What should a shift record contain?
A daily total alone may not explain where the work took place or why an entry changed. A consistent recording method makes review easier when workers move between sites.
Record the worker, work date, site, start, end and breaks. Add a work description where useful. Keep ordinary hours and other hour categories clearly identified; how those categories affect pay depends on your company's agreed rules.
- The same site name for every worker
- One agreed way to record breaks
- A named reviewer and review schedule
Agree the routine before the first shift
Show workers how to select a site, start a shift and end it. Explain what to do when a shift is left open or entered afterwards. A short shared instruction is more useful than a long list of features.
In Tuntiva, a worker can join with a code supplied by the employer. The mobile workflow records shifts on the phone and shows the worker's own hours. Employers use the web app in a browser.
Handle missing or incorrect entries
Before approval, check open shifts, missing sites and unusually long entries. Ask the worker for clarification where needed. Correct the relevant entry instead of maintaining a separate correction list in messages.
If a mobile entry was recorded offline, wait for synchronisation before reporting. The supervisor and accountant should use the same hours and approval status, rather than different versions of a file.
When is a spreadsheet enough?
A spreadsheet can work for a small team when one person consistently collects and checks the data. More workers, sites and reviewers increase the effort of managing versions and missing entries.
A shared workspace helps when workers record their own time, supervisors review it and accounting needs approved data. Choose a system by that workflow, its permissions and the export format you actually need.
Begin with one site and one shared instruction. Make sure a worker can submit an entry and a supervisor can find it for review. Expand only when that chain works.
These guides describe work processes and Tuntiva features. They do not replace your company's payroll or filing instructions.