Timesheet Software for UK Healthcare

There are two overtime triggers and healthcare uses both. Threshold overtime starts once someone passes a set number of hours in a day or a week — time-and-a-half after a twelve-hour long day is a threshold rule. Time-of-day overtime pays a premium for hours inside a window regardless of the daily total, which is what a night shift or a weekend unsocial-hours rate needs. Choose how it is paid: a rate multiplier such as 1.5x, or a fixed hourly rate. Rules stack into tiers, and every person is configured independently, so a registered nurse, a healthcare assistant and a bank shift can each have their own threshold.

Project tracking is on by default and can be switched off. When it is on, staff split their hours across wards, departments or sites as they submit — four hours on the medical ward, three covering recovery. A ward can also carry its own pay rate: an hourly rate, or a flat fee per entry, which is how agencies handle a booked visit. Reports then show hours and cost per ward, which is the figure a staffing conversation turns on.

TOIL is an optional alternative to paying overtime. Enable it if you want to offer time off in lieu instead of, or alongside, extra pay. Set a conversion rate — one hour of overtime becomes 1.5 hours of leave, for example — and overtime accrues as a TOIL balance automatically. The ninety minutes someone stayed to finish handover is banked rather than lost. TOIL is held separately from annual leave, so it never reduces holiday entitlement. Staff request it the same way they request any other leave.

Ward managers approve or reject from any device: a phone between patients, a tablet at the nurses' station, a desktop in the office. Rejections carry a written reason, so someone who logged a night shift against the wrong date knows what to correct. If a sheet is still outstanding, a manager can send that person a reminder in one tap — it arrives as a notification in their app. Pay totals are calculated from approved hours, so nothing is re-keyed between the ward and the payroll run. Approved and exported are tracked separately, so a signed-off week cannot be paid twice.

There are two submission modes and you can use both. Clock-in mode starts a live timer when a shift begins, and the timer keeps running with the app closed, so a phone left in a locker records the full shift. Form mode lets someone enter start, end and break times at the end of the day or the week, which suits a community nurse driving between visits. Both work on mobile and desktop, so different settings in the same organisation can use different modes.

Each person has their own hourly rate — substantive, bank and agency staff all differ, often on the same shift. Pay totals are calculated automatically from approved hours. Group staff by department so you can filter and export one team's hours at a time. On a mixed unit you can also hide rates and pay totals from managers entirely: they approve hours without seeing any figures.

Send approved timesheets to payroll in a few taps. Export to CSV, Xero, or QuickBooks, filtered by date range, person, or department, with control over which columns are included. You can combine timesheet and leave data in a single export, so the payroll run gets the hours and the absences in one file instead of two.