| Workspace |
One business in Vaultime, with its own people, projects, sites, settings and billing. You can belong to several |
| Employee / Admin / Super Admin |
Your role in a workspace (see Getting started). A workspace can have several Super Admins |
| Photo report |
A PDF of a site's, project's or the workspace's photos for some days, by day and person, to share or keep |
| Photo label |
Before, After, Issue, Delivery or Other, chosen when a photo is added; filters a site's or project's photos |
| Passkey |
Signing in with Touch ID, Windows Hello, Face ID or your phone instead of a password and code. Counts as two-factor, and in a browser also unlocks protected photos |
| Owner |
The Super Admin who pays for the workspace. Only they handle billing, delete the workspace, hand it over and make Super Admins; their own time is approved automatically |
| Handover |
Making another Super Admin the Owner. They accept it, and it moves when they pay (or at once on a trial) |
| Dedicated approver / Team approver |
The person who reviews someone's time, leave and swaps. A team approver is set on a tag and given to the tag's people who have none |
| Trial ended / read-only |
After the free trial with no subscription: everything can be seen and exported, nothing new added |
| Pay what's owed |
An unpaid bill from an earlier subscription, paid before subscribing again |
| Setup checklist |
The Super Admin's Get set up card on the Dashboard: each step ticks itself when it's really done |
| First run |
The short welcome the first time you open a workspace you've joined: your manager, how you clock in, then notifications, kiosk PIN and Face ID if they apply |
| Invitation |
An offer to join a workspace. Nothing happens until the person chooses Join; they can Decline, and it expires after 7 days |
| Seat |
A person on your plan. Counted once across every workspace you own, once they've joined |
| Entry |
A block of time in Timesheets: date, project, work types and hours |
| Draft / Submitted / Approved / Rejected |
An entry's life: private until you submit it, then reviewed |
| Project |
What time is logged against: a client job, a department or a cost centre. Can carry a job number and a client |
| Client |
Who a project or job is for. Managers only; used to total hours in reports |
| Work type |
The kind of work on an entry, set per project (e.g. Site visit) |
| Clock in / punch |
Recording the moment you start, stop or take a break. Each one is a punch; a clocked shift becomes an entry |
| Records hours by (Clocking in / Typing them) |
Whether a person clocks in, or logs hours by typing them (no Clock card, never a no-show). Set per person on People |
| Clock card |
The card at the top of the Dashboard and Timesheets for clocking in and out, breaks, moving between jobs and your kiosk badge |
| Live shift timer |
Your running shift time on the lock screen (Android notification or Live Update, iPhone Live Activity), with break and clock-out buttons, and a countdown before a rostered shift |
| Site / Workplace |
A place staff clock in at, with a pin, a boundary and its own rules. Workplaces are the places you always work |
| Job site |
A site for one job at a changing address, linked to a project (the job), with an optional end date and access notes. Archived by itself once the work ends |
| Access notes |
A job site's gate code, parking or key details, shown to rostered staff from 12 hours before the shift |
| Where to go |
The button on your shift in My shifts with the site's address, Directions and access notes |
| Boundary |
How far from the site's pin a phone punch still counts as there (30–300 m; up to 1,000 m for a job site) |
| Flag it / Refuse it |
What a site does with a punch from outside its boundary: record and flag it, or refuse it |
| Remote |
A punch away from every site where the workspace allows it |
| Move to next job / Travelling / Arrived |
Changing jobs during one clocked-in day; the drive is recorded as travel and charged to the job you drove to |
| Supplies run |
A paid trip to the supplier or the yard during a shift, its own part of the day |
| Move cancelled / Ended while travelling |
Flags: Move tapped then back at the same job; clocked out while still travelling |
| Photo protection |
Shift and clock-in photos encrypted on the device that takes them; only key holders and the person in the photo can open them |
| Key holder / Photo key |
A manager given access to the workspace's photos / your own key, kept on your devices, that opens them |
| Recovery Kit / Photo password / Passkey |
Ways to get your photo key back: 24 words; a password for browsers; Windows Hello or Touch ID in a browser |
| Photo stamp |
The date, time, site and optionally name drawn on shift and kiosk photos |
| Part |
A piece of a day across jobs: Work, Travel, or Supplies or errand. Shown in exports |
| Continues from |
A rostered shift joined to the one before it (same person, different site, within an hour): one working day |
| Kiosk |
A shared tablet at a site where staff clock in with their name and PIN, their badge, or by scanning its screen |
| Kiosk code |
The code on the kiosk's screen that phones scan; it changes every 20 seconds |
| Printed site code |
