THE GUIDED TOUR

The first time you sign in, the screen dims and a card walks you through the real app — your own screens, not pictures of them. It starts on its own; nothing is waiting on you to find it.

• Next and Back step through it, and the STEP 3 OF 9 line says how far along you are. The last step’s button reads Done.
• The tour moves you between screens as it goes, so the page under the card changes — that is the tour driving, not something going wrong.
• The highlighted control really works. When a step says to click a day and type hours, do it — the highlight is a hole, not a cover. Clicking the dimmed area around it puts the tour away, but does not use it up: it starts again next time you sign in, until you finish it or press Skip tour.
• Each role gets a different tour — Staff get the clock and their own week; a supervisor and the CFO start on the clock and their own week too, since they submit hours like everyone else, then the team screens, the roster, Workers and the Catalog. The supervisor’s tour ends on Exports and the audit trail; the CFO’s adds Settings and the data download.
• Replay the guided tour at the bottom of this page starts it again whenever you want. A new phone or laptop counts as a fresh browser, so it will start itself again there.

1SIGN IN

Open time.valleyrootedconsulting.org on any device — phone, tablet or computer. Nothing to install.

• Username and password. Your username is the short name whoever set up your account gave you — letters, numbers, dots and dashes. It is not your email address.
• Sign in with Microsoft. If that button is on the card, you can use your Valley Rooted work account instead of a password. It only works once your work email is on file under People. Microsoft can send you back four ways: not set up in Timesheets means the work email is missing — ask whoever runs People to add it; expired or was interrupted and could not be verified both just mean press the button again; cancelled or refused means the Microsoft prompt was dismissed.
• First time in. Your temporary password is three short words and two digits, so it can be read to you over the phone. The app then holds you on one screen until you replace it: current password, a new one of 10 characters or more, and it again to confirm. Nothing else opens until that is done — including a first sign-in through Microsoft. Microsoft vouches for who you are, but a brand-new account still has to set its own password once, so get the temporary password from whoever added you before that first Microsoft sign-in.
• Forgot it. Ask anyone with People access to press Reset PW beside your name. You get a fresh temporary password — they see it once — and set your own again at the next sign-in.
• Eight wrong passwords in 15 minutes locks that username — and eight wrong passwords from the same internet connection lock that connection, whichever usernames they were for. So four people fumbling two passwords each on the clinic wifi can lock out the fifth. Either way it clears itself after 15 minutes, and a password reset does not unlock it any sooner.
• Signing in lasts a week on that device. Sign out is at the top right. A password reset or a deactivation signs that person out everywhere, immediately — and so does changing your own password, so expect to sign in again on your phone with the new one.
• Where you land. An account with no supervising tabs opens on Today, with the clock; a supervisor and the CFO land on My Week and reach the clock from the top bar. On a phone, staff get two thumb-sized buttons at the bottom of the screen — Today and My Week — and that is the entire map.

The chip beside Sign out shows your name and your role. That is the quickest way to tell what you are allowed to do.

Every action in the app answers with a short message in the corner of the screen — green when it worked, red when it did not. They fade after a few seconds and leave nothing behind, so if you looked away and are not sure a change landed, do it again and watch for the message.

2TODAY — THE CLOCK

Today is the clock, and for most people it is the whole job: one big button that reads CLOCK IN when you are off the clock and CLOCK OUT when you are on it. Press it when you start, press it again when you finish — your hours record themselves, and nobody has to reconstruct a week from memory on Friday. The timer between the punches counts up so you can always see the clock-in took, and the two tiles under it hold today’s total and the week so far.

