **Start One-Click Meal Breaks**. A. Once you have selected the option to start the one-click breaks, this bar will now appear. 5. To add or move a meal break, click on the shift bar where you wish to insert the break or move it to. 6. To remove a meal break, click on the break on the shift bar. 7. Once the break has been inserted or removed, click on **Stop One-Click Breaks**. 8. To extend the meal break (e.g. from 30 mins to 1 hour), hover the mouse over the end of the break and drag it to the new finish time. 9. Click **Notify Changes** to send a notification to the staff member with roster changes. Note: When extending the meal break, the shift finish time will also be extended # How to Add, Move, Remove or Extend a Rest Break Source: https://docs.simplifi.work/how-to-add-move-remove-or-extend-a-rest-break Screen Shot 2022 11 17 At 10 25 44 PM 1024x494 1. Select the **Rostering** button. 2. Select the Department. 3. Select the **Daily** view. 4. Select **Start One-Click Rest Breaks**. 5. To add or move a rest break, click on the shift bar where you wish to insert the break or move it to. 6. To remove a rest break, click on the break on the shift bar. A. Once you have selected the option to start the one-click breaks, this bar will appear. B. You can choose to add two rest breaks next to each other if the staff member wants to combine the break. 7. Once the break has been inserted or removed, click on **Stop One-Click Breaks**. 8. Click **Notify Changes** to send a notification to the staff member with roster changes. Note: When extending the rest break, the shift finish time will also be extended # How to Add or Change Timesheet Activities Source: https://docs.simplifi.work/how-to-add-or-change-timesheet-activities The shift is added with the default activity set for the role, with a lunch break if entitled. You may wish to add or change these timesheet activities. To do so: Image 3 1024x349 1. Select the shift bar 2. Select the clock icon to bring up the timesheet R2 1. Click this + button to add an activity to the top of the list 2. Select one of these + buttons to add an activity directly below 3. Choose from the list of activities 4. Enter the finish time of this activity 5. If you wish to notify the staff member of the change, switch this toggle to a yes 6. Select Save Details. # How to adjust your work radius Source: https://docs.simplifi.work/how-to-adjust-your-work-radius 2026 05 19 13 15 01 2026 05 19 13 17 24 Your maximum travel distance is based off of your address, so if the circle on the map seems to be in the wrong location, check if your address is incorrect. # How to Allow for Future Approval of Timesheets Source: https://docs.simplifi.work/how-to-allow-for-future-approval-of-timesheets ## Overview In payroll settings you can allow timesheets to be approved ahead of time. The default setting for payroll is that timesheets can only be approved for jobs worked up to the date of approval.\ For one-off approvals that may be required in advance (e.g. over the Christmas break), simply enter a future date in the "Future Approval Date" field, and you will be able to approve all timesheets up to that date. ## How to: 2026 07 08 9 43 14 1. Press **Our Profile** 2. Press **Payroll Settings** 2026 07 08 9 45 16 3. Enter in the future approval date that you'd like # How to Amend a Timesheet Source: https://docs.simplifi.work/how-to-amend-a-timesheet Screen Shot 2022 11 25 At 12 11 35 AM 1024x649 1. Select the **Timesheets** button. 2. Select the date. 3. Select the timesheet you wish to view. 4. Enter the new start time the employee worked, e.g. the employee arrived late, or the employee was asked to start earlier etc. 5. Enter the new finish time the employee worked, e.g. the employee left early, or the employee was asked to work longer etc. A. Each of these sections represents a payroll activity. 6. Click here to add a new payroll activity line. 7. Choose the type of activity from the dropdown menu. 8. Edit the end times of the payroll activity. B. Hours to pay will be automatically calculated. C. If you wish to remove a payroll activity line, click on the red cross. 9. Enter a comment if you wish to leave extra notes. 10. Select **Save Timesheet Details**. 11. If you are ready to approve the timesheet, click **Approve timesheet**. # How to Approve a Timesheet Source: https://docs.simplifi.work/how-to-approve-a-timesheet-1 2024 05 28 11 57 37 1 1024x482 1. Select the Timesheet Module 2. Make sure all Filters are set to YES 3. Select ALL DATES\ ***A – Or select the Date you wish to view*** 4. Select the Timesheet 5. If you wish to change the time of the job you can change it by typing over the times\ ***B – If this casual did not work this day, and you wish to delete the timesheet – select Delete Timesheet*. *Please only use this function for your casual relievers only and not for any permanent staff timesheets*** 6. Select Save Timesheet Details 7. Select Approve Hours or Approve Timesheet\ \ Once you have clicked Approve Timesheet you can unapprove it by clicking on the same button. You are able to reverse and make changes until payroll have approved the timesheets. # How to Approve a Timesheet Source: https://docs.simplifi.work/how-to-approve-a-timesheet-2 Screen Shot 2022 11 25 At 12 01 56 AM 1024x401(1) 1. Select the **Timesheets** button. 2. Select the timesheet you wish to view. 3. Select **Approve Timesheet**. A. Select **Approve All Hours** to approve all the timesheets you are currently viewing. # How to Assign a Casual with Alternative Responses Source: https://docs.simplifi.work/how-to-assign-a-casual-with-alternative-responses Besides applying and declining a job, casuals can also apply with an alternative response. This means if you choose to assign them you will need to change the timesheets accordingly.\ \ Example: You have published a job for Monday – Friday but the casual has responded saying they can’t work Tuesday.\ You will need to assign the casual to the job, delete Tuesday's timesheet and then publish a separate job just for Tuesday to find another casual to fill that day. Image 8 1024x504 1. Click on the clock on the top right-hand side 2. Click View Job Image 9 1024x504 1. Read the alternative Response 2. Select the Green + to assign the reliever Image 10 1024x504 1. Expand the Timesheets to see all the timesheets for the job 2. Click on the timesheet you wish to amend or delete 2024 05 28 11 38 49 If the Casual requested to start or finish early 1. Alter the start and finish time 2. Select Save Image 11 If the Casual requested to not work a certain day – like this example: 1. Select Delete Timesheet Image 12 Select Yes to delete that timesheet # How to Assign a Reliever - Via Phone App Source: https://docs.simplifi.work/how-to-assign-a-reliver-via-phone-app Image 25 1. Select **Current Jobs** from your Home Screen 2. Select **View Jobs** Image 26 **Scroll Down**\ 3\. Select the **green +**\ next to the reliever you wish to assign 4. Select Yes – Assign this reliever # How to Assign a Staff Member/Casual to a Published Shift Source: https://docs.simplifi.work/how-to-assign-a-staff-member-casual-to-a-published-shift Screen Shot 2022 11 18 At 9 43 06 AM 1 1024x546 1. Select the **Rostering** button. 2. Select the Department. 3. Select the **Weekly** view. 4. You will see an asterisk where you have published a job – click on it. Screen Shot 2022 11 18 At 9 43 27 AM Casual job published to find replacement for absent staff. Screen Shot 2022 11 18 At 9 43 31 AM Casual job published for additional staff. A. A summary of the published job is displayed here. B. The responses to your job are displayed here. 5. To assign casuals to the shift, click on the green +. 6. Click **Assign to Job**. C. Click here to view the list of casuals who have not responded. You can assign a casual from this list, however, please ensure you have verbal confirmation from the casual before you do so. Note: The asterisk will disappear once you have filled the job # How to Assign the Company Manager Source: https://docs.simplifi.work/how-to-assign-the-company-manager Image 51 1024x516 1. Select **Our Profile** 2. Select **Our Users** 3. Select **Managers** 4. Use the dropdown list of your users to select the **Company Manager** 5. Click **Save Managers** # How to block out your calendar Source: https://docs.simplifi.work/how-to-block-out-your-calendar StaffSync lets you block out your calendar so that you are not available for jobs. You can find a guide on how to use it [here:](/managing-your-calendar) # How to Change Contracted Hours Source: https://docs.simplifi.work/how-to-change-contracted-hours Example: This employee works Wednesdays from 8:00 am to 5:30 pm, but starting from the 1st of October 2023, will be working from 9:00 am to 6:30 pm. Image 25 1024x955 1. Select **Staff** 2. **Search** for the employee 3. Select the **Employee** 4. Select **Rostering Details** 5. Click the **+** button next to the day you wish to remove hours from Image 29 1024x933(1) 1. Select the **date** you wish to remove these hours from 2. Make the changes to the contracted hours 3. Switch the toggle to **YES** to remove any previously created timesheets for this staff member and update any generated rosters 4. Select **Save Details** Image 30 1024x984 1. Select **Reapply Contracted Hours** 2. Select **Save / Update Details** **A. Here you will see this employee’s ‘New Hours’ are 9:00 am – 6:00 pm from 01/10/2023** # How to Change Decisions for a Leave Request Source: https://docs.simplifi.work/how-to-change-decisions-for-a-leave-request Screen Shot 2022 11 24 At 11 47 28 PM 1024x596 1. Select the **Leave** button. 2. **Select Approved or Declined Request**. 3. Click on the Leave Request you wish to view. You can make the following changes: A. Click here to change the type of leave you are approving. B. Add or change decision comments. C. Select Update Leave or Approve or Decline to change your decision. # How to Change the Shift Times on a Roster Source: https://docs.simplifi.work/how-to-change-the-shift-times-on-a-roster Image 5 1024x349 1. Select the shift 2. Enter the start time here 3. Enter the end time here 4. Select Save # How to Change the Times of a Shift Source: https://docs.simplifi.work/how-to-change-the-times-of-a-shift Screen Shot 2022 11 17 At 1 09 52 PM 1024x482 1. Select the **Rostering** button. 2. Select the Department. 3. Select the **Daily** view. 4. Click on the shift you wish to amend. A – This section displays all the shifts for this staff member in the current week. The shift you have selected to amend will have a blue line next to it. 5. Enter the new start time and/or finish time. 6. Click on the save icon. 7. Click on **Notify Changes** – StaffSync will notify staff who have changes via push notifications on their phones. # How to Clock In/Out on Behalf of a Staff Member Source: https://docs.simplifi.work/how-to-clock-in-out-on-behalf-of-a-staff-member Screen Shot 2022 11 24 At 10 38 31 PM 1024x626 1. Select the **Schedule** button. 2. Click on the clock icon. Screen Shot 2022 11 24 At 10 39 52 PM 3. Switch the **Override?** toggle to **Yes**. 4. Enter the time. 5. Select **Update Timesheet Details**. # How to Copy Contracted Hours to Other Days of the Week Source: https://docs.simplifi.work/how-to-copy-contracted-hours-to-other-days-of-the-week Image 22 1024x844 1. Select **Staff** 2. **Search** for the employee 3. Select the **Employee** 4. Select **Rostering Details** 5. Select the **Copy Icon** next to the day you wish to copy Image 23(1) 1. Select **Copy** next to the hours you wish to copy from that day 2. Choose the days you wish to copy these hours onto 3. Select **Copy Hours** Image 24 1024x889 1. Select **Reapply Contracted Hours** 2. Select **Save/Update Details** A. You will see the copied hours in the ‘New Hours’ section of the selected days # How to Create a New Loading/Deduction Source: https://docs.simplifi.work/how-to-create-a-new-loading-deduction 2026 03 09 10 03 53 Salary loadings/deductions allow adding extra amounts on top of base pay for costing/budgeting calculations (and where enabled, can also flow through timesheet/payroll processes depending on configuration). ## Creating a Travel Rate (Example) The following details an example of a travel to work salary loading. This rate will let staff members who live 20 kilometres away from this workplace be compensated. 1. Enter a **Description** for the Salary Loading. This is equivalent to the name of the salary loading. 2026 03 09 10 07 22 2. We are making a travel allowance, so tick yes on the top box. I want this loading to be optional, so I'm going to tick optional. 3. I want the travel rate to be rounded, so I am going to choose rounded. This loading is going to get applied to the base pay so I will select base pay. I want this loading to be in use right away instead of being archived, so I will mark it as in use. 4. Press **Save Loading Details** 2026 03 09 10 14 05 2026 03 09 10 14 05 5. Now I can scroll down and define what the loading option actually does. 6. I will enter another description. You can have multiple options for a loading/deduction. 7. I will select what activity this will be marked as on the timesheet. You may want to [set up a custom activity for this](/how-to-make-a-new-timesheet-activity) like we have with a custom activity called "Work Travel". 8. Pricing can be set up per job or with a pre-configured rate; we are going to set it up using pre-configured rates. 9. I want the distance to be calculated off of the staff's home address to the location of the job. If I wanted to manually enter the amount to be paid to the staff member, I would select the other option. 10. I want the rate to be \$0.40 per kilometre, so I will enter that in as well as the date I want this rate to be valid from, the threshold above which the travel allowance will be paid and the maximum amount per job and maximum amount per week. 11. After pressing **Save Option Details**, I have successfully saved and created a new loading rate. # How to Create a New Shift Source: https://docs.simplifi.work/how-to-create-a-new-shift You can create shifts under settings to easily assign workers to specific times of the day. ### Creating a New Nightfill Shift (Example) 2026 03 09 14 21 45 1. I will press **Create New Shift** to create a new shift. 