For new starters
How to use Visitsheet
The Staff page has three tabs. Each shows the pay period you are in, with a total for it above the list.
Your link and your password
Sign in
Keep the message your link came in. It does not run out, and it signs you in again whenever you need it.
Optional
Add Visitsheet to your phone
Visitsheet can sit on your home screen with your other apps. It then opens with one tap, and you do not have to find the link each time. You only do this once. If you prefer, you can keep using Visitsheet in your browser instead.
After each visit
Record a visit
- On the Timesheet tab, tap “Add timesheet”.
- Choose who or what the time was for. The list holds the clients you are assigned to, and training, admin and the other activities.
- Check the date, then pick the start and end times. Visitsheet works out the hours.
- Put your miles in the right box. Commute miles are for getting to and from work, and client trip miles for a journey made on a client's behalf. Between-client miles are for driving from one client to the next. When the time is for an activity, the client trip box is named after it, such as Training miles. Leave a box at 0 if there were none.
- Add a note if the office needs to know something about the visit. If you record client trip miles, please say where you went in the note.
- Tap “Save”, then check the visit is in the list underneath, with its hours and miles added to the totals above. That is what tells you the office has it.
Each organisation chooses the day its pay period starts. One that starts on the 24th runs from the 24th of one month to the 23rd of the next. The period from 24 August to 23 September is the September period.
The period's last day is the last day to add a visit to it or change one. The line under the period's name gives the first day of the period and the last day you can add or change entries. In the last week the countdown appears under “Add timesheet”.
Made a mistake? Tap the pencil on the entry to change it, or the bin to remove it. On a wide screen the two buttons are labelled “Amend” and “Delete”.
Spent money on the visit? Tick “Also log an expense for this visit” before you save. You can also tap the receipt on the visit in the list at any time until the pay period closes. On a wide screen it is labelled “Add expense”. The expense form opens with the visit's client and date, which the expense keeps.
Tap the receipt again to add another expense to the same visit. Each one is listed under the visit: tap one to change it or delete it. Whoever reads the timesheet sees what was spent on it.
Holiday, sickness and other leave
Request time off
- On the Time off tab, tap “Request time off”.
- Choose the type: Holiday, Sickness or Other.
- Pick the first and last day. For a single day, choose the same date for both.
- Add a note if there is something a reviewer should know.
- Tap “Request”, then check it is in the list underneath.
Your request shows as Pending until a reviewer has looked at it, then as Approved or Rejected. If you amend one, a reviewer has to approve or reject it again, because the days have changed.
Time off does not follow the pay period the way a timesheet or an expense does. You can amend or delete a request at any time, and record days you have already taken, even in a month that closed long ago.
Money you have spent
Claim an expense
- On the Expenses tab, tap “Add expense”.
- Choose who or what the money was for. Pick the client if you spent it on their behalf, or else the kind of work it was for, such as Admin or Training.
- Check the date and enter the amount in pounds.
- Choose the category: Travel & parking, Materials, Food & drink, Activity or Other.
- Tap “Add receipt photo” and photograph the receipt, or pick a photo you have already taken. You can add up to five. Tap a photo you have added to see it at full size.
- Add a note if the expense needs explaining, then tap “Save”. Check the expense is in the list underneath, with its amount in the total above.
An expense follows its date as a timesheet does: the pay period's last day is the last day to add one or change it. In the last week the countdown appears under “Add expense”.
Finalising a pay period creates the payroll record for your organisation to review and authorise according to its own financial controls. Visitsheet records expenses and their receipts but does not decide how your organisation approves them. A reviewer reads them on Review and will ask you if one needs explaining. An expense counts from the moment you save it, and is included in that pay period's payroll exactly as you entered it.
When something is not as you expect
Fix a problem
The pencil and the bin , labelled “Amend” and “Delete” on a wide screen, are shown on an entry until its date is closed. Look for the buttons rather than working it out from the date. If they have gone and you need the entry changed, tell the office. They can correct it for you, or send a timesheet back to you to correct.
An admin can correct your entries. The change shows on your list with their name, what they changed and why, and your phone tells you if notifications are on. A timesheet or expense they remove stays on your list with their name and reason, and is not counted in your totals.
Once a period has been paid, its entries stay as they were paid. A correction adds two entries to a later period instead. One takes the old figures off and says “Reversal”. The other has the corrected figures. The original entry and the one taking it off cannot be changed again.
The pay period closes at the end of its last day. A visit to a client, and an expense against one, can be closed sooner than that. The office closes the calendar month it falls in for invoicing. Training and admin are on no invoice, so they stay open until the pay period closes. You can still read a closed entry: the arrows under the period's name go back to an earlier period.
The office has found something wrong with one of your timesheets and returned it for you to correct. It is marked “sent back” with their reason. Its pencil is shown on it again, so you can change the figures after the period has closed. The date has to stay inside the pay period the shift was recorded in. Once you save it, it counts in the period's totals again.
You do not have to go looking for one. The Staff item at the bottom of the screen shows how many are waiting for you to correct, from any pay period. So does the Timesheet tab. The number falls as you correct them.
The correction can still be refused. That happens if the office has finalised that period's payroll, or the shift was to a client and they have closed that month for invoicing. You are told why when you try to save. Tell the office, and they will correct it for you.
An expense can be sent back in the same way, unless you entered it with a visit. The office corrects one of those if it is wrong. Correct a sent-back expense on the Expenses tab, where it is marked “sent back” with the reason. The Staff item counts it with your timesheets, and the Expenses tab shows how many are waiting.
With the current pay period. Time off booked for a later period is listed under the current one until that period starts. You do not have to go looking forward for it.
Ask the office for a new link. They cannot resend the old one. When they issue a new link, the old link stops working everywhere, and you choose a new password the first time you open it. You then use that password on every device.
A new sign-in link does not touch your passkeys. They carry on signing you in as they did.
Yes. Your sign-in link works on every device you use, as many times as you need. To use Visitsheet on a computer as well as your phone, open the same link there and enter the password you already chose. Signing in on the computer takes nothing away from your phone.
A passkey signs you in with whatever unlocks your device: your face, your fingerprint or its PIN. There is no password to type. Set one up under Passkey on the Account tab. You never have to. Your link and password keep working, and they are the way back if a passkey is ever refused.
Where a passkey can be used is up to the phone or browser holding it. Some save it to an account that copies it to your other devices. Some let you sign in on a computer by scanning a code with your phone. Others keep it on the one device. The Account tab lists your passkeys and marks each one “backed up” or “this device”.
A passkey that works on a device does not mean you are already signed in there. On each device you open Visitsheet and choose “Sign in with passkey”, or open your link and enter your password.
Saving sends the entry to the office, so your phone needs a connection. If you see “Cannot reach Visitsheet just now”, the form stays as you left it: move to somewhere with a signal and tap “Save” again. Nothing is kept on the phone in the meantime, so do not close the form.
To check whether an entry has saved, look for it in the list underneath the button. If it is not there, it has not been saved.
For anything else, ask the office. They can correct an entry, send a timesheet back to you, reopen a closed period or issue a new sign-in link.
The other guide
How a month runs
For whoever prepares payroll and raises invoices: checking work as it comes in, closing the pay period, finalising payroll and closing the month for invoicing.