• Breaks. While you are on the clock, START BREAK punches out for lunch and END BREAK punches back in. A break of 20 minutes or less is paid and is never taken off your hours — federal law counts short rest breaks as work time, and the app applies that rule in the arithmetic itself, where no setting or screen can switch it off. Only a punched break longer than 20 minutes comes off. Clocking out with a break still running ends the break too.
• Forgot to clock out? The app never guesses when you left. The shift is held open and flagged, and the next time you open Today a banner asks the one question that matters — what time did you leave? Answer it and the shift closes at that time, marked ADJUSTED so your supervisor can see it was remembered rather than punched. You cannot clock in again until it is answered, and no shift can run longer than 16 hours.
• Forgot to clock in at all? Type the hours on My Week — tap the day and put them in. Typed hours are added to the clocked ones, never instead of them: two hours on the clock plus two hours typed is four.
• Clock times are your supervisor’s to correct. The punches are the record your paycheck rests on, so you cannot retype them yourself — if an in or out time is wrong, say so. Every correction requires a written reason and keeps the old times, so a changed punch is always visibly a changed punch.
• A punch is never refused. Clock in on a week you already submitted — or one already approved — and the week reopens and goes back through review carrying the new hours. Hours that happened are never left out of the total to keep the paperwork tidy; the reopening writes its own line in the audit trail, and a banner on Today warns you before you clock into a locked week.
• Working past midnight splits the shift at the day boundary — the hours before midnight belong to one day, the rest to the next — so the week’s overtime is counted against the right week.

TODAY’S SHIFTS at the bottom lists every punch of the day with its break time and total. The timer runs on the server’s clock, not your phone’s, so a phone with the wrong time still shows the right count.

3MY WEEK — YOUR TIMESHEET

My Week is your own timesheet. Each row is a kind of work; each column is a day. Hours from the clock appear here on their own row — everything else is yours to type.

Finding it. The My Week link in the top right — or the button at the bottom of a phone — brings you here from anywhere. Everyone submits their own week, whatever their role. Hours typed into your own row on the Team Sheet are ordinary hours and do submit with your week — they simply carry no project, no service and no billable flag, so put anything that needs those here instead.

Hours from the clock

• The row marked CLOCKED IN / OUT is what your punches added up to, one number per day. It is a record, not a row you type into — correcting a clock time is your supervisor’s job, and the corrected punches recompute the number here.
• Hours you type are added to the clocked ones. The day and week totals count both.
• On a phone, a week of plain hours shows as a list of days instead of a grid — tap a day to open it, type the hours and a note. A week carrying projects or services keeps the grid, which scrolls sideways.

Moving between weeks

‹ and › step one week back or forward, and This week returns to the current one. The heading names the range; weeks start on the day set under Settings (Monday unless it was changed). The stamp and the running WEEK TOTAL sit at the top right, and if the week passes the overtime threshold a line appears under the total — INCL. 4:30 OT.

One row per kind of work

• Pick the project and the service the work belongs to. Leave both blank for general or internal time.
• Press BILL so it turns solid when that time is billable to the project. That becomes the billable flag in QuickBooks.
• + Add row starts another kind of work; the × at the end of a row removes it.
• Two rows may not carry the same project, service and BILL setting — the app refuses with “Two rows have the same project / service / billable”. Put those hours on the one row instead.
• The project and service lists show what is currently active — the same lists everyone else picks from. If a job you already logged hours to this week gets retired mid-week, it stays in your list marked (retired) so your row keeps working; you just cannot pick it for new work.

Typing hours

• Both formats work and mean the same thing: 7.5 or 7:30. Whatever you type comes back as 7:30.
• Emptying a cell, or typing 0, clears that day.
• A cell outlined in red is text the app could not read as a duration — 7,5 with a comma, say, or 7.30h. Nothing saves while a cell is red. Save draft and Submit week both stop, name the day, and put your cursor in the offending cell; fix it and save again. The day totals treat a red cell as no hours, so the week total tells you the truth while you are fixing it.
• One day cannot exceed 24 hours.
• Arrow keys move between cells. Left and right only jump out of an empty cell, so you can still edit inside a number.
• Pasting works. Copy a row or a block of hours out of Excel and paste it into the first cell it should fill — the values spread across the days and down the rows from there. Anything past Sunday, or past the last row, is ignored.

Nothing saves until you say so

The Month button shows the month at a glance: every week's status and total, the month's total, and where the hours went by code. It is a reading, not a place to type — tap a week there and it opens here, where editing, certifying, and submitting live.