2. Next I'm going to enter the details. The team will always know NF refers to nightfill, so I'm going to enter that as my short code. 3. I'm going to enter my start time and finish time, as well as the number of payroll hours, default activity and the rostering. It's a shift I want to be regularly rostered so I'm going to select **Yes** 4. I would like the retail assistant role to use this shift, so I will select that role and for the department; I would like it to be Checkouts, as I have not [set up ](/our-rostering-settings)the nightfill department yet. 5. This is an **All Day** shift, so I will select that toggle. An all day shift will be automatically generated by the system from the earliest starting shift time to the latest finishing shift time if you do not create one. 2026 03 09 14 34 04 Now the shift appears in my roster. # How to Create New Reporting Roles Source: https://docs.simplifi.work/how-to-create-new-reporting-roles Image 52 1024x518 1. Select **Our Profile** 2. Select **Our Users** 3. Select **Managers** 4. Click **‘Add a New Reporting Role’** 5. Enter the **Name** of this role 6. From your list of users, choose the user that occupies this role 7. Select **Save Manager**\ \ You can now find this role listed in your employee’s profile for you to select: Image 54 1024x728 1. Select **Staff** 2. Search for the employee’s name 3. Select the **Employee** 4. Select **General Details** 5. You can now choose your custom role from the list. This means that this employee’s timesheets and leave requests will be accessible only to the person you have selected for this custom role. Any users with payroll access can also access this employee’s timesheet and leave. No one else will be able to see this employee’s timesheet or leave. 6. Select **Save/Update Details** # How to Delete a Shift from the Roster Source: https://docs.simplifi.work/how-to-delete-a-shift-from-the-roster Screen Shot 2022 11 17 At 10 46 05 PM 1024x472 1. Select the **Rostering** button. 2. Select the Department. 3. Select the **Daily** view. 4. Click on the shift you wish to delete. 5. Click on the bin icon to delete the shift. 6. Click on **Notify Changes** – StaffSync will notify the staff who have changes via push notifications on their phones. # How to Edit or Cancel a Job Source: https://docs.simplifi.work/how-to-edit-or-cancel-a-job 2024 05 28 11 48 542 1024x495 1. Select the Calendar 2. Select the Date 3. Select the Job 4. Select Edit Job Details to Edit – Once you have edited the job make sure to go to the final step and click ‘Update this Job for me’\ **or** 5. If you wish to cancel the job – Select ‘Cancel This Job’ # How to Edit or Cancel a Published Shift Source: https://docs.simplifi.work/how-to-edit-or-cancel-a-published-shift Screen Shot 2022 11 18 At 10 07 36 AM 1024x472 1. Select the **Rostering** button. 2. Select the Department. 3. Select the **Weekly** view. 4. You will see an asterisk where you have published a job – click on it. 5. Click **Show the Job Notification**. Screen Shot 2022 11 18 At 10 07 44 AM 1024x994 6. If you wish to send a reminder notification to your casuals, click **Send A Reminder Notification**. 7. If you wish to send the job notification to some additional casuals, click **Notify More Casuals**. 8. If you wish to edit the job, click **Edit Job Details**. 9. If you wish to delete the job, click **Cancel This Job**. # How to Enable the Match Clock in Function Source: https://docs.simplifi.work/how-to-enable-the-match-clock-in-function ## Overview The Match Clock In/Out Times settings allow you to control how timesheet start and end times are recorded for staff in a department. When enabled, instead of a timesheet showing the times a staff member was rostered for, it will instead show the times they actually clocked in and out. You can choose to apply this to the start time, the end time, or both. ## How to turn it on 2026 07 08 9 15 23 1. Click **Our Profile** 2. Click **Rostering Settings** 2026 07 08 9 16 57 1 3. Click **Department Details** 4. Press the department that you'd like to turn the match clock-in function on for 2026 07 08 9 19 01 5. **Scroll down** and turn on the match clock-in function for the clock in or clock out time as appropriate # How to Endorse a Leave Request Source: https://docs.simplifi.work/how-to-endorse-a-leave-request How To Endorse A Leave Request 1024x397 1. Select the **Leave** button. 2. Select the leave request to be viewed. A. The details of the leave requested will be displayed here. B. Leave balances will be displayed here. 3. Click here to view any documents attached. C. The regular contract hours will be displayed here. 4. You may enter an Endorser comment here – this will be visible to the person approving leave. 5. Click on Endorse Leave or Decline Endorsement to record your decision or select save to capture any changes you have made. # How to Find an Employee's Profile Source: https://docs.simplifi.work/how-to-find-an-employees-profile Image 31 1024x455 1. Click **Staff** (If you cannot see the ‘**Staff**’ button, then you will need to ask your store administrator to grant you access) 2. Type in the name or partial name of the employee 3. Click the **Search Icon** 4. Select the **Employee** The employee’s profile will appear on the right-hand side. # How to Make a File Import Template Source: https://docs.simplifi.work/how-to-make-a-file-import-template To import custom files, you must first make a template to support this. For this tutorial, we will use an example Excel file that looks like this: 2026 03 03 11 41 04 2026 03 03 11 31 32 1. From the **Our Profile** tab, press **File Import Templates** 2. Press **Create New Template** You must then press **Browse** and upload the file you want to make a template for. This **must** be a **delimited file**. Delimited files are files where the data is structured by each line representing a record and each field being separated by a specific character such as a comma. If you are using **excel**, save your file as a **CSV** and upload this file. If you try to upload a file that is not delimited, you will get an error 2026 03 03 11 45 11 After uploading you will be met by this screen. Here you can configure settings as appropriate. Some settings may be automatically filled in for you, such as the file delimiter (comma for CSV files). * **B** If your files will have headers (as does our example file) then you need to turn on this box. If this is a master record, turn on that box as well and if you want to start using this template in your organisation, press **in use**. * **A** Fields will have restrictions on the type of data that can be inputted including the length and format. You can view any of these under the field descriptions box. Select an import field to see the restrictions as well as a description of what this data does. 2026 03 03 11 53 52 Next you need to match up the columns to their corresponding fields. After you have completed this, press **save import template.** 2026 03 03 12 00 37 Now pressing on the **Staff** module, you press **Import,** then import the file you want to import and see that using the template now works! Note that to create an employee record as an absolute minimum, the following information is required: **Employee Code or Payroll Code, First Name, Last Name, Email Address**. # How to Create a New Payroll Rule in the Engine Source: https://docs.simplifi.work/how-to-make-a-new-payroll-rule-in-the-engine 2026 03 03 15 51 37 The Payroll Rules Engine is Simplifi's logic that your system uses to decide how, when, and how much to pay each person. Simplifi automates this logic by applying the right rule to every timesheet, shift, and contract and allows you to define custom rules and logic for specific events. Start by filling in the name and validity dates. **Who** 2026 03 03 15 56 21 Who determines which people the rule will apply to. Select which rule is appropriate using the drop-downs. Remember that multiple rules can be created. **When** 2026 03 03 15 58 46 When determines the trigger for this rule to be applied. Multiple triggers can be made. **Then** 2026 03 03 16 00 00 Then determines what action to take based on the previous rules. # How to Make a New Timesheet Activity Source: https://docs.simplifi.work/how-to-make-a-new-timesheet-activity 2026 03 03 14 15 48 Timesheet activities are activities that can be added to a timesheet in place of hours worked. Activities can just be during a day e.g. lunch break, or replace a whole day e.g. sick leave. To make a new timesheet activity, press **Timesheet Activities** on the far left. Then press **New Activity** under the list of current timesheet activities. You will need to enter the payroll codes for the activity for it to be recognised by your payroll provider. Press **Save Activity Details** to save it as a new activity. # How to Make a User Inactive Source: https://docs.simplifi.work/how-to-make-a-user-inactive Image 46 1024x804 1. Select **Our Profile** 2. Select **Our Users** 3. Select **Edit** next to the user you wish to inactivate 4. Switch the **‘Active User’** toggle to **NO** 5. Select **Save User Details** # How to Mark an Absence on the Roster Source: https://docs.simplifi.work/how-to-mark-an-absence-on-the-roster R3 1024x340 1. Open the Rostering Module 2. Select the Daily View (this can be done from the weekly view too) 3. Select the Shift Bar 4. Select the First Aid Kit icon to mark an absence R4 1 1. Choose the time of absence – or leave as it is if the person is away for the whole shift 2. Select the type of leave 3. The Employee’s leave balance will be displayed here 4. Switch the toggle to No if you do not wish to find a replacement for this person. If left as Yes, when you select Record Leave you will be taken to the Job Publishing screen to publish the shift out to your casuals 5. If the toggle is Yes, here you can choose if the casual replacing this person does the exact shift as the absentee or something different 6. Select Record Leave # How to Process a Leave Request Source: https://docs.simplifi.work/how-to-process-a-leave-request Screen Shot 2022 11 24 At 11 43 35 PM 1024x665 1. Select the **Leave** button. A. Enter a (partial) name to filter on. 2. Select the leave request to be viewed. B. The details of the leave requested will be displayed here. C. Leave balances will be displayed here. 3. Click here to view any documents attached. D. The regular contract hours will be displayed here. 4. Leave this toggle as Yes – **Same Leave Each Day** if you wish to approve the same type of leave across all the days requested. 5. If you wish to change the leave type, you can do so here. D. If you switch the toggle to No – Different Leave Each Day, then you can individually select the type of leave to be approved for each individual day being applied for. 6. You may enter a decision comment here – this will be visible to the staff member. 7. If you wish to notify someone of this leave decision, enter their email address here. 8. If you wish to make a decision on a future date, then select the date you wish to park the decision until. 9. Select your Approve or Decline Leave or select save to capture the changes you have made. Note: If the leave applied for is an employee across multiple departments, each department manager needs to switch the toggle next to their departments to YES and then select SAVE. When all the departments have said YES, the approve button at the bottom of the page will be enabled. If you are the last manager to switch the toggle to YES then please make sure you then click APPROVE to approve the entire leave request. Note: If you have amended this rostered shift manually i.e. Ben is contracted to work for 6 hours on this day, however you have amended this shift for him to work 8 hours - then when you approve this leave, Ben will be approved for all the amended rostered hours as sick leave i.e. 8 hours of sick leave. Therefore, please make sure you check the hours rostered and the leave balance before approving leave. # How to Process a Shift Swap Request Source: https://docs.simplifi.work/how-to-process-a-shift-swap-request Screen Shot 2022 11 24 At 9 54 50 PM 1024x815 1. Select the **Rostering button** – if this button has a number on the top left corner, it indicates there are swap requests waiting for you to action. Screen Shot 2022 11 27 At 1 33 22 PM 2. Select **View Swap Requests**. 3. Select the Request you wish to view. 4. Click one of the decisions: * Approve Request – Remove the timesheet and you will find a replacement. * Approve Request – Swap timesheets with an alternative provided by the Requester or Give Extra Shift. * Decline Request – They are still required to work. 5. Enter any comments you wish to send the Requester. 6. Select **Save Decision & Notify Staff**. 7. Select **Close**. # How to Promote an Employee to a User Source: https://docs.simplifi.work/how-to-promote-an-employee-to-a-user This will allow this employee to log in as both a staff member and as a company user. Image 39 1024x836 1. Select **Staff** 2. Search for the employee’s name 3. Select the employee 4. Switch the ‘**Company User**‘ toggle to **YES** 5. Click **Save / Update Details** Image 40 1. Click **Yes** Image 41 1024x802 1. Select **Our Profile** 2. Select **Our Users** 3. Select **Edit** next to the user you wish to edit 4. Use the form here to grant or restrict access 5. Click **Save User Details** # How to Publish a Job Source: https://docs.simplifi.work/how-to-publish-a-job Publishing A Job allows you to send a job to a list of casuals in your organisation. They will receive a push notification on their phones and will be able to choose 1 of 4 responses. Depending on how you have published the job, either you can assign a casual of your choosing once they have responded or Simplifi will assign the first casual that responded positively to your job. 2024 05 28 10 40 01 1024x326 1. Click Publish Job 2. Choose the Role 3. Select Create a New Notice 2024 05 28 10 43 13 1024x504 **Notice Details** 1. Select a Specific Date or a Range of Dates 2. Choose a Standard time or enter the time of the shift 3. Enter the number of Casuals you seek for this job 4. Enter a Job Title 5. Enter any Notes (optional) 6. Click Next 2024 05 28 10 44 03 1 1024x591 **Casuals to be Notified** 1. Switch the Toggle to YES to see individual casuals 2. Click on the green + to add a casual to the list of people being notified 3. Set a time delay if needed and click + to add the time delay to the notice 4. Click on the green + next to the group to include ALL your preferred casuals to the list being notified 5. Select Next Image 1 1024x504 **Successful Casual Response** – This will be automatically sent to the casual that was successful for the job 1. You may edit these fields if you wish to 2. Click Next Image 3 1024x504 **Publish Job** 1. Choose your method of selecting the successful casual\ Automatically select the first casual that positively responds to the job notification\ Let me choose from all the positive responses received 2. Select Publish a Job Once the job is published you can choose one of the three options Image 4 1 # How to Publish a Job for Additional Casual Staff (via Roster) Source: https://docs.simplifi.work/how-to-publish-a-job-for-additional-casual-staff-via-roster Screen Shot 2022 11 18 At 9 31 50 AM 1024x348 1. Select the **Rostering** button. 