Daily Review - Timecard Review

The first thing you can do to ensure a smooth payroll period is to check and review your punch records at the end of your manager shift.  Same day edits are EASIER and the BEST way to edit timecards so everything matches.

Tip:  We recommend AM managers review the AM shifts and PM/Closing managers review the PM shifts.  Then if any time card edits are needed, it is being done by the manager who was there for the employee's shift.

TABLE OF CONTENTS

• How to review and update timecards (SAME DAY EDITS)
  • Video Walkthrough
  • Edit a timecard in Toast Web (recommended)
  • Edit a timecard on the POS
  • Additional Tips & Resources

How to review and update timecards (SAME DAY EDITS)

Before Starting - Things to Know

• ALWAYS start editing your timecards in Toast. 
• Toast sends HotSchedules updates every 2-3 hours so that any edits in Toast are also updated in HotSchedules automatically.

IMPORTANT:  HOTSCHEDULES DOES NOT SEND TIME CARD EDITS TO TOAST.  If you edit a timecard in HotSchedules, your labor numbers will not match.

Video Walkthrough

Edit a timecard in Toast Web (recommended)

• Click Employees -> Timesheet Management -> Time Entry management

• Select your dates, and any additional columns you may want to see.  
• HotSchedules adds shifts into Toast after you post your schedule.  I like to add Sch. Time In, Sch. Time Out columns to my report so I can see actual vs. scheduled.

• Click on any employee to edit, and their shift information will pop up.
• From here, you can edit:  Time In, Time Out, Job, and Cash Tips Declared.

• Click Save to save your edits.  Or click Delete if you want to delete the time entry and start over.

***Tip:  Try not to delete timecards unless it is a duplicate time card.  If there are 2 time cards for a tipped employee, always keep the one that has sales & tips.

• You can also quickly edit time cards without having to click into each shift.
• Hover over the Time In or Time Out.
• Click into the box to edit the times, then click the check mark to save your edit.

Edit a timecard on the POS

• Click on the arrow in the top left of your POS to bring up your settings.

• Under Manager Activities, click Review Employee Shifts

• From here, you will see a list of Active shifts and Closed shifts - along with payments, cash in hand, cash declared.
• By clicking on any shift, you can adjust the clock in time and/or clock out time.  These are rounded to every 5 minutes.

Additional Tips & Resources

• ALWAYS TRY TO EDIT TIMECARDS THE SAME DAY.  Otherwise, they will need to be edited in 2 different locations.
• If you are clocking someone out, they will have to have their shift review completed.
• If you are clocking someone out, you also have the opportunity to add any declared cash tips.
• If you delete an employee's time entry, not only it will reopen the shift review, but it will also remove the employee's tip out and cash collected entries from the cash drawer history report.

Toast Article - Editing Timeclock Entries