My Week keeps your typing on screen until you press Save draft or Submit week — unlike the Team Sheet, which saves each cell as you leave it. If you try to change weeks, open another tab, or close the page with hours still unsaved, the app asks first rather than throwing them away. Answer Cancel, press Save draft, and carry on.

Notes on a day

The ✎ in the corner of a day cell opens a note for that one day and row — up to 500 characters. The pencil darkens once a note is there. That note travels into QuickBooks as the description on the time activity, so write what the client would recognise: “Perimeter assessment — Gilroy site”.

Done keeps the note and Clear erases it. Clicking anywhere off the note also keeps it, so there is no cancel — if you did not mean to type it, reopen the note and press Clear. The note is part of the week like the hours are: it is on your screen until you Save draft.

Copy last week’s rows

On an empty week that you can still edit, Copy last week’s rows appears. It brings back last week’s project, service and BILL rows with no hours in them — type this week’s numbers into the shape you already use. It does nothing if last week was blank.

Totals

The TOTAL column adds up each row, the DAY TOTALS line adds up each day, and the big number at the top right is the week. All three recompute as you type — but they are only on your screen until you save.

4SAVE, SUBMIT, AND WHAT THE STAMP MEANS

• Save draft stores the week. Nothing you type on My Week is saved until you press it — leaving the page without saving loses the typing.
• Submit week starts greyed out until you tick the certification line above it — I certify these hours are accurate and complete to the best of my knowledge. That tick is your formal sign-off, stored with the week along with when and from where it was given; contract auditors ask for exactly this. Pressing Submit then saves whatever is on screen and puts the week’s total in front of you with one sentence to read: that this is a true and complete record of the hours you worked and the breaks you took. Tick that box too, press Submit, and the week locks and goes for approval. Both sentences are stored word for word — submitting is you vouching for your own record, which is why it is words to read and not a button to get past. A week with no hours in it cannot be submitted.
• Recall submission appears while a week is submitted and pulls it back to draft. It stops working the moment someone approves or rejects it.
• Print produces a signable paper record of the week — the rows that have hours, the day totals, and signature lines for you and the approver. It works on any week, in any state; print it to paper or to PDF from the browser.

The stamp in the corner tells you where your week stands:

• DRAFT yours to edit. Nobody is waiting on it.
• SUBMITTED handed in and read-only for you, waiting on a supervisor. Recall it if you handed it in too early.
• APPROVED done, and ready to be exported to QuickBooks. It is read-only for you; if something is wrong, ask a supervisor to unlock it.
• On a locked week — submitted or approved — you can still read your notes: pressing ✎ shows the note as a message in the corner instead of opening it for editing. On a day with no note, nothing happens.
• Clocking in during a submitted or approved week sends it back to DRAFT with the new hours — the punch always counts, and the week goes through review again.
• REJECTED sent back. A red RETURNED FOR REVISION banner at the top of the week carries the reviewer’s note. Fix the week and save — saving a returned week puts it back to draft — then submit it again.

5TEAM SHEET

Visible to Supervisor, CFO, Owner

The whole crew’s week on one screen — one row per person, one column per day, exactly like the master spreadsheet it replaces. The arrows and This week move the entire sheet; TEAM TOTAL at the top right is everyone’s hours added together.

Who can type here: a Supervisor or the Owner. The CFO opens the same screen and gets the numbers with no input boxes — the record to read and to chase, never to change. Correcting an hour is the job of the person who saw it worked.

• Type straight into a cell — 8 or 7:30, same as anywhere else. There is no save button here: the cell saves the moment you leave it and flashes green when it lands.
• A dotted, underlined number is a day this sheet will not flatten: that person split it across projects or services, or the hours came from the clock. Click the number, or the person’s name, to open their own sheet — split days are edited there, and clocked days are changed by correcting the shift, never by typing over the total.
• Typing into an empty cell records plain hours with no project or service, and starts that person’s week as a draft if they had not opened it yet.
• It does not change anyone’s status: a submitted or approved week stays submitted or approved. Use Unlock on their sheet if the week should go back to the person.
• Each person’s week total sits at the end of their row with their status chip; DAY TOTALS runs along the bottom.
• The arrow keys move between cells here exactly as they do on My Week, and today’s column is highlighted, so a whole week of catch-up hours goes in without touching the mouse.
• If a cell answers “That day has detailed entries — open the person’s sheet to edit it”, that person split the day after your screen was drawn. Open their sheet from their name and edit it there.
• Whatever you type is on that person’s My Week straight away, and in the audit trail under your name.