2. Select the Department. 3. Select the **Daily** view. 4. Click on the timeslot you wish this shift to start from e.g. 6:30 am – which is selected as the start time in the above example. 5. Click **Publish a Job Notification**. Simplifi Casual Job Publishing Wizard will now open. Screen Shot 2022 11 18 At 9 31 59 AM 1 1024x340 Note: Most of these fields will be pre-filled, only make changes if required 6. Click on the date field if you wish to change the date of the job. 7. Enter the shift start and finish times. 8. Enter the number of workers you require. 9. Choose the Department. 10. Overwrite if you wish to change the job title. Note: if you have changed the date of the job, make sure you change the date here as well. 11. Enter any notes you wish to publish for this job. 12. Select **Next** to proceed to the next step. Screen Shot 2022 11 18 At 9 32 15 AM 1024x316 13. Switch the toggle to Yes to show individual workers to be selected. A. If the staff member is unavailable for this shift, their details will be greyed out. 14. To select workers to publish to, click on the green + icon. B. Click on the red x to remove a staff member or a time delay. 15. To send the job notification to additional workers at a later time, click on the grey + to add a time delay and then continue selecting the green + next to the workers you wish to notify. 16. Use the dropdown menu if you wish to publish the job to staff with other roles. 17. Click **Next** to proceed to the next step. Screen Shot 2022 11 18 At 9 32 23 AM 1024x345 18. You have two options to choose how the successful worker will be selected. The default option is that you can choose from any of the positive responses you receive. The second option is that the system will allocate the job to the first worker that applies for the job. C. Simply choose the option that meets your needs. D. Check the summary of the job you are about to publish here. 19. Select Publish this job. # How to Publish a Job - Via Phone App Source: https://docs.simplifi.work/how-to-publish-a-job-via-phone-app Image 20 1. Select Current Jobs from your App Home Page 2. Select a Role 3. Select **Create a new Notice** Image 21 4. Choose a single date or a date range 5. Enter the Start and End Time of the job\ **Scroll Down** 6. Enter the number of Casuals you seek 7. Enter the Job Title 8. Enter any notes for all the Casuals notified – Optional 9. Select Next Image 22 10. Switch the Toggle to YES to see individual casuals 11. Click on the green + to add a casual to the list of people being notified 12. Set a time delay if needed and click + to add the time delay to the notice 13. Click on the green + next to the group to include ALL your preferred casuals to the list being notified 14. Select Next 15. You may edit these fields if you wish to 16. Select Next Image 23 17. Choose your method of selecting the successful casual\ Automatically select the first casual that positively responds to the job notification\ Let me choose from all the positive responses received 18. Select Publish a Job 19. Select ‘No- I’ll monitor this job now’ # How to Reactivate a User Source: https://docs.simplifi.work/how-to-reactivate-a-user Image 47 1024x811 1. Select **Our Profile** 2. Select **Our Users** 3. Switch the toggle ‘**Show inactive users too?**’ to **YES**. (The list of users below will now include inactive users.) 4. Select **Edit** next to the user you wish to activate 5. Switch the **‘Active User’** toggle to **YES** 6. Select **Save User Details** # How to Record Leave for a Staff Member Source: https://docs.simplifi.work/how-to-record-leave-for-a-staff-member Screen Shot 2022 11 24 At 11 29 42 PM 1024x607 1. Select the **Schedule** button. 2. Click on the drop-down menu. 3. Select **Record as Leave and Optionally Find Replacement**. 4. Enter the time and duration of the leave. If the staff member is absent for the entire shift, you may leave this unchanged. A. If the staff member will be taking the next few days off, enter the date range here. 5. Select the type of leave to be recorded. 6. Switch the toggle to **Yes** if you wish to find a replacement. If not, switch the toggle to **No** and continue to step 8. 7. Select the first option. **The casual will have the same schedule of activities as the staff member they are replacing.** 8. Select **Record Leave** Screen Shot 2022 11 24 At 11 29 48 PM 1024x98 Screen Shot 2022 11 24 At 11 29 53 PM 1024x290 # How to Remove Contracted Hours from a Day Source: https://docs.simplifi.work/how-to-remove-contracted-hours-from-a-day Example: This employee works on Wednesdays from 8:00 am to 5:30 pm, but starting from the 27th of September 2023, will no longer be working on Wednesdays. Image 25 1024x955(2) 1. Select **Staff** 2. **Search** for the employee 3. Select the **Employee** 4. Select **Rostering Details** 5. Click the **+** button next to the day you wish to remove hours from Image 26 1024x919 1. Select the **date** you wish to remove these hours from 2. Click the red **‘x’** button 3. Switch the toggle to **YES** to remove any previously created timesheets for this staff member and update any generated rosters 4. Select **Save Details** Image 28 1024x984 1. Select **Reapply Contracted Hours** 2. Select **Save / Update Details** **A. Here you will see this employee is ‘Not Working’ from 29/09/2023** **B. If you wish to remove future contracted hours, you simply need to select the red \[-] in front of these hours** # How to request to become a preferred reliever at a school Source: https://docs.simplifi.work/how-to-request-to-bceome-active-at-a-school 2026 05 19 12 26 23 2026 05 19 12 27 19 You will need to fill out your details for the school, then press **Request Preferred Reliever Status** You will only see schools that are in your work radius. If you would like to adjust this, click here # How to Reset an Employee's Password Source: https://docs.simplifi.work/how-to-reset-an-employees-password Image 32 1024x455 1. Click **Staff** (If you can not see this ‘Staff’ button, you will need to ask your store administrator to grant you access) 2. Type in the name or partial name of the employee 3. Click the **Search Icon** 4. Select the **Employee** 5. Select **Reset Password** **A. Please note that you are only able to reset the password for employees who use a personal email address that is not associated with the company single sign-on** Image 33 1. Select – **Yes - Reset their Password** Image 34 1. Select **OK** The password will be reset to the employee’s first name in lowercase. # How to reset your password Source: https://docs.simplifi.work/how-to-reset-your-password 2026 05 19 13 26 53 2026 05 19 13 26 53 2026 05 19 13 30 44 2026 05 19 13 32 21 # How to Send a Shift Reminder to a Staff Member Source: https://docs.simplifi.work/how-to-send-a-shift-reminder-to-a-staff-member Screen Shot 2022 11 24 At 10 25 44 PM 1024x430 1. Select the **Schedule** button. 2. Click to open a drop-down menu. 3. Select **Send Reminder**. # How to Set a Start Date for a Staff Member Source: https://docs.simplifi.work/how-to-set-a-start-date-for-a-staff-member An employee start date tells Simplifi when a staff member is available to work. Once set, the system will not allow them to be rostered on any date before that date. If no start date is set, the staff member behaves as normal with no restrictions. You only need to set a start date if the person is not yet available to be rostered ## How to set a start date 2026 07 16 16 04 49 1 ## What happens once a start date is set Once saved, the start date affects rostering in the following ways: | Area | Behaviour | | :------------------------------- | :-------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Schedule — Quick Roster** | The staff member cannot be assigned a shift before their start date. Once started, they also cannot be retrospectively assigned a shift before that date. | | **Rostering — Manual** | Clicking a date before the start date to roster the staff member will be blocked. | | **Rostering — Contracted Hours** | The contracted hours generation skips any dates that fall before the staff member's start date. | The staff member's roster tile will display a **"has not started"** message if you attempt to assign them to a date before their start date ## Setting up contracted hours before the start date You can still set up contracted hours for a staff member before their start date arrives. This is useful when you want to plan their roster in advance. Contracted hours assigned before the start date will **not** generate timesheets for dates prior to the start date — but they will appear correctly on the roster from the start date onwards. This means you can complete the staff member's rostering setup during onboarding without it showing them as available before they begin. If contracted hours are set up and a start date is **then added afterwards**, any timesheets that may have already been generated before the start date will be cleared ## Removing or changing the start date To update or remove a start date, return to the **Key Dates** section of the staff member's profile, update the field, and save. Removing the start date entirely restores normal rostering behaviour with no date restrictions. # How to Set Up a New Employee from a Sync Source: https://docs.simplifi.work/how-to-set-up-a-new-employee-from-a-sync Simplifi can use an API Sync to create employee profiles from another data source. i.e. Payroll System or HR System etc.\ This guide helps you set up a new employee that has come through to Simplifi via a Sync Image 13 1024x840 1. Click **Staff** (If you can not see this ‘Staff’ button, then you will need to ask your store administrator to grant you access) 2. Type in the name or partial name of the employee 3. Click **Search** 4. Select the **Employee** 5. Select **General Details** 6. Select the **Home Department** – (Your organisation may not be using this field – if missing, please ignore this step) 7. Select All the **Departments** this employee can work in 8. Select All the **Roles** this employee can undertake 9. If there is a Maximum Hours limit for this employee enter it here 10. Select the role this person reports to 11. Click **Save/Update Details** **A. This is the email address this employee will need to use to log into Simplifi. If this email address is incorrect, you will need to amend it in the Data source we have Sync’d with – i.e. Payroll System, HR System etc.**\ **Simplifi will be updated with the new information in the next sync**. Image 14 1024x463 1. Select **Payroll Details** **B. This is the Payroll ID number of this employee. When using the KIOSK to clock in, they will need to use this number. If this number is incorrect, then you will need to make the changes in the Data source we have Sync’d with – i.e. Payroll System, HR System etc.**\ **StaffSync will be updated with the new information in the next sync**. Image 15 1024x755 1. Select **Rostering Detail** 2. **Do you want to roster this person for work?**\ If **YES** – this employee is identified in StaffSync as **‘Staff’** and you will be able to roster them\ If **NO** – this employee is identified in StaffSync as **‘Casual’** and you will not be able to roster them, you will have to publish a job notification to them 3. **Do you want this person to work additional hours outside their rostered hours?**\ If **‘YES**‘ – this person will receive job notifications for additional shifts 4. **Can this person create their own timesheet?**\ Normally this is set as **‘YES**‘ for department managers, this allows this staff member to create a shift for themselves to work 5. Select **Save/Update Details** # How to Set Up Contracted Hours with Multiple Shifts Source: https://docs.simplifi.work/how-to-set-up-contracted-hours-with-multiple-shifts Example: This employee has a permanent roster where they work in the bakery as a bakery assistant from 8:00 am to 12:00 pm, and then in the butchery as a butchery assistant from 12:00 pm to 5:00 pm. Image 16 1024x452 1. Select **Staff** 2. **Search** the name of the employee 3. Select the **Employee** 4. Select **Rostering Details** 5. Select the **+** button next to the day you wish to add contracted hours to Image 17 1024x631 1. Select the **date** these hours are valid from 2. Select **Add Contracted Hours** Image 18 1024x918 1. Select the **Department** 2. Select the **Job Role** 3. Enter the **Start time** of the first shift 4. Enter the **End time** of the first shift 5. Select **Add Contracted Hours** to add the next shift Image 19 932x1024 1. Select the **Department** 2. Select the **Job Role** 3. Enter the **Start time** of the second shift 4. Enter the **End time** of the second shift 5. Switch the toggle to ‘**YES’** to remove any previously created timesheets for this staff member and update any generated rosters 6. Select **Save Details** **A. If you wish to add a third shift, click ‘Add Contracted Hours‘ again and enter the details of the third shift** Image 21 1024x858 1. Click **Reapply Contracted Hours** 2. Select **Save/Update Details** **B. The contracted hours you have added should appear here under the ‘New Hours’ Column** # How to Set Up new Contracted Hours Source: https://docs.simplifi.work/how-to-set-up-new-contracted-hours Image 3 1024x844 1. Click **Staff** (If you cannot see the ‘Staff’ button, then you will need to ask your store administrator to grant you access) 2. Type in the name or partial name of the employee 3. Click **Search** 4. Select the **Employee** 5. Select **Rostering Details** 6. “Does this person have a fixed contract for the number of hours to be worked each day?”\ Switch the toggle to ‘**YES**‘ 7. Select the number of weeks pattern for this roster (most of the employees tend to have a 1-week pattern) 8. If you have selected more than 1 week pattern then you can choose which week you are going to build the roster for 9. Under the day of the week you wish to add a Standard Contracted Hour for, click the + icon\ (A pop-up window will appear) Image 4 1024x631 1. Select the **Date** in which this is valid from 2. Click Add **Contracted Hours** Image 5 1024x917 1. Select the **Department** 2. Select the **Job Role** 3. Enter the **Start time** 4. Enter the **End time** 5. Switch the toggle to ‘**YES**‘ to remove any previously created timesheets for this staff member and update any generated rosters 6. Select **Save Details** Image 6 1024x848 **A. You will now see the added contracted hours here.