Pay Periods

Group approved timesheet entries into named date ranges, lock them for payroll, export a provider-ready CSV.

Pay Periods

A pay period is a named date range — a week, a fortnight, a month — that acts as a container for approved time entries. Locking a period freezes every approved entry inside it so the payroll export is reproducible and the entries can't be retroactively edited.

The page lives at Time & Payroll → Timesheets → Pay Periods. Admins and fleet managers only.

Lifecycle

Every period moves through three states:

Status	What it means	Who sets it
Open	Just created. No entries frozen yet. Editable by any admin.	Default on creation
Locked	Every approved entry in the date range has been stamped with this period's id and flagged `locked`. Entries in the range can't be edited or deleted.	Admin clicks Lock. Stamps `locked_at` / `locked_by_id`.
Paid	Final state. Payroll was run. Can't be reopened.	Admin clicks Mark paid from a locked period. Stamps `paid_at` / `paid_by_id`.

Creating a period

Click New pay period in the header. The dialog asks for:

Name — any label, e.g. 2026-04 Bi-weekly 1. Shown in the list and in the payroll CSV.
Starts on / Ends on — inclusive date range. End-of-day on the ends_on date is used when sweeping entries in.
Notes — free text, never shown to employees.

The period starts in the Open state.

What locking does

When you click Lock:

Every entry in the tenant where clock_in_at falls within [starts_on 00:00, ends_on 23:59] and approval_status = approved gets updated in a single transaction:
- pay_period_id → this period's id
- locked → true
The period itself moves to Locked, locked_at = now(), locked_by_id = you.

Pending and Rejected entries in the range are not swept in. Approve them first if they belong in this run. You can reopen, then re-approve the stragglers, then lock again — see below.

Entries not approved by the time you lock are permanently excluded from that pay period's CSV unless you reopen. There's no grace flow.

Reopening

Reopen is available from a locked period (but not a paid one). Clicking it:

Unsets pay_period_id and flips locked = false on every entry previously swept in.
Flips the period back to Open, clears locked_at / locked_by_id.

Those entries are once again editable and can be re-approved or re-rejected. When you're satisfied, lock again.

Paid periods (status = paid) refuse to reopen. If you genuinely need to amend a paid run, contact support — it's intentionally a one-way door.

Summary preview

Click the period's name (or the Summary button) to open an inline dialog showing per-employee aggregates for this period:

Column	Meaning
Employee	Display name + employee code from pay profile
Regular	Hours up to the weekly overtime threshold
Overtime	Hours between the OT and double-time thresholds, paid at OT multiplier
Double	Hours beyond the double-time threshold (blank column when DT isn't configured)
Total hrs	Regular + Overtime + Double
Gross	Amount paid, in the employee's pay-profile currency
Entries	Count of approved entries included

The summary is computed live against the locked entries, so the preview and the exported CSV always match.

Payroll CSV

The CSV button on a locked or paid period downloads a file named payroll-YYYY-MM-DD-YYYY-MM-DD.csv. It streams through the server; no intermediate file is written.

Column spec

CSV column	Source
`Employee`	`users.name` of the entry owner
`Employee Code`	`user_pay_profiles.employee_code` (optional)
`Currency`	`user_pay_profiles.currency`, default `EUR`
`Regular Hours`	Splitting by week, hours up to `overtime_threshold_weekly`
`Overtime Hours`	Hours between OT and DT thresholds
`Double-time Hours`	Hours past `double_time_threshold_weekly` (`0.00` if DT not configured)
`Break Hours`	Sum of `break_minutes / 60` across entries
`Total Hours`	Regular + Overtime + Double
`Regular Pay`	`Regular Hours × hourly_rate`
`Overtime Pay`	`Overtime Hours × hourly_rate × overtime_multiplier`
`Double-time Pay`	`Double-time Hours × hourly_rate × double_time_multiplier`
`Gross Pay`	Regular + Overtime + Double pay
`Entries`	Count of approved entries aggregated
`Period`	The period's `name`
`Period Starts` / `Period Ends`	ISO dates

Monetary columns are always plain decimals (800.00, not € 800.00) so they import cleanly into spreadsheets and payroll tools.

Worked example

Setup

Pay profile: hourly rate €15.00, OT threshold 40h/wk, OT multiplier 1.5, DT not configured.
Week 1 of a two-week period: the employee works 48h (across several approved entries).
Week 2: 36h.

What ends up in the CSV row

Column	Value	How it was computed
`Regular Hours`	`76.00`	Week 1 capped at 40 + Week 2's 36
`Overtime Hours`	`8.00`	Week 1 above 40
`Double-time Hours`	`0.00`	DT threshold not set
`Total Hours`	`84.00`	76 + 8
`Regular Pay`	`1140.00`	76 × 15
`Overtime Pay`	`180.00`	8 × 15 × 1.5
`Gross Pay`	`1320.00`	1140 + 180

Overtime resets weekly. The service splits entries per ISO week (Monday – Sunday) before applying thresholds, so a period that straddles a week boundary is handled correctly.

Importing into a payroll tool

The column names map directly onto common payroll providers:

Gusto — use Regular Hours and Overtime Hours columns on their bulk import template.
ADP RUN — map Regular Hours → REG, Overtime Hours → OT, Double-time Hours → OT2.
QuickBooks Payroll — import with column mapping; QB handles the arithmetic from hours, so you can ignore the *_Pay columns if you'd rather they re-derive.

For systems that want employee IDs, set Employee Code in each user's pay profile — it lands in the CSV as-is.

Permissions

Admin — every action (create, lock, reopen, mark paid, export).
Fleet manager — every action above.
Everyone else — no access.

Review Timesheets — approve entries before locking a period.
Pay Profiles — rates, overtime rules, employee codes.
Time Tracking (employee) — clock-in/out flow.

Pay Periods

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