6REVIEW — APPROVING THE WEEK

Visible to Supervisor, Owner — the CFO sees the same list without the buttons

One line per person for the chosen week: their status, hours, overtime, when they submitted, and the actions available. The arrows and This week move the review week by week.

• Approve and Reject only appear in this list on a week that is SUBMITTED. Approving is the whole handoff to the CFO — there is nothing to compile or email afterwards. (On the drill-in sheet, reached by clicking someone’s name, the same buttons are always on screen; used on a week that is not submitted they answer with what went wrong — Unlock on a draft says the week is not locked.)
• You cannot decide your own week. The buttons never appear on your own line, and the server refuses the request regardless — an approval means somebody else vouched for the hours. Someone else with the power signs yours off.
• Reject asks for a note and will not go through without one. The employee sees that note in a red banner on their week and can edit and resubmit.
• Open drills into that person’s sheet for the week — the same link as their name.
• Unlock lives on the decision bar of the drilled-in sheet. It takes a submitted, approved or rejected week back to draft and hands it to the person to fix — so when someone submits by mistake and asks for it back, Unlock is the clean way to do it. It asks you to confirm and needs no note, where Reject requires one and stamps the week REJECTED.
• A week that reopened because its owner clocked into it drops back to DRAFT here — they submit again, and the audit trail says why it reopened.
• Exports only pick up approved weeks unless the scope is widened, so approving on time is what keeps the pay period clean.

7SOMEONE ELSE’S SHEET

Visible to Supervisor, CFO

You get here from a name on the Team Sheet or in Review, or from a dotted cell. The heading gives the person, the week, and their QuickBooks name — if that reads (not set), the CFO fills it in on Workers before the next export.

• CLOCKED SHIFTS THIS WEEK sits above the grid whenever the week has punches: each shift’s day, in and out times and hours, with ADJUSTED marking times somebody set by hand rather than punched live.
• Correct on a shift is the one place clock times change. It asks for the in time, the out time, and a reason — required, and kept under the shift with your name, because “the supervisor changed this” and “the supervisor changed this from 8:00 to 7:30 because the tablet was offline” are different records. The grid’s clocked row recomputes from the corrected punches; typing over the derived number is impossible on purpose, since the next recompute would undo it.
• The grid is the same as My Week and is always editable for typed hours, whatever the status — this is how you correct an approved week without unlocking it.
• + Add row and the note pencil work exactly as they do on your own sheet, and Save changes is explicit here: nothing is written until you press it.
• Print makes their signable paper copy.
• The decision bar at the bottom carries a note field and Approve / Reject / Unlock. Rejecting uses whatever is typed in that field and requires it.
• ‹ Back to review returns to the list. Every save here is recorded in the audit trail against your name and theirs.

8PEOPLE

Visible to Supervisor, CFO, Owner

The roster. The form across the top adds someone; the list below maintains them. Every field on the form, in order:

• USERNAME — 2 to 30 characters, letters, numbers, dot, underscore or hyphen. Stored in lower case, has to be unique, and is what they type at sign-in.
• DISPLAY NAME / CODENAME — what the app shows on every screen. Codenames are fine here; QuickBooks never sees it.
• QUICKBOOKS NAME (CFO only) — the person’s exact name on the QuickBooks employee or vendor list. This is the name that goes into every export. Supervisors do not see this field. Add the person without it; the CFO fills it in, and until they do the person shows NEEDS QB NAME in the list. Left blank, the export falls back to the display name — which is how a codename ends up rejected by QuickBooks.
• CLASSIFICATION (CFO only) — W-2 Employee or 1099 Contractor; new people start as W-2. Same boundary as the QuickBooks name, and for the same reason: it decides which QuickBooks list the person lands on and whether overtime applies. The People list shows it read-only — it is changed on Workers, next to the hours it shapes.
• WORK EMAIL (MICROSOFT SIGN-IN) — the address on their Valley Rooted Microsoft account. Fill it in and the Sign in with Microsoft button works for them; leave it blank and they sign in with a password. One address per person.
• ROLE — Staff, Supervisor, CFO or Owner. You only see the roles at or below your own, you cannot edit an account that outranks you, and the server also refuses any grant of a power you do not hold — which is why the CFO cannot make anyone a Supervisor.
• Payroll time — tick it for people whose hours feed payroll. It sets the payroll flag on their lines in the QuickBooks Desktop file; a 1099 contractor is never flagged for payroll regardless.

