Staff Time Management
Track staff attendance with clock-in/clock-out and generate accurate timesheet reports for your veterinary team.
Staff Attendance & Timesheets: VetLoop records staff clock-in, clock-out, and break times with local audit logging. Dedicated direct payroll software export integrations will be available in an upcoming update.
Overview
VetLoop's Staff Time Management module gives practice managers a simple, accurate way to record the hours every team member works. Whether you have a single vet or a full team of assistants, receptionists, and specialists, every minute is tracked automatically and available for reporting.
- Staff clock in and out directly from any VetLoop device in the practice.
- All time entries are stored locally and sync across all devices in real time.
- Managers can view, edit, and export timesheets at any time.
- Timesheet summaries can be exported as printable PDF or CSV for review and record-keeping.
Clocking In & Out
Navigate to Staff → Time Management → Clock In or use the quick-access shortcut on the VetLoop home screen. Staff members select their name, optionally enter a PIN or use biometric authentication where supported, and confirm.
- Open the Time Management screenFrom the main menu, go to Staff → Time Management. A live status panel shows who is currently clocked in.
- Select your name & clock inTap your name from the list, authenticate if required, and press Clock In. The system records the exact timestamp automatically.
- Clock out at end of shiftReturn to the same screen, select your name, and press Clock Out. Total hours for the shift are calculated and saved immediately.
- Add a shift note (optional)When clocking out, a notes field allows staff to record overtime reasons, on-call hours, or any shift-specific information for the manager.
Missed clock-outs can be corrected by a manager or admin user. Go to Staff → Time Management → [Employee Name] → Edit Entry and adjust the clock-out time manually. All edits are audit-logged with the editor's name and timestamp.
Viewing Timesheets
Managers can view the full timesheet for any employee at any time. Go to Staff → Timesheets and select the employee and date range.
| Column | Description |
|---|---|
| Date | Calendar date of the shift |
| Clock In | Recorded or manually corrected start time |
| Clock Out | Recorded or manually corrected end time |
| Total Hours | Calculated duration, rounded to the nearest minute |
| Note | Staff or manager note for that shift |
| Edited by | If a manager adjusted the entry, their name and timestamp is shown |
Timesheet Reports
Generate a period summary for a single employee or all staff from Staff → Timesheets → Generate Report. Select the pay period and choose your output format:
- PDF Summary — a printable, branded report per employee showing daily hours and totals. Suitable for staff records or manager sign-off.
- CSV Export — a spreadsheet-compatible export of all entries, suitable for manual review and record-keeping.
Reports are filtered by month by default, but any custom date range is supported for practices with non-calendar pay periods.
Leave Requests
VetLoop tracks leave requests so that managers have full visibility of planned absences and can ensure time entries are accurate alongside leave records.
- Staff can submit leave requests directly in VetLoop from Staff → Leave → + New Request.
- Leave types supported: Annual, Sick, Family Responsibility, Maternity/Paternity, and Study Leave.
- Managers approve or decline requests; approved leave automatically appears on the team calendar.
- Leave records are maintained alongside timesheet data so manager reports reflect accurate total working days.
Tips & Best Practices
- Designate one front-of-house device (e.g. the reception PC or a tablet near the entrance) as the official clock-in station to keep records consistent.
- Lock down clock-in edit permissions so only managers can adjust past entries — managed under Settings → Roles & Permissions.
- Run the timesheet report at the end of each week so discrepancies are caught early.
- Use the shift notes field to document on-call periods or out-of-hours callouts — important for overtime and timesheet verification.