** 1. Click **Save / Update Details** # How to Terminate a Staff Member/Casual Source: https://docs.simplifi.work/how-to-terminate-a-staff-member-casual **Please note:** If you are using Simplifi with a Payroll API, the termination of a staff member will happen automatically on the first payroll data sync after you terminate them in your payroll system. This guide is only for manually maintained staff. There are two termination options available to you: 1. Terminate Effective Immediately 2. Terminate on a Future Date ### **How to Terminate Effective Immediately** 1. Select Staff Module 2. Open the Staff Profile 3. Select Work History 4. Change the status from Active to Terminated. This will remove them from all rosters and casual jobs starting the day after termination. 2024 07 11 9 32 25 1024x492 ### **How to Terminate on a future date** 1. Select Staff Module 2. Open the Staff Profile 3. Select Work History 4. Enter their last day of work\ This will remove them from all rosters and casual jobs starting the day after termination. 5. Select **Update Termination Details** **A – Please leave this toggle as Active! – It will automatically switch to Terminated on the date of termination.** 2024 07 11 9 32 251 1024x492 # How to Unapprove a Timesheet Source: https://docs.simplifi.work/how-to-unapprove-a-timesheet Screen Shot 2022 11 25 At 12 03 31 AM 1024x402 1. Select the **Timesheets** button. 2. Switch this toggle to **Yes** to view the approved timesheets. 3. Select the date. 4. Select the timesheet you wish to view. 5. Select **Reverse Approval**. # How to Unassign a Casual from a Job Source: https://docs.simplifi.work/how-to-unassign-a-casual-from-a-job 2024 05 28 11 48 54 1024x495 1. Select Calendar 2. Select the Date of the Job 3. Select the Job 4. Click the X button next to the Casual you wish to unassign Image 14 Image 14 5. Enter in a reason for unassigning the casual if you would like to 6. Press **Remove this Casual** # How to Update your Compliance Source: https://docs.simplifi.work/how-to-update-your-compliance To update your compliance: 2026 05 19 9 37 28 1. Press **Compliance** 2. Press the compliance registration requirement 2026 03 30 13 08 39 1 3. Enter the registration requirement details 4. Press **Save My Details** # How to View a Timesheet Source: https://docs.simplifi.work/how-to-view-a-timesheet Screen Shot 2022 11 24 At 11 57 49 PM 1024x641 1. Select the Timesheets button. **Filters:** A. **Timesheet Type Filters** – Switch these toggles on and off to filter the timesheets you wish to view. B. **Specific Date Filter** – Select a date on this timeline to view timesheets associated with that day. C. **All Date Filter** – Switch this toggle to **All** to view all timesheets, regardless of dates. D. **Name Department and Role Filter** – Use the text box to type a full or partial name. Use the dropdown boxes to select a department or a role you are filtering on. E. If a timesheet is flagged for any reason, there will be a coloured outline around this box. Red – Clock in/out variance. Blue – Forgot to clock in/out or the timesheet contains a flagged activity i.e. annual leave. 2. Select the timesheet you wish to view. F. Any warnings or errors will pop up in this yellow box. G. These are the times that the staff member was rostered for work. H. These are the times clocked in and out by the staff member. I. This is where your staff member’s request to modify their worked hours via their StaffSync app will appear. J. Regardless of what was worked, this section is the actual timesheet information that will be passed onto the payroll provider for payment processing – unless modified by you. K. Click here if you wish to view the Audit Trail for this timesheet. # How to View the Daily Schedule Source: https://docs.simplifi.work/how-to-view-the-daily-schedule Screen Shot 2022 11 24 At 10 01 57 PM 1024x429 1. Select the Schedule button. A. To view the schedule for a specific day, select the date from the timeline. B. To view the schedule for a specific date in the future or past, you can click here and select the date from the calendar. C. Use the dropdown menu to choose between the daily and weekly views. D. Select a single department, or select **All Departments** to view the schedule of all the departments you have access to. E. This blue line indicates the staff member has clocked in. The circle at the front marks the clock in time and the circle at the end marks the clock out time. F. This clock icon indicates the status of the employees clocking in or out. Screen Shot 2022 11 24 At 10 02 44 PM # January 2026 Source: https://docs.simplifi.work/january-2026 ## **Audit for Departmental Approval on Leave Requests** Leave requests now include an audit trail showing when rooms or departments approve or withdraw approval. This is especially helpful for organisations where staff work across multiple departments, giving better visibility and accountability. Image ## **Job Replacements for Part-Day leave** When a staff member requests part-day leave, any replacement job will now automatically match the leave times. ## **Leave Warnings When Balances May Go Negative** You can now enable a warning to appear when approving leave that would put a staff member’s leave balance into the negative. When turned on, approvers will see a warning if there isn’t enough leave available, but can still choose to proceed if needed. Image For Annual Leave, the system will use a projected balance (where available) to give a more accurate picture. If no projected balance exists, it will check the current balance minus any already approved leave. **Please note:** If a leave type is set up so balances are hidden from managers or users, this warning will not appear. If you wish to enable this feature, please contact us. ## **Limit Leave Activities to Users with Leave‑Approval Access** A new option allows you to limit who can add leave activities directly to timesheets. This helps prevent leave being added without proper approval. When enabled, only users with leave approval access will be able to add leave activities. This setting only applies to activities marked as *Leave*. Image Users without approval access can still see leave that has been added through approved requests and may remove it if needed, but they won’t be able to add it back. ## **Mark Timesheets as Processed (Without Sending to Payroll)** Authorised users can now mark timesheets as processed directly from the Payroll module. This is useful when a timesheet is complete but doesn’t need to be sent to your payroll provider. A confirmation message makes this clear before the action is applied, and access follows your existing timesheet processing permissions. Image ## **Option to Turn Off Automatic Breaks for Contracted Hours** You can now choose to turn off automatically added breaks when setting up contracted hours. When enabled, timesheets created from that contracted hours setup won’t include default breaks. This is ideal for back-to-back scheduling, giving you full control to add breaks exactly where they’re needed. Image ## **Processed Timesheets** Processed timesheets are now clearly marked, showing the pay period they were processed in, making them quicker and easier to identify at a glance. Image ## **Rostering Summary – Only Shows Shifts Starting That Day** The rostering summary now only shows shifts that *start* on the selected day. Overnight shifts that began the day before are no longer included, making the daily view simpler and clearer. ## **Shift details view in Rostering** A new mouse‑over tooltip has been added to the shift icon, displaying the shift times and the default activity (if one exists). This provides clearer visibility before assigning a staff member to a shift. ## **Time & Attendance Report – All Timesheets** This report now includes two new enhancements: * **Total Timesheet Hours** column, displaying the total payroll hours for each timesheet. * **Role** column, showing the role associated with the timesheet. ## **Bug Fixes** The following software bugs will be resolved as part of this release. The items listed below are the **titles of the related jobs**. If you would like more detail on any of these fixes, please refer to your organisation’s [**Monday.com**](http://Monday.com) board or **contact us directly**. * Break Replacements not working for Pub Holidays * Client number required row duplicates when altering roster * Contracted Hours set up allowed overlapping times * Create own timesheets – old orgs showing * Empty notifications settings form not being processed correctly * Expanding Reliever Details on Broadcast * File downloads not sanitising org names * Integration sections NOE bug * Leave / Schedule filter issues * Leave Balance tab throws error if no org * Leave is not turned off for local orgs if deactivated at HO * Leave Report Issues * Leave Request timesheet dictionaries not in sync * Leave Requests made by timesheet modification not deleting * Orgs who have Leave Settings at HO can’t access additional users * Part-day hours bug * Payroll Report – Leave without Pay hours not showing all tabs * Prevent date change for jobs published to fill replacements * Print Roster not separating days * Publishing Jobs for Multi-day replacements from schedule * Room/Role/Shift mismatches when saving Timesheets * Shift Swap availability bug * Terminated Employees in previous weeks not showing * Timesheet Approval Notification job scheduling multiple times * Updating modified leave throws error if ts is processed # Job Cancellations Report Source: https://docs.simplifi.work/job-cancellations-report ### Overview The job cancellation summary report details any jobs that were created by a staff member and cancelled in the selected time period. | **Column** | Title | Job Number | Created By | Date from | Date to | Assigned | Total Timesheets | Total Hours | Role | Cancelled By | Cancellation Date | Details | | --------------- | ------------------------------ | -------------------------------- | ------------------- | ----------------------------- | ------------------------------ | -------------------------------------------------- | -------------------------------------------------- | --------------------------------- | ------------------------ | -------------------------------------- | ------------------------------------------ | ------------------------------------------------------------------------ | | **Description** | The title of the cancelled job | The number for the cancelled job | Who created the job | The starting date for the job | The finishing date for the job | The person assigned to the job before cancellation | The number of timesheets that this job will create | The total number of hours job has | The role this job is for | The staff member who cancelled the job | The date and time the job was cancelled on | Any additional notes provided by the staff member that cancelled the job | # Information Fields Source: https://docs.simplifi.work/job-information-fields When you post job notices, approve timesheets or hire new staff you are able to record information with each job/timesheet/staff member for your own records that you do or do not want to share with the staff. For example, say I want to collect information on whether a job has been approved by my store manager or not. I will enter the name of the field, as well as help text for my staff so that they don't forget what this field is referring to. After this, I will tick the relevant boxes for this field. 2026 03 30 10 44 32 Next I will choose what type of display the field is for. At **1** you can select this, and view a preview of what the field display will look like underneath. Now that I'm happy with the checkbox field, at **2** I will press **New Option** to add a new option, enter the name, and press **Save Option**. 2026 03 30 10 46 23 You can also select for what roles the job is created for that the question must be asked. For example, if I wanted to only make the store manager's approval be required to be noted when making a job for the assistant manager, I'd untick every role but the assistant manager. 2026 03 30 10 52 58 **Staff Member/Staff Access** denotes whether the staff member can view the field on the job offer. 2026 03 30 10 58 33 2026 03 30 10 56 31 *This is what it would look like if your field is set to view only.* Press **Save Field** to save the custom field, and now when we create a new job, our field appears for the relevant roles! 2026 03 30 11 01 12 The process for timesheets and staff information fields is still the same, but they have slightly different options available to them such as the staff access option being able to be set to view and edit on a staff information field. # Leave Management Overview Source: https://docs.simplifi.work/leave-management-overview-1 Handling leave requests and approvals can often feel like a logistical headache. Simplifi’s Leave Management module simplifies the process by providing a centralised, user-friendly system that benefits both managers and employees. By streamlining administration and offering visibility into leave trends, it helps maintain smooth operations without sacrificing flexibility. * **Centralised Leave System** Simplify the leave request process with a single platform where employees can submit and managers can approve requests, ensuring entitlements are tracked accurately. * **Real-Time Visibility** Managers gain instant access to team-wide leave calendars and up-to-date leave balances, enabling better decision-making and planning. * **Employee & Manager Access** Employees can independently submit leave requests, while managers have the flexibility to create leave entries on behalf of their team, ensuring everyone’s needs are met. * **Organisation-Wide Leave Calendars** Keep a clear view of leave trends and patterns across your entire organisation, supporting effective workforce planning and preventing scheduling conflicts. * **Automated Approval Workflows** Notifications for higher-level or head-office approvals streamline the process, ensuring consistency and reducing administrative delays. * **API Integrations** Seamless API integrations with leading payroll providers, enabling the two-way transfer of employee payroll and leave data. # Managing Leave Source: https://docs.simplifi.work/managing-leave To submit a leave request, follow these simple steps: Select the **Menu** and choose **Leave Request**. Leave Request * **A.