A Coordinator's Day
The Coordinator runs the day: who turned up, who is missing, getting cover in, fixing clocks and approving hours so Payroll can close the week. This page puts those tasks in order, with a link to each guide.
Last checked against the product:
Before You Start
Your access.
Before you start
- Agency console, with the Coordinator preset (set by an admin on Setup > Users).
- Shifts booked and published for your clients on Schedule > Shifts.
- Two-factor sign-in, if your agency requires it.
What the Coordinator Preset Can Do
And what it cannot.
| Can | Cannot |
|---|---|
| Live activity, Attendance, Fire register, Occupancy | Change pay rates or rate rules |
| Shifts, availability, absences, cover offers, Messages sent | See pay rates, pay cost or margin |
| Timesheets: approve and edit time, Manual clock, Batch edit, Backfill | Delete time entries |
| Exceptions, Amend requests, Queries, Adjustments, PIN snapshots | Run payroll, close the week or lock periods |
| Workers, reliability, incidents, restrictions, badges | Manage users or settings |
Morning: Who Is Here?
Start with the live picture.
Open Live activity
Today > Live activity. Check the Not clocked in list and click once on the page so the alert tone can play. See Live Activity and No-Shows.
Check each site's roll
Today > Attendance for one site at a time: who is in, late, or not yet arrived, plus unscheduled clocks and long-running shifts. See Attendance Roll-Call.
Clear overnight clock-outs
Time & Pay > Exceptions, Missing clock-outs tab. Close each one with the real time and a reason. See Missing Clock-Outs.
During the Shift: Fill the Gaps
No-shows and cover.
Find cover for a no-show
On Live activity, click Find cover, then Assign someone you have spoken to, or tick several and click Offer to selected. See Confirmations and Cover Offers.
Clock someone by hand
If a worker cannot use the kiosk, use Time & Pay > Manual clock, or Start on Attendance. See Manual Clock In & Out.
After a kiosk outage
Key the paper sheet in on Time & Pay > Backfill. See Paper Backfill.
End of Day: Tidy the Hours
So nothing piles up.
Work the exceptions
Time & Pay > Exceptions: fix or dismiss each tab with a reason. See Handling Exceptions.
Answer the client
Time & Pay > Amend requests to accept or decline client changes, and Schedule > Queries to resolve client queries. See Client Approvals and Amendments and Shift Queries.
Approve
Time & Pay > Timesheets: filter to Pending, tick and approve. See Approving Timesheets.
Decide adjustments
If second approval is on, check Schedule > Adjustments for changes a colleague raised. See Second Approval for Corrections.
End of Week: Hand Over to Payroll
Make the week closable.
In the Client Dashboard
The client's own coordinator.
A client that runs its own sites can do most of this in the client dashboard, with the same menu paths: a Viewer can watch Live activity, Attendance, Timesheets and Queries; a Manager can also fix clocks, approve, find cover and work Exceptions; an Admin can also close the week. The client dashboard has no Messages sent page. See Getting Started with the Client Dashboard.
Know who turned up, and pay every hour right.
Face-verified clock-ins, live geofencing and payroll-ready timesheets in one system. Tell us how your shifts run and we will show you how it fits.
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