Pressing Add person shows their temporary password once, in a pale banner at the top of the list. Read it to them there and then — it is never shown again, and they must replace it at first sign-in.

• Edit walks through display name, work email and the payroll flag, one prompt at a time — plus QuickBooks name if you are the CFO or the Owner. Role is not one of them.
• ROLE is changed in the list, not in Edit. The Role column is a drop-down on every account at or below your own rank: pick the new role and confirm. Accounts above your rank show a plain label instead, and so does an account on a role you cannot grant. Changing your own role rebuilds your own tabs on the spot.
• USUAL WORK is the project code this person’s hours are classified as — set it once and it applies to everything they clock and everything they type, without them ever being asked. For kennel staff that is the whole of their involvement with codes. Saves the moment you pick it.
  The lets them choose tick underneath adds a code drop-down to their timesheet rows, for people whose day really does split between a cost centre and a project. Leave it off unless somebody needs it: a drop-down on screen is a question being asked, even when it already has an answer. You can turn it on for one person, see how it goes, and turn it on for more.
• Reset PW issues a fresh temporary password with the same one-time reveal, and signs that person out of every device.
• Deactivate is how someone leaves. Nothing is ever deleted: they can no longer sign in, their sessions end and they drop off the Team Sheet, while every hour they logged stays in the weeks, the exports and the audit trail. Reactivate puts them back.
• You cannot deactivate yourself, and the app refuses any change that would leave nobody able to manage people, or nobody able to edit settings.

9WORKERS — W-2 AND 1099

Visible to Supervisor, CFO, Owner — only the CFO and Owner can change anything

The roster as accounting sees it: who is a W-2 employee and who is a 1099 contractor, what QuickBooks calls each of them, and what they worked over any date range.

• What the classification changes. A W-2 employee is on the QuickBooks Employee list, their hours can feed payroll, and they are paid overtime past the weekly threshold. A 1099 contractor is on the Vendor list, their hours become a bill rather than a paycheck, and they get no overtime — overtime is a feature of employment. Every export names the classification on every line, so the two can never be pasted through the wrong door.
• Only the CFO sets it. Classification is a tax status, not a preference — the same boundary as the QuickBooks name. Supervisors see it and cannot change it. Changing someone asks you to confirm, in words, what it will do.
• QuickBooks names live here too. Anyone still missing one shows a Set QuickBooks name button (for the CFO) or a NEEDS QB NAME flag (for everyone else). The name must match the QuickBooks Employee or Vendor list exactly.
• The hours report. Pick FROM and TO — or a quick range — and the table fills with regular, overtime and total hours per person for that range. A contractor’s overtime column reads n/a because overtime does not apply, not because nobody worked late. Download this report (.CSV) is the same payroll summary file as on Exports.

On classification: a contractor who works hours you set, on your premises, under your supervision, generally looks like an employee to the IRS and the Department of Labor whatever the paperwork says. Confirm any 1099 classification with your accountant.

10CATALOG — PROJECTS & SERVICES

Visible to Supervisor, CFO, Owner

The old Customers and Services tabs are one Catalog tab now, and a customer is called a project here — the same QuickBooks list, kept on one screen because the two lists are the same job. They are the drop-downs on every timesheet row, and they are the reason an import lands clean or comes back with errors.