** Here, you’ll see a list of your recent leave requests and their status. You can click on any pending requests to make changes or cancel them. 1. If you work at multiple locations, select the location you wish to send your request to. 2. Select **Create New Leave Request**. * **B.** Here, you can also check your **Leave Balances**. 3. Enter the **Leave Type** 4. Enter the **Date Range**. 5. If you’re applying for a full day off, set the toggle to **YES**. If you’re applying for part of the day, set the toggle to **NO** and enter the time range. 6. Attach any **Supporting Documents** (optional). 7. Add any **Comments** (if needed). 8. Select **Send Leave Request** to submit your request. Leave Rquest 1 622x1024 # Managing Schedules with the Multi-Period Shift Option Source: https://docs.simplifi.work/managing-schedules-with-the-multi-period-shift-option ### **Overview** Secondary schools often operate with different scheduling and pay structures compared to primary and intermediate schools. Instead of a standard full-day rate, relievers are usually paid per period. To better support this, there is now an option to select multiple periods for a single job posting. The new multiple-shift selection feature removes uncertainty about when relievers are expected to work and makes payroll hours clearer. It creates better alignment between schools and relievers, particularly in complex scheduling situations. To use this feature, contact your BDM or StaffSync Customer Support to turn on “Periods” and set up the individual periods (with start, finish, and payroll hours). ### **Publishing Jobs with Periods** In the **Job Publishing Wizard**, schools with configurable periods will see a third Time option called **“Periods”**. 1. Under the Notice Details tab, select “Periods” 2. **Time**: Choose a shift from the dropdown (normally only one). 3. **Periods**: Select the periods to include (choose as many as needed). 4. **From/To times**: The system automatically sets the job duration from the first selected period’s start to the last selected period’s finish. (**Example:** If Period 2 (9:30 am – 10:30 am) and Period 4 (11:15 am – 12:30 pm) are chosen, the displayed time will be 9:30 am – 12:30 pm.) * Start/Finish times update automatically but can be overridden if a reliever should arrive earlier. * Times must still cover all selected periods. For example, if the first period starts at 8:15 am, the job cannot start at 8:30 am. * Overlapping periods cannot be saved. Publishing A Job With Periods 1024x611 2. **Hours (per day)** update automatically, based on the payroll hours of the selected periods. * If fixed payroll hours are enabled, this value can still be overridden. * Useful for agreements where extra pay is given if there’s a large gap between periods. 3. The rest of the publishing process is unchanged. * Job notifications will now show a clear breakdown of the selected periods. * All job details on the organisation side will display this information as well. 69ea04c9e923844e2bbd0644 69ea02d85f0b2fd648f3af03 Publishing A Job With Periods Information 1024x558 ### **Enhancements in Timesheets and Schedule** **Timesheets:** The layout now shows periods instead of activities, making it easier to understand which periods were worked. Timesheets Update **Schedule Module:** The schedule bar has been updated so that if an activity is tied to a period, the period name will display alongside the time. Schedule Update 1024x536(1) This feature makes it easy to see at a glance which relievers are scheduled for each period, provided schools have it enabled. # Managing Your Calendar Source: https://docs.simplifi.work/managing-your-calendar Simplifi lets you manage your calendar easily. By default, all days are set as available for work. However, you can mark yourself as unavailable or partially unavailable. **Steps to manage your availability:** **Open the Menu** and select **My Calendar**. Calendar 1 1. **Choose the date** you want to mark. 2. Select **None of the Day** to mark yourself as unavailable.\ **A**. If you’ve already marked yourself as unavailable before, you can select **Available** to change your status back.\ **B.** You can also choose to be available for just part of the day. 3. Select **Update Availability** to save your changes.\ **C.** To set a default availability for specific days of the week (e.g., always unavailable or always available on certain days), choose the option for that.\ **D.** To clear any one-off markings and reset your calendar to its default availability, click this option. Calendar 2 1024x851 **Additional Notes:** 2026 05 26 9 37 00 In a recent update to Simplifi/StaffSync, you can now add in an optional note to your unavailability. This will appear for any organisation or school that sees your status as unavailable. # Notifications not working? Source: https://docs.simplifi.work/notifications-not-working If your notifications are not working, you need to either remove and re-add your device on the Staffsync app.If your notifications are not working, you need to either remove and re-add your device on the Staffsync app. Screenshot 20260519 101303 Staff Sync[1] 1. Press the **menu button** 2. Press **Account** 3. Press **My Devices** Screenshot 20260519 100439 Staff Sync[1] You will now see the **My Devices** page. Send a test notification with the button marked by 1. You should be sent a notification. If you don't get a notification but have a device listed, then uninstall and reinstall the app. If your device is listed but isn't recieving notifications, you can delete the device by pressing 2, and then open the app again. Screenshot 20260519 100511 Staff Sync[1] Screenshot 20260519 101303 Staff Sync[1] 1. Press the **menu button** 2. Press **Account** 3. Press **My Devices** Screenshot 20260519 100439 Staff Sync[1] You will now see the **My Devices** page. Send a test notification with the button marked by 1. You should be sent a notification. If you don't get a notification but have a device listed, then uninstall and reinstall the app. If your device is listed but isn't recieving notifications, you can delete the device by pressing 2, and then open the app again. Screenshot 20260519 100511 Staff Sync[1] You will then be prompted to enter a name for the device. After this, press **Save Device Name**.You will then be prompted to enter a name for the device. After this, press **Save Device Name**. Navigate back to the my devices screen in the earlier steps and press send test notification to see if you can recieve notifications Navigate back to the my devices screen in the earlier steps and press send test notification to see if you can recieve notifications If you are still not getting notifications, then your phone does not have notifications enabled for Staffsync:If you are still not getting notifications, then your phone does not have notifications enabled for Staffsync: **Android** Press search Screenshot 20260519 102215 Settings Screenshot 20260519 102215 Settings Look up "app notifications" and press the first result Screenshot 20260519 102300 Settings Suggestions Screenshot 20260519 102300 Settings Suggestions Press **App Notificatons** Screenshot 20260519 102309 Settings Scroll down until you find the Simplifi/StaffSync app. Make sure that the toggle is blue. Screenshot 20260519 102317 Settings **AppleApple** Open settings and press search Louie1 Type in "Notifications", and tap the first result Image (1) Open settings and press search Louie1 Type in "Notifications", and tap the first result Image (1) Scroll all the way down, until you see the version of StaffSync you have installed and tap the app Image (2) You will see settings push notifications for StaffSync. Enable **Allow Notifications** and make sure that the all the alerts are selected, sounds and badges are on. Image (3) Image (2) You will see settings push notifications for StaffSync. Enable **Allow Notifications** and make sure that the all the alerts are selected, sounds and badges are on. Image (3) # One-Click Breaks Source: https://docs.simplifi.work/one-click-breaks 2026 03 09 14 04 42 One click breaks are an easy way for you to add meal and rest break times to the roster of your staff. 2026 03 09 16 48 31 To apply a one-click break, press **Start One-Click REST Breaks or MEAL Breaks**. 2026 03 09 16 50 26 You will enter One-Click Break mode and will be able to select a time during the shift(s) to apply a break with the orange box. Press **Stop One-Click Breaks** once you have finished. # Our Additional Users Source: https://docs.simplifi.work/our-additional-users 2026 03 30 9 30 56 The additional users page allows you to enter emails that aren't necessarily tied to a user account to be notified about updates within your organisation's timesheets. For example: I may want to notify anybody that has access to the email [**admin@company.com**](mailto:admin@company.com) about decisions about leave applications, as while some staff with access to that email do not have an account with Simplifi, they need to be notified. Therefore, I can enter this email and any other relevant emails in the relevant text box. 2026 03 30 9 36 30 If you make any changes, make sure to save your work by pressing **Update Specialist Users**. # Our Leave Request Options Source: https://docs.simplifi.work/our-leave-request-options 2026 03 30 9 41 20 2026 03 30 9 41 20 Under **Our Leave Request Options** you can create the leave request types that employees select from when creating a leave request. 2026 03 30 9 48 06 *The leave request options as displayed from an employee trying to create a leave request* To create a new leave request option, type in the leave type code, (this code identifies the leave type in your payroll software), the description, unit (some leave may be for a few hours of a day) and select which types of activities can be used when approving this type of leave. The default timesheet activity is the default activity out of the activities you have selected for this type of leave; while it defaults to this activity, it can be changed. Lastly, tick the relevant boxes for your organisation. These checkboxes are mostly to do with if the leave type is visible. 2026 03 30 10 08 25 # Our Roles Source: https://docs.simplifi.work/our-roles 2026 03 09 13 45 40 **Our Roles** lets you set up the various roles in an organisation. To create a new role: 1. Press **New Role** 2. Fill in the details. 3. Select which information is collected for the role as well as the information collected when a staff member successfully gets a job. To [create a new information field press here](/how-to-create-a-new-information-collected-field) 4. Select the [One-Click Breaks](/one-click-breaks) options you'd like 5. **Break Replacements** let you switch unpaid breaks to paid breaks as long as the break is taken at a certain time. Press the toggle if the role is using break replacements. If you would like to enable break replacements, enter the times here. 6. You can create a default roster using the **Default Roster** feature. Press **Create Default Roster** to set up a new default roster. Below you can see an example of a default shift from 9-5pm for an assistant manager: 2026 03 09 13 57 37 # Our Rostering Settings Source: https://docs.simplifi.work/our-rostering-settings 2026 03 03 12 09 23 2026 03 03 12 09 23 To get to the admin rostering settings, press the rostering settings on the home screen while logged in as an admin. Below is an explanation of each setting in the rostering settings: ## General Details **Naming Convention** StaffSync will refer to different parts of the organisation using these settings. For example, in the screenshot above you can see that a room name - single is referred to as a department, and the plural is set as departments. This will cause StaffSync to refer to your organisation's 'rooms' as departments anywhere the word pops up, whether that's doing rosters or in notifications to your staff. **Rostering Views** These settings are mostly visual configurations, letting you change how you view the rostering. **One-Click Breaks** Turning on one-click breaks allows you to add breaks to all your staff on the roster without having to manually enter them. ## Department Details In here you can set up new departments and configure existing ones. 2026 03 03 13 34 53 When trying to set up which users are able to access the roster for the selected department, you may not be able to if user restrictions have not been set up yet If user restrictions are not set up yet, [follow this guide](/how-to-set-up-user-restrictions) to fix this error. **Clock in & Out Times** These settings for clocking in and out mean that the timesheets can show the starting times and ending times as the time that the team member clocked in and out, instead of what the manager had them rostered for. **Eg.** Mandy rosters Bill on for 9-5pm but Bill clocks in at 8:50am and clocks out at 5:01pm. If Mandy had these unchecked then Bill's shift would show as 9-5pm but if she had these settings checked, then the timesheet can be shown as 8:50am-5:01pm. ## Skill Sets Skill sets are skills that can be assigned to employees to better keep track of what each employee can do. Departments can also be set up in the **department details** to allow only employees with that specific skill set to work there. ## Hours Able to Work 2026 03 03 13 54 17 Hours able to work/role-requirements are limits you can set to stop employees in specific job roles from working more hours than allowed. To set these up, press a job role and enter the restrictions you want to set. ## Staffing Requirements Staffing Requirements allow you to set up a number of staff requirement rules that will be applied to your rostering. These are mostly intended to allow rest homes to force a patient to nurse ratio. However, this can be applied to any business. For example, if we wanted to ensure the bakery always has a minimum of 3 staff in the morning, we enter the department in **Where**, the days and timing in **When**. 2026 03 30 10 21 35 Next, fill in the **Then** section. This determines the number of staff that are required when the above is met, and you can choose to either enforce a fixed number of staff, or a ratio of one staff member per x amount of customers/patients/residents. 