A code printed and put up at a site; scanning it names the site, and the phone's location is still checked |
| Badge |
The changing QR code in your app that a kiosk scans instead of a PIN |
| Notice |
What staff read before their first clock-in, explaining what's recorded |
| Flag |
A note on a punch or entry for the reviewer (see What each flag means). Never blocks anything |
| Correction |
A request to change clocked-in times; the original punches are kept |
| Missed shift |
A shift a manager adds for someone who couldn't clock it |
| Roster |
The plan of who works when and where |
| Draft / Published / Changed / Removed shift |
A rostered shift's state; staff only see published shifts |
| Open shift |
A rostered shift with nobody on it yet, which staff can ask for |
| Cover / Swap |
Handing your shift to a colleague, or trading it for one of theirs |
| Leave |
Approved time off (annual, sick, personal, unpaid, other) |
| Unavailable |
Times you've said you can't work; information for the roster, not time off |
| Late / No-show |
Clocking in after Late after, or not by No-show after, a rostered start |
| On the way |
Someone tapped I'm on my way on their countdown and hasn't clocked in yet; shown on the roster |
| Rounding in pay exports |
Optional rounding of clock in and out to the nearest 5, 6, 10 or 15 minutes, only in the pay workbook |
| Week start |
The day your workplace's week begins (any day); every weekly view follows it |
| Pay period |
How often you pay (weekly, fortnightly or monthly); used for This pay period in Reports and History, and grouping in Approvals |
| How clocked time is paid |
The workspace's rule for the hours that count: clocked time, rostered hours, or clocked time less the rostered break |
| Clocked / Counts as |
What the punches say (clock in to out, less breaks recorded), and the hours that count (what goes to pay) under the workspace's rule or as set by a manager |
| Reopen |
Sending an approved entry back to waiting for approval, with a reason, so it can be adjusted and approved again |
| Full View |
The Dashboard view for Super Admins of several workspaces: hours and waiting approvals per workspace |
| Audit log |
The tamper-evident record of who did what, and when |
| Tag |
A team or skill a manager gives people (e.g. Green, First aid), for picking a crew, filtering and hours by tag. Each entry keeps the tags its person had when it was made. See Tags and teams |
| Shift photo |
A photo someone adds to their own shift from the Clock card. From photos: chosen from the phone's library. Kept: held past retention by a manager |
| Copy to… |
Roster Select shifts → copy the ticked shifts to other days as drafts, keeping their pattern |
| Invoice |
A bill to your client, made in Invoicing. A draft until issued; then it has a number and is frozen, and changes make new versions |
| Credit note |
A negative invoice that reduces what's owed on an issued invoice |
| Void |
An issued invoice cancelled but kept in your records; nothing is owed and its hours can be billed again |
| Share link |
A private link to one invoice, which you send your client yourself, optionally with a code. It can expire or be turned off; views are counted |
| Item |
Something you do or sell, with a unit, price and taxes, suggested as you type on an invoice |
| Special price |
A price for hours that match a client, project, site or kind of work; the most specific one wins |
| Part paid / Overdue |
An invoice with some payments recorded, or past its due date with money still owed |
| Custom field |
Your own column on people, projects, sites or work types (Employee ID, Cost centre, Licences), made in Settings → Fields |
| Hour kind |
A kind of hours your payroll pays (Ordinary, Overtime 1.5, Saturday) or units for an allowance; you name them |
| Rule list |
Rules that sort a group of people's approved hours into kinds; each person gets the first list they fit |
| Everything else |
A rule list's kind for hours no rule takes |
| Export (payroll) |
A saved layout of the exact file your payroll imports: columns, codes and file details |
| Code |
What your payroll calls a kind (a pay category, earnings code or work type ID), set per export |
| First filled of |
A column that tries several sources in order and uses the first with a value |
| The check |
The list of problems (why, and how to fix) before an export downloads or sends |
| Exported |
A day whose hours went out in an export or a Xero send |
| Draft timesheet |
What Vaultime makes in Xero Payroll for you to review and pay there |
| Team |
A group of people with leaders (a store, site or crew), set up in Settings → Teams; a tag with an approver |
| Team leader |
An Admin or Super Admin who manages a team; with teams on, Admins see and manage only their teams' people |
| Teams on |
The Owner's switch: each Admin then sees and manages only their people; Super Admins see everyone |
| Export by asking |
Building an export file by chatting with Ask Vaultime (managers); the card under the answer shows it, and Generate makes it on your device |
| Hours list |
An export of hours as worked (not sorted into kinds); any manager can make one for the people they can see |
| Again |
Making one of your recent exports again for its dates as they are now; doesn't use a question |