• Spell them exactly as QuickBooks does. A different capital letter, a missing period, “&” against “and” — any of those is enough for QuickBooks to reject the row.
• A project’s name is its QuickBooks customer name. Use Customer:Job for a job under one, for example DoJ:K9 Program, typing the parent name exactly as it appears in QuickBooks.
• Service items follow the same rule — the exact service item names from QuickBooks, nothing invented here.
• Rename fixes a spelling everywhere at once, including weeks that were already filled in, because rows point at the record rather than the text.
• Deactivate retires an entry: it leaves the drop-downs but stays on every week that already used it. Nothing is deleted. Reactivate brings it back.
• Names are unique within each list — a duplicate is refused with “That name already exists”.

Project codes — VRC’s own, not QuickBooks’

The third list on the same screen, and not the projects above — those are QuickBooks customers, while a code is the one list that matches nothing in QuickBooks. QuickBooks has no field that separates work this way, so nothing here has to be spelled like anything over there. It exists so the app can answer a question QuickBooks cannot — what did that seizure actually cost us in labour?

A code is seven characters, XXXX###, and nobody types one. You answer four questions and the app writes it:

• THIS WORK IS — a Cost Center if it is ongoing with no end date (daily kennel care, property upkeep, back office), or a Project if it has a start and a finish (a mission, a bid, a build). The word here answers "what kind of code" — it has nothing to do with the PROJECTS & JOBS billing list above, which is where QuickBooks customers live; a new contract usually needs both a billing entry there and a code here. This is the one choice that is easy to get wrong: ask whether the work ever finishes.
• IT’S PART OF — Operations, Sales, Technology, Marketing, Accounting or Legal.
• SPECIFICALLY — narrows to whatever belongs under the answer above. Pick Operations and you are offered Kennel & Animal Care, Mission / Intake, Facility & Property, Travel; pick Sales and you get Bid & Proposal. Travel is for getting people and dogs to the work — transit days on a deployment bill to a travel code, not to the mission's own. A combination that does not exist cannot be built.
• CALL IT — what you and everyone else will actually recognise: “Robeson seizure”, “Fayetteville PD bid”.

The number on the end is assigned for you and counts within its own code, not across the company — four open bids are PVSB001 to PVSB004, and the next software build after PVTP001 is PVTP002. Two people opening a code at the same moment cannot be handed the same number.

• Rename changes what a code is called, never the code itself. PVOM001 is what every hour already recorded points at; moving it would move the hours.
• Close retires a code the way Deactivate retires a project: hours already on it stay exactly as they are, it stops being offered for new work, and it keeps showing on any week that already used it, marked (retired).

Most people never see any of this. Each person has a usual work code set on People, and their hours are classified with it automatically — a kennel tech punches in and out and is never asked a question. Only people ticked lets them choose get a code drop-down on their timesheet rows, for the days that really were two different things.

11EXPORT TO QUICKBOOKS

Visible to Supervisor, CFO, Owner

This is the end of the pay period, start to finish.

• Approve the weeks first. Unless you widen the scope, an export contains approved weeks only — an unapproved week is silently left out rather than half-counted.
• FROM and TO set the range, inclusive. Use whole weeks; the range cannot be longer than about thirteen months.
• INCLUDE chooses Approved weeks only or Approved + submitted. The second is for the run where somebody’s week never got approved and payroll cannot wait. It starts on whatever Settings says.
• QUICK RANGE fills both dates in one press: Last week, This week, Last 2 weeks, Month to date. Last week is the usual one.

Three files sit below the dates. They are built fresh from live data every time you press one, so nothing is ever used up and you can re-download after a correction.

• QuickBooks Online .CSV — one line per time entry: Date, Employee, Type, Customer, Service Item, Duration in decimal hours, Billable Y/N, Notes. The Customer column carries the project’s QuickBooks customer name — the file keeps QuickBooks’ word so the importer recognises it. This is the file VRC uses.
• Payroll summary .CSV — one line per person: Employee, Type, Regular Hours, Overtime Hours, Total Hours. Overtime is split week by week against the threshold before the weeks are added together, so a two-week range cannot bury a 50-hour week — and a 1099 contractor’s line carries no overtime at all. Hand this to whoever runs the paychecks.
• QuickBooks Desktop .IIF — timer activities for a Desktop company file. VRC runs QuickBooks Online, so ignore it unless a Desktop file is genuinely in play; it is the only export that uses the two Desktop fields in Settings.