2026 03 30 10 24 11 You can also choose what occurs if this rule is violated. The violation can be flagged when there are too many staff, too few, or both. # Our Store Options and Settings Source: https://docs.simplifi.work/our-store-options-and-settings Our shifts options and settings allow you to modify settings related to our shifts, breaks and working hours. ### Standard Shifts From these options you can [create a new shift](/how-to-create-a-new-shift). You are able to set up as many shifts as required for your supermarket, with predefined start and end times, and how many hours are published to your payroll 2026 03 09 14 38 42 ### Publishing Jobs From these options, you can select what address you broadcast your jobs from, whether you'd like to use the first responder option, whether that first responder option was the default choice when publishing a job, whether you record staff absence details, whether you'd like to choose timesheet activities when publishing jobs and what default role you'd like to show when publishing a job. 2026 03 09 14 39 42 ### Paid & Unpaid Breaks This allows you to automatically add an unpaid or paid break when publishing a job (once the job exceeds a given number of hours). The breaks will be automatically added after the time allowance, however these times can be modified from the timesheet if required. To add a new break, press **Add New Break** and enter the details. 2026 03 09 15 14 21 ### Financial Weeks This allows you to use financial weeks for your report. Change the toggle to yes to enable financial weeks, and select a start month for your financial year. 2026 03 09 15 16 54 ### Working Times/Days These settings allow you to set the times that your working day starts and stops (the times that your organisation has people working). You can also set what days are standard working days for you. For example, your organisation may be closed on a Sunday, therefore you'd untick Sunday. 2026 03 09 15 19 07 2026 03 09 15 27 07 *A roster after unchecking Sunday and Monday* # Overview Source: https://docs.simplifi.work/overview The Simplifi API is in **Developer Preview**. While not all features are finalised, we encourage you to explore and share your feedback — including thoughts on endpoint design, response structure, or areas where documentation could be clearer. ## Introduction Welcome to the documentation for the Simplifi API! Simplifi's public (REST) API provides your organisation with an alternative way to programmatically access and manage your organisation's data via HTTPS requests. This makes it simple to add automation functionality, such as pulling all your employees from your organisation, timesheets, pay periods and more. ## API Versioning The Simplifi API is versioned from V1. Add /V1 to your Base URL to access the base Simplifi API. If there is an update to the API that breaks current functions, the version number will increase, however the only version of the Simplifi API available currently is **V1**. Future updates will be detailed under this section. # Public Holiday Check Report Source: https://docs.simplifi.work/p ### Overview The public holiday check allows organisations to check if a casual staff member has worked on a particular day during the weeks prior. The purpose of this report is to allow payroll staff members to ensure that casual staff members are entitled to public holidays. To use the report, select the date of the public holiday in the reports form, and the staff type you'd like to check. | **Column** | First Name | Surname | Payroll ID | Rostered Staff | Casual Staff | Tenure | Date Columns | Number of weekday in period | Number of paid days | Average Hours Paid in Days Worked | Contracted Hours | Rostered Hours | | --------------- | ---------------------------------- | ------------------------------- | ---------------------------------- | --------------------------------------------------------------------------------- | ------------------------------------------------------------------------------- | ------------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------ | ---------------------------------------------------------------------------- | --------------------------------------------------------------- | ---------------------------------------------------------------------- | -------------------------------------------------------------------- | | **Description** | The first name of the staff member | The surname of the staff member | The payroll ID of the staff member | If the staff member is rostered, this column will be YES, otherwise it will be NO | If the staff member is casual, this column will be YES, otherwise it will be NO | Type of payroll ID tenure this staff is on | The date columns are one column for each date under the period that falls under that specific day (eg. if I choose a Tuesday as the specific day I'd like, then the dates shown will be every Tuesday in the selected time period) | The number of your chosen weekday in the chosen period | The number of paid days the specific staff member has in the selected period | The average hours paid per day across the date periods selected | The amount of contracted hours the staff member has in the time period | The amount of rostered hours the staff member has in the time period | # Pagination Source: https://docs.simplifi.work/pagination The Simplifi API is in **Developer Preview**. While not all features are finalised, we encourage you to explore and share your feedback — including thoughts on endpoint design, response structure, or areas where documentation could be clearer. ## Overview Endpoints that return lists of records are paginated. Rather than returning every matching record in a single response, the API breaks results into pages and provides links to navigate between them. The only endpoint that is currently paginated is /timesheets ## Default Page Size The default page size is **200 records**. If you do not specify a `pageSize`, each response will contain up to 200 records. ## Query Parameters Control pagination using the following query string parameters: | Parameter | Type | Default | Description | | ---------- | ------- | ------- | ----------------------------------------- | | `page` | Integer | `1` | The page number to retrieve. Starts at 1. | | `pageSize` | Integer | `200` | The number of records to return per page. | ### Example Request ```javascript javascript lines theme={null} const response = await fetch('https://your-instance.simplifi.work/api/timesheets?page=2&pageSize=50', { headers: { 'Authorization': `Bearer ${token}` } }); ``` ## Pagination Response Object Paginated endpoints return a `pagination` object alongside the data array: ```json javascript lines theme={null} { "data": [ ... ], "pagination": { "page": 2, "pageSize": 50, "totalRecords": 340, "totalPages": 7, "nextPage": "timesheets?page=3&pageSize=50", "previousPage": "timesheets?page=1&pageSize=50" } } ``` | Field | Type | Description | | -------------- | ------- | ---------------------------------------------------------------------------------------------------------------------------------------- | | `page` | Integer | The current page number. | | `pageSize` | Integer | The number of records per page used for this response. | | `totalRecords` | Integer | The total number of records matching your request. | | `totalPages` | Integer | The total number of pages available. | | `nextPage` | String | The endpoint path for the next page, or omitted if on the last page. Prepend your instance base URL to construct a complete request URL. | | `previousPage` | String | The endpoint path for the previous page, or omitted if on page 1. Prepend your instance base URL to construct a complete request URL. | ## Navigating Pages The `nextPage` and `previousPage` fields contain endpoint paths that preserve all your existing query parameters (such as date filters). The only change between them is the `page` value. To construct a full request URL, prepend your instance base URL. To retrieve all records, keep requesting the next page until `nextPage` is no longer present in the response. ```javascript javascript lines theme={null} const baseUrl = 'https://your-instance.simplifi.work/api/'; let path = 'timesheets'; let allRecords = []; while (path) { const response = await fetch(baseUrl + path, { headers: { Authorization: `Bearer ${token}` } }); const json = await response.json(); allRecords = allRecords.concat(json.data); path = json.pagination.nextPage || null; } ``` ## Notes * Page numbers start at **1**. Requesting `page=0` is treated as `page=1`. * If `pageSize` is not supplied or is `0`, the default of **200** is used. * Filters such as `dateFrom` and `dateTo` are applied before pagination, so `totalRecords` reflects your filtered result set. * The `nextPage` and `previousPage` values are endpoint paths, not full URLs. You must prepend your instance base URL (e.g. `https://your-instance.simplifi.work/api/`) to use them in a request. # Payroll Integration Overview Source: https://docs.simplifi.work/payroll-integration-overview Managing payroll across multiple systems can be a daunting task, but it doesn’t have to be.\ \ Simplifi’s Payroll Integration module provides a seamless connection between your workforce management platform and leading payroll providers, ensuring accurate and efficient payroll processing. * **Seamless API Integration** Automatically transfer timesheet data to leading payroll providers, eliminating the need for manual data entry and reducing the risk of errors. * **Flexible Data Transfers** Choose from secure API connections or CSV file transfers to accommodate your organisation’s specific requirements. * **Integrated Employee Data** Sync critical employee information, including profiles, leave balances, and cost centres, ensuring consistency and accuracy across all platforms. * **Streamlined Approvals** Review, approve, and amend timesheets directly within the module, simplifying workflows and ensuring data integrity. * **Detailed Audit Logs** Maintain a comprehensive record of changes and adjustments for full compliance and transparency in payroll management. # Payroll Processing Method Source: https://docs.simplifi.work/payroll-processing-method *This will vary from company to company so please use this guide with discretion* ## 1. Open a Payrun with your payroll provider ## 2. Sync Pay Period from Payroll Provider to Simplifi Open the Payroll Module 1. Click Sync Calendar/Period 2. Ensure the period displayed matches your currently open pay period. Image 1024x222 ***Please refresh the page after you have clicked sync, either by clicking on the payroll module again or by refreshing your browser*** ## 3. Check Timesheets without ‘Manager Approval’ 1. Select Hours Pending Approval Only 2. Make sure all filters here have been switched to YES 3. Select All Dates These are timesheets that have not been approved by the manager. You can either bring this to the manager’s attention or review and approve them yourself. Image 8 ## 4. Check and Approve Timesheets that need attention 1. Check for Approved Hours ONLY 2. Look for amended timesheets, flagged activities, entries created by the employee, and timesheets with comments. (Some payroll administrators may also check for hours that differ from the schedule.) 3. Select All Dates You can use the Name filter or the Date filter as needed, but the goal is to review and approve each timesheet individually. 2024 11 11 11 31 00 ## 5. Approve All ‘Manager Approved’ Timesheets 1. Select Hours Approved only 2. Keep all filters to a Yes 3. Select All Dates 4. Click Approve All Timesheet for Payroll 2024 11 11 11 36 47 ## 6. Process Timesheet to Payroll 1. Please note that if any timesheets are pending they will not be sent to payroll 2. Select Process All Approved Timesheets Image 1 Click on the payroll module to refresh the page Image 2 You will notice the number of approved timesheets decrease each time you refresh the page by clicking the payroll module icon. Keep refreshing until the count reaches 0—indicating all timesheets have been processed. Image 6 If the number remains unchanged (e.g., consistently showing 5 approved timesheets), this indicates 5 timesheets have not been processed due to an error. For assistance in identifying and rectifying the error, please contact Simplifi Support. ## 7. View Processed Batches 1. Select View Current Payroll 2. Choose the year and month 3. Select the Pay period 4. Click here to download the Excel file of the processed payroll 5. You can use these filters to find the timesheets in the process payroll batch 6. Click on the timesheet to view the details Image 4 1024x468 # Payroll Processing Method – CSV File Source: https://docs.simplifi.work/payroll-processing-method-csv-file *This will vary from company to company so please use this guide with discretion* ## 1. Check Timesheets without ‘Manager Approval’ 1. Select Hours Pending Approval Only 2. Make sure all filters here have been switched to YES 3. Select All Dates These are timesheets that have not been approved by the manager. You can either bring this to the manager’s attention or review and approve them yourself. Image 8(1) ## 2. Check and Approve Timesheets that need attention 1. Check for Approved Hours ONLY. 2. Look for amended timesheets, flagged activities, entries created by the employee, and timesheets with comments. (Some payroll administrators may also check for hours that differ from the schedule.) 3. Select All Dates You can use the Name filter or the Date filter as needed, but the goal is to review and approve each timesheet individually. 2024 11 11 11 31 00(1) ## 3. Approve All ‘Manager Approved’ Timesheets 1. Select Hours Approved only 2. Keep all filters to a Yes 3. Select All Dates 4. Click Approve All Timesheet for Payroll 2024 11 11 11 36 47(1) ## 4. Process All Approved Timesheets (create CSV file) 1. Please note that pending timesheets will not be included in the CSV file 2. Select Process All Approved Timesheets Image 1(1)   Click on the payroll module to refresh the page If there is a number remaining in the Approved Timesheets this indicates timesheets have not been processed due to an error. For assistance in identifying and rectifying the error, please contact Simplifi Support ## 5. Export CSV File  1. Select View Processed Batches 2. Choose the year and month 3. Select the Pay period 4. Click here to download the Excel file of the processed payroll 5. Click here to download the CSV file  6. Click on the timesheet to view the detail Image 12 1024x298(1) # Payroll Rules Engine Source: https://docs.simplifi.work/payroll-rules-engine The Payroll Rules Engine is Simplifi's logic that your system uses to decide how, when, and how much to pay each person. Simplifi automates this logic by applying the right rule to every timesheet, shift, and contract and allows you to define custom rules and logic for specific events. Here's an example of a payroll rule that grants a day of annual leave to any staff member who works on a holiday: 2026 03 09 10 27 31 # Our Payroll Settings Source: https://docs.simplifi.work/payroll-settings Once you have connected a payroll provider (via API Integrations), you’ll need to configure how the system should treat payroll-related data for that provider. Your organisation most likely will only use **one** payroll provider, but in some cases (most commonly during a migration) your organisation may temporarily have **two providers** configured at once. The payroll-provider dropdown only shows providers that have been created/added in the back-end system for that organisation. To add more payroll providers, **contact us.