Help centre
Every workflow in Vaultime, step by step, with an example from a real kind of business. You can also ask Ask Vaultime in the app.
Updated 5 October 2026
Start here
I run the business
Set up once, then roster, approve and pay.
I manage a team
Rosters, approvals and what happened on shift.
I work shifts
Clock in, see your shifts, get paid right.
What's new
29 Sept
Clearer roster notifications
Staff are told exactly what changed: the day, the time and the site.
28 Sept
Copy and change shifts in bulk
Select shifts, then change the time, move them or copy them to other days.
28 Sept
Tags and teams
Tag people Green, White or First aid, and roster a whole team in one tap.
28 Sept
Photos during shifts
Staff add photos of the work to their shift, even with no signal.
Top questions
How do I invite my whole team at once?
Who: Super Admins and Admins (Admins invite Employees only). Go to: People → Invite → Several people (or Invite your team on the setup checklist). 1. Give the list one of three ways: Upload a spreadsheet (CSV or Excel; Download the template for the right columns), Type them in (a card per person,… Read the full guide
How do I give lots of people the same shift?
Who: Admins and Super Admins. Go to: sidebar → Roster. On a phone: More → Roster. 1. Pick Week or Month, and use the arrows to move (tap the date to jump back to today). With several sites, the site button shows one site at a time. 2. Tap an empty day in someone's row (or hover and tap + on a… Read the full guide
How do staff find out about their shifts?
Go to: Roster → Publish (it shows how many changes are waiting). 1. Tap Publish. 2. Confirm. Each person affected gets one notification (in the app and as a phone push) saying what changed for them, in words: up to 3 shifts, e.g. Sat 4 Oct 9:00 am → Sun 5 Oct 9:00 am – 5:00 pm, Gate A or Sat 4… Read the full guide
How do open shifts work?
Who: managers create them; staff ask for them. Go to: Roster → Add a shift → Who → Open shift. Need more than one? Use How many open shifts (up to 100) before tapping Add shifts: each is a separate open shift, so each can go to a different person. Each person can ask for only one of a set put up… Read the full guide
What if someone forgets to clock out?
A shift left open is closed automatically after your workplace's longest shift (14 hours by default), and you get a notification. The Clock card then says You didn't clock out on…: tap Enter finish time, and your manager confirms it. On a rostered shift, it's closed at the rostered finish instead.… Read the full guide
How do I fix a clocked-in time?
Go to: Timesheets → the entry → Request correction. 1. Open the entry in Timesheets. 2. Tap Request correction. 3. Set the real start and finish and your unpaid break (quick picks: None, 15, 30, 45, 60 min, or type it), give a reason, and tap Send to my manager. Your original punches never change;… Read the full guide
How do I approve timesheets?
Go to: Approvals → Pending. 1. Submissions are grouped by person and week. Tap a week to check its entries, hours and descriptions. 2. Tap Approve all and confirm. 3. The person gets one notification for the week, with your name on it. If your workplace pays fortnightly or monthly, Pending groups… Read the full guide
How do I set up a shared tablet (kiosk)?
Who: Admins and Super Admins. Go to: Settings → Sites → the site → Kiosks → Add a kiosk. 1. Choose when the kiosk should be on: During these hours (days and times; Mon–Fri 7 am – 6 pm to start with), Always on, or Don't alert me. You're only told it has stopped responding inside those hours, so a… Read the full guide
All guides
5. Clocking in and out
- Clock in with your phone
- Clock in by scanning the kiosk's code
- Clock in with a printed site code
- During your shift
- Clock out
- Your break at clock-out
- The live shift timer on your lock screen
- Before a rostered shift: the countdown
- Clock in at a shared tablet (kiosk)
- Set your kiosk PIN and find your badge
- What if I'm not at the site?
- No signal?
- Forgot to clock out?
- Fix a clocked-in time
12. Workspace settings, sites & audit log
- Workspace, site, person or kiosk: where each setting lives
- Rename your workspace
- Week start and pay period
- How hours are recorded, and exceptions for one person
- Who accepts corrections, and rounding
- How clocked time is paid
- Switch Clock in on
- Stamp photos with the date, time and site
- Set up a site
- Job sites
- Clocking in at a job site
- Moving between jobs in one day
- Travel pay between jobs
- Rostering a day across jobs
- Set up a shared tablet (kiosk)
- Require two-factor authentication
- Records, notice and your data
- Ask Vaultime: who can ask, and limits
- Check the audit log
- Protect photos (photo protection)
- Give someone access to photos
15. Invoicing (the Owner, and people they give access to)
- Set up invoicing
- Clients, prices and taxes
- Why a line has no price
- Make an invoice from hours
- Invoice anything: items, lines and templates
- Pick a style
- Issue, download and share
- Record payments
- Change, void or credit an issued invoice
- Documents on an invoice
- Invoice all clients at once
- Invoicing reports and export
- Give someone access to invoicing
- Invoicing: what Vaultime doesn't do
- Ask Vaultime about your invoices
Nothing matched
Try fewer or different words, ask Ask Vaultime in the app (the round chat bubble), or email us.
Still stuck?
Ask Vaultime
In the app, tap the round chat bubble and ask in your own words, e.g. “How do I copy Friday's shifts to Saturday?”
Email support
Tell us what you were trying to do and what happened. In the app, Help → Message the support team also works.
Policies
How we handle your data, and the terms for using Vaultime.