See what timesheet management changes at your institution
Before vs. after adding timesheet management to iVake
Where you are today
Holding you back
Chasing sheets before payday
The HR office sends reminder after reminder to visiting faculty for paper timesheets, and some are still missing when salaries are due.
Pain point
Project hours rebuilt from memory
A funding agency asks how staff time was split across a research project, and the answer is pieced together from emails and registers.
Pain point
Every department’s own format
Heads of department send extra-lecture hours in different spreadsheets, and accounts spends a day making them agree.
Pain point
One absent approver holds everything
The person who signs timesheets goes on leave, and the pile waits unsigned until they are back.
Pain point
- 3+Formats for the same hours
- 2+Times hours are keyed in
- DaysSpent reconciling before payroll
Your institution, transformed
Everything connected
Hours recorded as they happen
Staff check in from a phone inside the campus boundary, and part-time faculty log the lectures they take in the app.
Solved
Hours tagged to their purpose
Time is recorded against a department, a project or an activity from a list your office controls.
Solved
One format, one approval list
Every department submits the same way, and approvers act on pending timesheets from one screen.
Solved
Approvals that do not stall
Approval chains set by your administrators include a backup, so one absence does not hold up payroll.
Solved
- 1Set of hours for HR and accounts
- 0Hours retyped into payroll
- 1Approval list per approver
Ready to make the switch? See how it works for your institution.
Hours ready for payroll before the cut-off
When hours arrive checked, approved and sorted before the cut-off, payroll runs from them, not from a pile of sheets that someone has to total by hand.
- Reminders to staff whose timesheets are still due before the cut-off
- Approvers see every pending timesheet and approve it, or return it with a comment
- Approved hours go to payroll on the same platform, with nothing typed again
Project hours that stand up to a funding audit
Funded research projects and grants often need evidence of how staff time was spent. Recording each hour against a project as it is worked turns that evidence into a report, not a reconstruction.
- Hours tagged to a project, department or activity from a list your office controls
- Hours logged against each project compared with the hours planned for it
- Every entry, edit, approval and return kept on the audit trail with who and when
Staff cost figures when management asks for them
When the principal or the finance committee asks what visiting faculty cost a department last term, the answer should come from the records, not from a week of spreadsheets.
- Hours and cost by department, staff type, project or pay period
- Hours worked set against the hours budgeted, with the differences picked out
- Filters for full-time, part-time, visiting, project-funded or your own staff categories
Staff timesheet management features
Everything you need to manage staff hours effectively
Mobile check-in
Staff check in from a phone, only inside the campus boundary you draw.
Device punches
Biometric and RFID punches read into the same staff record.
Timesheets
Daily or weekly hours for visiting, part-time and project staff.
Project codes
Hours tagged to a project, department or activity from your own list.
Approvals & delegation
Approval chains with backup approvers, set by your administrators.
Payroll link
Approved hours go to payroll on the same platform; payslips reach staff in the app.
Staff cost reports
Hours and cost by department, staff type, project and pay period.
Audit trail
Every entry, edit and approval logged with who made it and when.
Frequently asked questions
Get answers to common questions about staff timesheet management
Can different kinds of staff record their time differently?
Yes. Office staff can check in each day, visiting faculty can log the lectures they take, project staff can log hours against a project, and full-time teachers can record extra lectures separately. Each group sees only the entry method and codes that apply to them.
How are staff who split their time across projects handled?
One timesheet can divide hours across several projects, each chosen from a list your research or accounts office maintains. Reports show hours and cost for each project against what was planned, and export in open formats.
What if an approver is away before the payroll cut-off?
Approvers can name a backup in advance. If timesheets are not acted on within the time you set, they move to the next approver or an administrator is told, and pending approvals can be reassigned centrally.
Can extra hours and overtime follow our own rules?
Rules for extra hours follow your institution’s policy, by day, week or pay period, and by staff category. Hours that cross a rule are flagged to the approver before payroll runs.
How does it work with payroll?
Payroll runs on the same platform, so approved hours reach pay calculations without an export, and payslips reach staff in the app. If you use another payroll system, approved hours can be exported or read through the REST API.
What reports are there on staff hours and cost?
Hours and cost by department, staff type, project and pay period, with budget against actual and trends across terms. Figures come from approved timesheets, and payroll and TDS data can move to Tally or Zoho Books.
Can staff check in from home?
No. Check-in from a phone is refused outside the boundary the institution draws around its campus, and the location is verified each time a member of staff checks in.
Do staff see their own hours and payslips?
Yes. Staff see their check-ins, leave approvals and payslips in the app, and each message sent to them is logged against the record it came from.
Cloud, hosted in your region
REST API & webhooks- SSO: Google, Microsoft & SAML
Encrypted, backed up daily
Built for the DPDP Act- Full security details
Built for your institution type
See how this feature works for your specific institution
CBSE, ICSE & state-board schoolsStaff check-in inside the school boundary, linked to payroll
UniversitiesProject and department hours across campuses
Degree collegesVisiting faculty lectures approved before salaries run
ITIs, polytechnics & skill centresTrainer hours per batch, ready for funder reports
Playschools & pre-primaryStaff attendance and shifts kept in one place
Coaching institutesPart-time faculty log lectures taken, approved before payroll
Integrations, comparisons & tools
Extend timesheet management with integrations, see how iVake compares, and run the numbers
Related features
Payroll
Payroll on the same platform as staff records, with payslips in the app.
Faculty Management
Teaching load, substitutions and exam duty, visible rather than assumed.
Leave Management
Leave applied for in the app and recorded as leave in the register.
Biometric Attendance
Punches from biometric devices read into the attendance record.
Accounting
Day book and ledgers that move to Tally or Zoho Books in their own format.
Multi-Level Approvals
Approval chains set by your administrators, versioned and visible.
More in daily operations
Explore other features in this category
Ready to transform your staff timesheets?
See how iVake gets staff hours recorded, approved and into payroll on one platform, so HR and accounts stop reconciling spreadsheets.
Try it free for 30 days. No credit card required.