** ## Payroll Provider Settings ### Payroll provider dropdown Use the dropdown at the top of the page to select which payroll provider you are configuring. Settings in this section are **provider-specific:** Depending on your provider, you may have custom fields you need to configure. ## Payroll calendars 2026 03 09 9 10 44 Payroll calendars determine **when staff are paid** (weekly, fortnightly, monthly, etc.) and which pay cycle each staff member belongs to. * **When API syncing is enabled:** pay calendars are typically **synced automatically** from the payroll system. * **When API syncing is not enabled (manual setup):** you will need to **create calendars manually**, including pay frequency and first pay date. You can have **multiple calendars** if different groups of staff are paid on different schedules (e.g., salaried staff monthly, casual staff weekly/fortnightly). To create a new payroll calendar: enter the **Name, iPayroll ID** and **Frequency.** ## Cost centre codes Cost centre codes are used to allocate labour cost to the right place in payroll reporting (e.g., department/ward/room, role type). These codes are used as defaults when exporting or mapping timesheet/rostering data into payroll. Cost centre code rules are configured once (in the Cost Centre Codes area) and can then be selected/used by each payroll provider. This is intentional because organisations usually try to keep codes consistent across payroll systems—especially during migrations. Find out [how to build a cost centre code here](/building-a-cost-code-formula) ### Provider selection of cost centre rules For each payroll provider, you select which of your defined cost centre formulas it should use. Different providers *can* use different formulas, but they are commonly kept the same. ### Default cost codes for different work types Within provider settings, there are defaults for different sources of time: * **Rostered timesheets** (contracted hours / recurring roster patterns) * **Casual/published jobs** (work that comes from filling published jobs) These can be different cost codes if an organisation wants to cost casual work separately in payroll. ## Custom fields (provider mapping) Some payroll providers support extra fields (e.g., for department/division style segmentation). Where API syncing is not enabled, mapping can be used to tell the system what internal field should populate a payroll field during file-based imports/exports. For example, DataPay: * DataPay includes fields like **Department** and **Division**. * You map those payroll fields to fields available in your system (often aligning to existing “payroll code” style fields). When API integration is used, this mapping is typically handled by the API process and may not be needed/visible in the UI. ## Hourly rates 2026 03 09 9 36 11 This controls whether hourly rates are maintained and used for cost calculations (e.g., for budgeting/forecasting views). * If **Hourly rates for all staff** is enabled and the **API is enabled**, hourly rates can be **synced down from payroll**. * If API syncing is **not** enabled, hourly rates can be **maintained manually** per staff member. * The system can support **future-dated pay changes** (e.g., enter a pay increase effective in October ahead of time). Many organisations that use Simplifi won't enable this unless they specifically want cost calculations (hours × rate) visible in the system. ## Timesheet approvals ### Timesheets containing only “not sent to payroll” activities 2026 03 09 9 43 58 Timesheets are made up of “activities” (e.g., work, breaks, leave types). Each activity can be configured to be **sent to payroll** or **not sent to payroll**. This setting controls whether timesheets should still require approval when **all activities on the timesheet are not being sent to payroll** (e.g., leave without pay). You may still want them approved for internal control; or you might prefer they don’t show at all. Approving future timesheets (one-off, for shutdown periods) 2026 03 09 9 45 12 By default, approvals are intended for work **up to the date of approval** (i.e., you approve what has actually happened). A future-date option supports one-off scenarios where an organisation is closed (e.g., Christmas shutdown) and wants to approve/process leave timesheets in advance for a future period (e.g., next two weeks). ## Timesheet payroll hours tolerance (clock-in/out “clean timesheet” rules) 2026 03 09 9 52 22 These settings are for organisations using clock-in/out behaviour, and control what gets flagged for review in payroll approvals. * A “clean” timesheet is one where clock-ins/clock-outs are close enough to scheduled times that it’s not worth reviewing. * The tolerance defines how many minutes outside the scheduled time are allowed before the system highlights it as something to check (e.g., 2 minutes late might be ignored; 20 minutes early/late should be reviewed). * E.g. Stephen clocks out at 4:57 when his shift ends at 5. He still has a clean timesheet as the time tolerance is 6 minutes, therefore his 3 minute early clock out comes under the tolerance time. ### Break tolerance Break tolerance applies the same logic as above, but specifically to clocking in/out for breaks (how strict/lenient you want to be about break timing). ## Rate codes 2026 03 09 10 00 13 Rate codes support choosing **which pay rate** applies to a timesheet entry during approvals (e.g., standard rate vs overtime rate). This isn’t commonly used by many clients, but where enabled it lets approvers select rate code(s) such as: * Rate 1 = normal pay * Rate 2 = overtime pay To create a new rate code, press **New Rate Code**; Type in a **name**, select which payroll providers will use this rate code and enter the **rate code** that you'd like each payroll provider to use when sending to your payroll provider. Make sure to press **Save Rate Code Details** when you are finished. ## Custom fields (additional staff/profile fields) This area allows creating additional fields that can be attached to a person’s profile for payroll-related use. ## Salary loadings and deductions Salary loadings/deductions allow adding extra amounts on top of base pay for costing/budgeting calculations (and where enabled, can also flow through timesheet/payroll processes depending on configuration). Examples could include: * Social club contribution * KiwiSaver contribution (e.g., adding an employer contribution percentage) * Travel allowances ## Notifications Notifications can be used as reminders (for example, a daily prompt) when there are timesheets waiting to be approved—helping payroll approvers remember to return to the system and process them. # Public Holidays & Closedown Period Source: https://docs.simplifi.work/public-holidays-and-closedown-period 2026 03 09 15 52 32 The Public Holidays & Closedown Period settings are used to manage configured public holidays and closedown periods. You may adjust whether the selected public holiday is recognised by your organisation. You may select whether the organisation is open or closed on the holiday, whether jobs can be published and casual timesheets can be created for this day and whether you want to automatically create a timesheet activity for staff working on this day. You can also select the leave timesheet activity for staff if leave is taken on this day. ### Closedown Period Closedown periods are periods that the entire organisation or specific departments are closed for. eg. over Christmas. 2026 03 09 16 00 40 To create a new closedown period, enter a name, start and end date, what departments for it to be applied to, whether it's active across the entire organisation (in use or disabled), whether it's applied to your specific location, if jobs can be published and what timesheet activity is allocated to staff working during this period. # Reporting Overview Source: https://docs.simplifi.work/reporting-overview Tracking and analysing workforce data doesn’t have to be a challenge. Simplifi’s Reporting module offers advanced tools that make it easy to stay on top of key metrics. Whether you’re monitoring staff absences, payroll trends, or compliance requirements, this module delivers actionable insights tailored to your needs. * **Real-Time Data Insights** Gain instant visibility into your workforce with live dashboards that track trends in utilisation, payroll, and compliance. * **Customised Reporting** Generate tailored reports on the metrics that matter most to your business, such as staff absences, casual staff usage, and leave history, ensuring insights are relevant and actionable. * **Comprehensive Report Options** Choose from pre-built reports, such as monthly usage or individual leave history, or create custom views to suit your organisational goals. * **Multi-Level Reporting** Access insights at every level of your organisation, from head office to regional, departmental, and unit-level reports, enabling targeted planning and management. * **Seamless Integration** Sync workforce data with payroll and HR systems through secure API connections, ensuring consistency and reducing manual data entry. # Request a Timesheet Modification Source: https://docs.simplifi.work/request-a-timesheet-modification If you’ve clocked in or out incorrectly, or need to request a modification to your timesheet, follow these steps: 1. Select the **Clock icon** beside your shift on the Home Screen. 2. Choose **Request Modification**. 3. Enter the adjustment you need. 4. Add a comment. 5. Select **Send Request**. Modification 2 1024x925 # Request to Swap Shifts Source: https://docs.simplifi.work/request-to-swap-shifts You can request to swap a shift with another staff member via Simplifi. The request will be sent to your manager for approval. Make sure you have consent from the staff member you want to swap with before submitting the request. 1. Locate your shift on your **Home Screen** or in your **Calendar**. 2. Select the **grey clock icon** next to your shift. 3. Select **Swap Shift**. 4. Switch the toggle to **YES** if you have consent from the staff member you want to swap with. 5. Choose the **name of the staff member**, **date**, and **shift**. 6. Provide a **reason** for the swap. 7. Select **Send Swap Request**. Shit Swap 1024x929 Your shift swap request will be sent for approval. # Setting a Secure Password Source: https://docs.simplifi.work/setting-a-secure-password We recommend changing your password to a more secure one when you first log in to Simplifi. Select **Menu**, then **My Account**, and choose **Change Password**. Change Password 1024x103 Complete the form to update your password: Change Password 2 1(2) # Staff Compliance Source: https://docs.simplifi.work/staff-compliance 2026 03 30 12 38 36 Staff compliance information denotes which staff are complying with the compliance questions you have set up. If you have set up [Staff Information Collected](/job-information-fields) then you will see the compliance details. 2026 03 30 12 44 56 The staff will enter their own details, and it is up to you to verify it or not by pressing **verify** on the right. You can also press **Send Message** to send a message to the staff member if they are missing compliance details. # Staff Profiles Overview Source: https://docs.simplifi.work/staff-profiles-overview Your organisation’s employees are its backbone, and managing this resource efficiently and effectively is crucial.\ \ Simplifi’s Staff Profiles module empowers you to manage your workforce by offering an all-in-one database that keeps your employee data organised, secure, and accessible. Whether it’s tracking certifications or managing role-specific requirements, this module reduces complexity, saves time and stops any employee who is not compliant from entering your rosters.