Time Clarke Admin
Live hours and labour cost by job.
Manager Edit Responses
Staff accept/reject replies to manager hour changes.
Admin Setup
Set this device up for a client account using the private admin link.
Staff Summary
Totals for the selected staff member and period.
ClickUp
Synced ClickUp jobs appear in the staff dropdown for costing.
Sync Flow
Staff Job List
Job P&L Flash
Revenue, approved labour and matched job costs for the selected period.
Gross margin = invoice net (or exact-job quote net) − approved labour − matched Xero bills − 30% of revenue for machinery, vehicles, tools and fuel. Flash profit = gross margin − 18% of revenue for general overheads. Both percentages use revenue before VAT. Quoted revenue is an estimate; actual job-coded bills remain additional to the allocations.
Jobs in this period
Filter the rows here; the summary above always covers the full selection.
Payslips
Import posted Xero Payroll payslips, print them, or notify staff securely.
Labour Flash report
Labour hours, cost and job-allocation utilisation for the selected period. This report is separate from Veg Flash and the Finance cost roll. Labour is shown with a 55% loading for plant, vehicles and fuel; machinery is not charged a second time.
Snapshot
Crew Cost
Shift Hours
Top Jobs
Approvals
Labour utilisation
Utilisation is job-allocated hours divided by all recorded hours plus weekly-guarantee top-up. Unallocated, yard and ad hoc time stays in the denominator, so this measures job allocation rather than individual productivity. Rows with missing staff rates remain flagged and are not costed into the labour loading.
Weekly View
Top Job Lines
Jobs
Hours and labour cost by job number.
People
Hours and labour cost by staff member.
Holiday
Approve leave, check team cover, balances and downstream sync.
Approval queue
Oldest and nearest leave first. Conflicts must be resolved before approval.
Team calendar
Pending and approved leave in the selected scope.
Balances and setup
Managers see their authorised staff only. Pay fields remain restricted.
History
Approved, declined, proposed, withdrawn and cancelled requests.
ClickUp and PAY sync
Time Clarke remains authoritative if an output is delayed.
Holiday setup and policy (full administrators only)
Staff
Add staff, update rates, issue app links, and manage leavers.
Staff rates — Excel
Download the current workbook, edit Staff Rates or the office Salary tab in Excel, then upload that same workbook here.
The workbook updates existing staff rates, weekly minimum hours and office annual salaries only. Keep each employee name and email unchanged. A blank salary cell leaves the saved salary unchanged; enter 0 only to intentionally set it to zero. It does not create accounts, send login emails or change personal HR details.
Staff List
Deactivate leavers. Timesheet history remains.
Operations Allocations
Compact job and staff allocations. Work moves to Previous jobs 30 days after its planned end, or immediately after manager-accepted completion.
Job pack details
Open a job, complete the four short operational fields and save. This updates Time Clarke directly and creates a new operative job-pack revision. Do not enter prices, quotations or invoices.
Active allocations
ClickUp Approved to Schedule is the management record for staff allocation. Change the crew there and Time Clarke will mirror it automatically before the shift starts.
Previous jobs — 30-day archive
Work leaves the active list 30 days after its planned end. Manager-accepted completions move here immediately.
Site-specific RAMS drafts
Operative-authored drafts awaiting controlled manager review. A draft is never approval and does not authorise work.
Completion reviews
Decisions are append-only and do not approve RAMS.
Manager Safety & Defect Follow-Up
Triage incidents, record investigation actions and verify vehicle or plant defect resolution. Source reports and manager decisions are append-only.
Controlled PDF Toolbox Talks
Upload the original PDF unchanged, choose named staff, enter its questions, and review each personal signature receipt.
External Filing
Manager-accepted completion handoffs only. Every destination, environment and permitted read/write operation requires separate authorisation.
Operations Control
Read-only permissions, controlled module switches, audit visibility and support status. Operational evidence cannot be edited here.
Technical support — saved device records
Historical records referred by staff devices. Referral preserves originals and does not accept attendance, checks or signatures.
Vehicle & Plant Register
Add or update the complete asset information used by operative pre-use checks. Every change is append-only.
Upload the controlled JSON pack prepared from the reviewed DES workbook. INCLUDE and approved REVIEW rows are accepted; HOLD rows fail closed.
Action Required
Queued, failed and conflicted operational records. Records remain immutable.
Operations Audit
Redacted append-only event and receipt metadata for authorised support.
Staff Performance & Rewards
Owner review · evidence from the last 28 days · no automatic payments or penalties
Timesheets - Needs checking
Missing rates, unapproved rows, yard/adhoc work, and rows that need checking.
Timesheets - Needs approval
Submitted or rejected rows needing manager action.
Timesheets - All entries
Submitted time at line level.