Staff Time Management
Track staff attendance with clock-in/clock-out, generate accurate timesheet reports, and feed hours directly into SimplePay for SARS-compliant payroll processing.
VetLoop is read-only with respect to payroll calculations. All PAYE, UIF, SDL, and payslip generation is handled exclusively by SimplePay — South Africa's leading cloud payroll platform. VetLoop captures and exports your staff's actual worked hours so SimplePay can process payroll accurately. There is no double-entry required.
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.
- Approved timesheet exports are formatted for direct import into SimplePay.
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 payroll sign-off.
- CSV Export — a spreadsheet-compatible export of all entries, suitable for manual review or direct import into SimplePay.
Reports are filtered by month by default, but any custom date range is supported for practices with non-calendar pay periods.
SimplePay Integration
VetLoop integrates with SimplePay as a read-only data source. Your staff's timesheet hours are exported in a format that SimplePay can directly import, eliminating manual re-entry of hours into the payroll system.
Why SimplePay? SimplePay is a SARS-compliant, cloud-based payroll platform trusted by thousands of South African businesses. It handles all PAYE, UIF, and SDL calculations, generates IRP5 certificates, produces payslips, and processes EMP201 reconciliations. VetLoop focuses on what it does best — managing your practice — and delegates payroll compliance to the experts.
How the integration works
- Complete your pay period in VetLoopAt the end of each pay period, review all timesheets in VetLoop and confirm any corrections or manual adjustments have been made.
- Export hours to CSVGo to Staff → Timesheets → Export for SimplePay. VetLoop generates a formatted CSV matching SimplePay's import template, including employee names, hours worked, and any overtime flags.
- Import into SimplePayLog in to your SimplePay account at simplepay.co.za. Navigate to Payroll → Import Hours and upload the VetLoop CSV. SimplePay validates and pre-fills all variable pay components.
- Run payroll in SimplePayReview the payroll run inside SimplePay — PAYE, UIF, SDL, leave pay, and nett salaries are all calculated there. Approve and process payslips as normal.
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 balances are exported alongside timesheet data so SimplePay can deduct leave pay correctly.
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, not just at payroll time.
- Ensure employee names in VetLoop match exactly what is registered in your SimplePay account to avoid import mismatches.
- Use the shift notes field to document on-call periods or out-of-hours callouts — important for overtime calculations in SimplePay.