\ \ Plus employees can update their details and manage their calendar all on an easy-to-use, self-managed app. * **Centralised Employee Records** Maintain a single, reliable source of employee data, integrated with payroll systems to ensure real-time accuracy. * **Comprehensive Data Management** Store contracts, certifications, training documentation, allowances, and union memberships in one secure location. * **Casual Staff Management** Quickly fill shifts with qualified casual staff using real-time availability updates and automated notifications, prioritising preferred staff first. * **Qualification Tracking** Record and monitor staff qualifications and certifications, with automatic alerts for renewals to maintain compliance. * **Role-Specific Requirements** Eliminate errors in scheduling, time tracking, approvals, and payroll integration * **Skill-Based Sorting** Easily sort and locate casual employees who match specific skill sets, simplifying shift planning. * **Device Accessibility** Access essential employee information from any device, enabling flexibility for managers # Staff Rostering Overview Source: https://docs.simplifi.work/staff-rostering-overview Creating and managing rosters can often feel like solving a complicated puzzle. Simplifi’s Staff Rostering module eliminates the guesswork with intuitive tools that make scheduling efficient and stress-free. Whether it’s assigning shifts or managing break times, this module ensures that every part of your workforce plan comes together effortlessly. * **Intuitive Shift Assignment** Quickly assign staff to shifts by clicking on their thumbnail picture. This user-friendly system saves time and ensures the right people are always in the right place. * **Leave Management** Simplify handling staff leave by automatically reassigning shifts or instantly notifying your casual workforce about open opportunities. * **Real-Time Updates** Make changes to rosters in seconds and push updates directly to your team via the Simplifi app, ensuring everyone stays in sync. * **One-Click Break Management** Easily plan and stagger staff breaks across the day with a single click, helping to keep operations smooth without compromising team communication. * **Visual Clarity** See your entire roster at a glance with a user-friendly interface that highlights gaps, overlaps, and compliance issues, allowing for quick adjustments and better decision-making # StaffSync FAQ Source: https://docs.simplifi.work/staff-sync-faq **StaffSync** does not pay relievers, and cannot help with this issue. Please contact the school **StaffSync** cannot assign you jobs or control how many jobs you are assigned. Please contact the schools you have added if you think this is a mistake, or [check you have your notifications turned on](https://docs.simplifi.work/notifications-not-working). We cannot control whether the schools accept or decline your requests to become preferred at a school. If you think you should be preferred at a school but have been declined or left on pending, please **contact the school**. StaffSync has no control over your NZTC registration. You can find the NZTC website [here:](https://www.nztertiarycollege.ac.nz/) StaffSync has no control over your LAT registration. You can find the NZTC website [here:](https://teachingcouncil.nz/en/become-a-teacher/For-Limited-authority-to-teach-holders) # Organisation Summary Report Source: https://docs.simplifi.work/store-site-school-summary-report ### Overview The organisation summary report gives you statistics surrounding your organisation, such as the active staff, app installs for those staff, timesheets etc. | Column | Active Staff | App Installed | Staff Used App/Website | Timesheets | Rostered Timesheets | Casual Timesheets | Total Hours Worked | Kiosk Clocked Timesheets | Beacon Clocked Timesheets | | ----------- | ----------------------------------------------- | -------------------------------------------------------- | ----------------------------------------------------- | -------------------------------------------------------------------- | ----------------------------------------------------------- | --------------------------------------------------------- | ----------------------------------------------------- | ---------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------- | | Description | The number of active staff at this organisation | The amount of staff that have the Simplifi app installed | The amount of staff that have used the app or website | The total amount of timesheets generated in the selected time period | The amount of rostered timesheets genereated in this period | The amount of casual timesheets genereated in this period | The total number of hours worked in this organisation | The amount of kiosk clocked timesheets genereated in this period (staff that clocked in via a kiosk) | The amount of beacon clocked timesheets generated in this period (staff that clocked in via a beacon) | # Third Party Details Source: https://docs.simplifi.work/third-party-details 2026 03 30 11 50 55 Third party details allow you to maintain and provide details if there are any third parties that users are required to know about. 2026 03 30 12 31 58 *Third party details as shown in the compliance details* # Time and Attendance Report Source: https://docs.simplifi.work/time-and-attendance ### Overview The time and attendance report allows you to get a comprehensive report on the timesheets that staff in your organisation have submitted. You may pick from a report containing all timesheets, a report including variances or a report with timesheets with variances outside of your set tolerances. | **Column** | Department | Role | Date | Payroll ID | Staff Name | First Scheduled Activity | Timesheet Amended | Clock In Method | Clock In Time | Scheduled Start Time | Timesheet Start Time | Clock In Variance (HH:MM) | Total Unpaid Break Time | Total Paid Break Time | Clock in adjusted time | Adjusted by manager in | Clock out method | Clock out time | Scheduled finish time | Timesheet finish time | Total timesheet hours | Contracted hours | Clock out variance (HH:MM) | Clock out adjusted time | Adjusted by manager out | Adjustmentment comments | | --------------- | ----------------------------------------------------------- | ----------------------------------------------------- | -------------------------------------------------- | ----------------------------------------------------------- | --------------------------------------- | ------------------------------------------------------------------------ | -------------------------------------------------------------------------------------------- | ------------------------------------------------------------------ | ------------------------------------------------------------------ | --------------------------------------------- | --------------------------------------------- | ------------------------------------------ | ------------------------------------------------ | ---------------------------------------------- | ----------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------ | --------------------------------------- | ----------------------------------------------------------------------------------- | ------------------------------------------------------------------------ | ------------------------------------------------------- | --------------------------------------------------------------------- | ------------------------------------------- | ------------------------------------------------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------- | | **Description** | This column will contain the department of the staff member | This column will contain the role of the staff member | This column will contain the date of the timesheet | This column will contain the payroll ID of the staff member | This column will contain the staff name | This column will contain the first scheduled activity for this timesheet | If the timesheet was amended, it will be marked as "Yes" in this column, and blank otherwise | This column contains the clock out method (beacon, kiosk or blank) | This column contains the clock out method (beacon, kiosk or blank) | This column contains the scheduled start time | This column contains the timesheet start time | This column contains the clock in variance | This column contains the total unpaid break time | This column contains the total paid break time | If the clock in was adjusted, then this contained the adjusted to time. | If the clock in was adjusted and it was by the manager, this field will be yes, and otherwise no. If the clock out wasn't adjusted, this field will be blank. | This column contains the clock out method (beacon, kiosk or blank) | This column contains the clock out time | This column contains the scheduled finishing time for this staff member's timesheet | This column contains the finishing time on this staff member's timesheet | This column contains the total hours for this timesheet | This column contains the staff member's contracted hours for this day | This column contains the clock out variance | If the clock out was adjusted, then this contained the adjusted to time. | If the clock out was adjusted and it was by the manager, this field will be yes, and otherwise no. If the clock out wasn't adjusted, this field will be blank. | If the timesheet was adjusted and a comment was made, it will appear here | # Time, Attendance & Approvals Overview Source: https://docs.simplifi.work/time-attendance-and-approvals-overview Tracking attendance and managing timesheets can be time-consuming and prone to human error - especially for large or dispersed teams.\ Simplifi’s Time, Attendance, & Approvals module simplifies these processes with robust features that ensure precision and efficiency at every step. * **Easy Clock-In/Out** Employees can clock in and out using multiple methods –mobile app, tablet, browser, kiosk, or beacon – offering flexible and accurate attendance tracking for on-site or remote teams. * **Two-Tier Approval Process** Implement a streamlined two-step review process where managers and payroll teams approve timesheets separately, ensuring accuracy and compliance before payroll submission. * **Discrepancy Alerts** Highlight discrepancies between rostered and worked hours for quick resolution, minimising errors and saving time during reviews. * **Comprehensive Filters** Search and review timesheets by employee, day, or event with ease, reducing administrative effort and improving clarity for managers. * **Seamless Payroll Integration** Export approved timesheets directly to your payroll provider in just one click, saving valuable time and ensuring error-free processing. * **External Client Approvals** Share timesheets with external clients for review and approval when required, fostering transparency and collaboration. # Total Leave Taken Report Source: https://docs.simplifi.work/total-leave-taken-report ### Overview The total leave taken report gives you an overview of leave that your staff have taken, detailing the different types of leave, eg. ACC, sick leave etc. | Column | First name | Surname | Payroll ID | Leave type | | ----------- | ---------------------------------- | --------------------------------- | ----------------------------- | ----------------------------------------------------------------------------------------------------------------------------- | | Description | The first name of the staff member | The last name of the staff member | The staff member's payroll ID | All leave types in your organisation will be displayed in the following columns. The values in these columns is leave in days | # Upcoming Leave Report Source: https://docs.simplifi.work/upcoming-leave-report ### Overview The upcoming leave report gives your organisation an overview of approved upcoming leave for the organisation. It will display any leave that has been approved for your staff in the time period you selected. | **Column** | Date | Payroll ID | First Name | Last Name | Department(s) | Leave Type | Requested Hours | Part Day | Time From | Time To | | --------------- | --------------------- | ----------------------------- | ----------------------------- | ---------------------------- | ------------------------------------------------ | ----------------- | ------------------- | -------------------------------------------------------------------------------------------------- | ---------------------------------------------------------- | --------------------------------------------------- | | **Description** | The date of the leave | The staff member's payroll ID | The staff member's first name | The staff member's last name | All departments that the staff member belongs to | The type of leave | The amount of hours | If the leave is only part of the day, this column will be marked 'X', and otherwise will be blank. | This is the time that the staff member's leave starts from | This is the time that the staff member's leave ends | # User Efficiency Report Source: https://docs.simplifi.work/user-efficiency-report ### Overview The user efficiency report details the actions of users on Simplifi in your organisation. The details are every action that they could take in regards to timesheets, and every action that they did take. eg. "Leave with authority to approve" and "Leave approved". | **Column** | Name | Timesheets can manage | Timesheets added | Timesheets changed | Timesheets added on day | Timesheets Deleted - Casual Jobs | Timesheets Deleted - Rostered | Timesheets Deleted on day | Amendments Created | Timesheets with Authority to Approve | Timesheets Approved | Timesheets approved and modified | Leave with Authority to approve | Leave approved | | --------------- | -------------------- | ------------------------------------------------------ | -------------------------------------------- | ---------------------------------------------- | --------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------- | ------------------------------------------------------------------------------ | -------------------------------------------------------------------------- | ------------------------------------------------------------------ | -------------------------------------------------------------------- | ---------------------------------------------------- | --------------------------------------------------------------------- | ---------------------------------------------------------- | ------------------------------------------ | | **Description** | The name of the user | The number of timesheets this user can directly manage | The amount of timesheets this user has added | The amount of timesheets this user has changed | The amount of timesheets that were added on the day of the timesheet's job by this user | The amount of timesheets that have been deleted for casual jobs by this user | The amount of timesheets that have been deleted for rostered jobs by this user | The amount of timesheets that have been deleted on the same day they occur | The amount of timesheets amendments that were created by this user | The amount of timesheets that this user has the authority to approve | The amount of timesheets that this user has approved | The amount of timesheets that this user has approved **and** modified | The amount of leave this user has the authority to approve | The amount of leave this user has approved | # Using the Simplifi KIOSK on Apple Devices Source: https://docs.simplifi.work/using-the-simplifi-kiosk-on-apple-devices **Using the Simplifi KIOSK on Apple Devices** The Simplifi KIOSK is currently only available on the Google Play Store. However, the following workaround allows Apple device users to access it: Open **Safari** and go to:\ [https://apps.simplifi.work/?kiosk](https://apps.simplifi.work/?kiosk) 1. Tap the **Share** icon (the square with an arrow pointing up). 2. Select **Add to Home Screen**. 3. Enter the name: **Simplifi KIOSK**. 4. Tap **Add** or **Done**. 5. You’ll now see a shortcut to the KIOSK on your Home Screen, and it will function much like an app. 1 5 1024x479 # What is a Group? Source: https://docs.simplifi.work/what-is-a-group Staff member groups are groups of staff to make it quicker and easier for you to notify your staff when publishing a job notice. There is no limit to the number of groups that can be set up. You can create as many as you require to make publishing your jobs quick and easy. To create a group: 2026 03 30 13 28 18 2026 03 30 13 28 18 1. Press **Groups** 2. Press **Add a New Group** 2026 03 30 13 31 01 3. Enter your group name, and press **Create this Group**. To add a staff member to a group, simply drag them across from the right and onto the name of the group. 2026 03 30 13 36 23