QuickBooks Online imports the CSV through a one-time-setup importer app — SaasAnt Transactions or Transaction Pro (QBO app store). Choose record type Time Activity and map the columns once, then reuse the saved mapping every pay period:

The Type column says which QuickBooks list the line belongs to: a W-2 Employee row imports as an employee’s time activity, a 1099 Contractor row as a vendor’s. The Employee column always carries the QuickBooks name from Workers, never a codename. If the importer rejects a row, it is almost always a name QuickBooks does not have: fix the spelling under Workers or Catalog, download again, and re-import. Every download is written to the audit trail with the range and the number of rows.

12AUDIT TRAIL

Visible to Supervisor, CFO, Owner

The last 300 events, newest first: when, who, what, and the detail. It answers “who changed this, and when” without anyone having to remember.

• Recorded: every successful sign-in (password and Microsoft), every Microsoft sign-in refused because the work email matches no active account, password changes, every clock in and clock out, every break started and ended, a forgotten shift closed by the employee, a supervisor’s correction to a shift’s times with the reason, a week reopened because its owner clocked into it, a clocked day capped at 24 hours, week saves, submissions and recalls, edits to someone else’s week, approvals, rejections and unlocks — with an Owner’s decision flagged as the break-glass path — Team Sheet cell writes, people added and changed, projects and service items added and renamed (the trail keeps the file's own names, so a project row reads customer_create — the QuickBooks word for the same thing), settings changes, every export, and every data download.
• Not recorded: wrong passwords. They are counted for the 15-minute lockout and nothing more, so an empty trail is no evidence that nobody tried.
• Times are shown in UTC, not your local clock — expect the offset.
• The trail is read-only. Nothing in the app edits or removes a line of it.

13SETTINGS & DATA

Visible to CFO, Owner

These are the QuickBooks and system numbers, and only the CFO and the Owner can change them. They apply to everyone the moment you save.

• COMPANY NAME — the business name on the record, and what the Desktop file falls back to if the QuickBooks company name below is blank.
• QB COMPANY NAME — QuickBooks Desktop IIF only. The company name written into the header of the .IIF file. Leave it blank on QuickBooks Online.
• QB COMPANY CREATE TIME — QuickBooks Desktop IIF only. The number Desktop stamps on its company file, which it uses to match an imported timer file to the right company. Blank is fine on QuickBooks Online.
• TIMEZONE — which calendar day a punch belongs to. The server runs on UTC, so without this an evening shift would file itself under tomorrow. Only real region names are offered (America/Los_Angeles, never “PST”), because the shorthand names ignore daylight saving and read an hour off for most of the year. Every shift keeps the timezone it was punched in, so changing this later cannot move hours already worked onto different days.
• WEEK STARTS ON — Monday out of the box. It moves every week boundary in the app at once: My Week, Team Sheet, Review, and how overtime is split. Change it between pay periods, never mid-week.
• OT AFTER (HOURS/WEEK, 0 = OFF) — 40 gives the usual rule. It drives the overtime line on a sheet, the OT column in Review, and the regular/overtime split in the payroll CSV. A 1099 contractor never accrues overtime whatever this says. Setting it to 0 switches the flag off on the timesheets, but the payroll file and the Workers report still split a W-2 employee’s hours at the federal 40 — employee overtime is owed whether or not it is configured.
• DEFAULT EXPORT SCOPE — what the Exports INCLUDE box starts on, and what an export uses when no scope is given.

Download data (JSON) hands you one file holding every table — people, weeks, entries, the clock punches and their corrections, projects (the file says customers, the QuickBooks word for them), service items, settings and the audit trail. Password hashes and session tokens are left out of it on purpose: the file is a record, not a set of keys. Keep a copy with each closed pay period. It is the portable record for accounting, not the live backup: the database keeps its own point-in-time restore.