Frequently Asked Questions
Everything you need to know about WorkRoster. Contact us if you can't find your answer.
Pricing & Plans
How much does WorkRoster cost?
WorkRoster is free for 1 employee. The Starter plan is $4.99/month for teams of 2–5. The Growth plan is $0.99 per employee per month for teams of 6 or more (minimum $6/month). Enterprise is $2.49 per employee per month for 50+ employees.
Is there a free trial?
Yes — the Free plan includes all core features for a single user with no time limit. Paid plans offer a 14-day free trial. No credit card required to start.
Do I need a contract?
No contracts. WorkRoster is billed monthly and you can cancel at any time. There are no setup fees, cancellation fees, or long-term commitments.
What happens if my team grows past 5 people?
When your team reaches 6 employees, you move from the Starter flat rate to the Growth plan at $0.99 per employee per month. The billing updates automatically — you only pay for active employees.
Can I add and remove employees mid-cycle?
Yes. Billing is prorated. If you add an employee on the 15th of the month, you pay half the monthly rate for that person. Removing an employee adjusts the next billing cycle.
What payment methods do you accept?
WorkRoster accepts all major credit and debit cards (Visa, Mastercard, American Express) via Stripe. We do not accept PayPal or bank transfers.
Timesheets
How do employees submit timesheets?
Employees log in to WorkRoster, navigate to Timesheets, and enter their start time, end time, break duration, and notes for each day. They then click Submit for Approval. The manager receives an instant notification.
Can employees edit a timesheet after submitting?
Not until the manager reviews it. Once a manager rejects the timesheet with a comment, the employee can edit and resubmit. Approved timesheets are locked.
Can a manager submit a timesheet on behalf of an employee?
Yes. Managers and Admins can create timesheet entries for any employee in their workspace. This is useful for cases where an employee is unwell and cannot log their own hours.
How are overtime hours calculated?
Overtime is calculated automatically based on the standard hours threshold you configure in workspace settings. Any hours above the threshold are marked as overtime. The rate applied is based on the employee's overtime rate set in their profile.
How far back can employees log timesheets?
Up to 90 days. Employees select the week when creating a timesheet entry.
Can I track time against projects?
Yes. WorkRoster supports project allocation — employees can assign their hours to specific projects within a timesheet entry. This is useful for reporting billable hours per project.
What timezone are timesheets recorded in?
Timesheets are recorded in the workspace timezone, set by the workspace Admin or Owner in Settings → Workspace. All employees in the workspace use the same timezone for consistency.
Leave Management
What types of leave does WorkRoster support?
WorkRoster supports annual leave, sick leave, and unpaid leave. Each type is tracked separately and deducts from the appropriate balance. Custom leave types are on the roadmap.
How are leave balances calculated?
Leave balances are configured per employee (annual entitlement in days per year). Each approved leave request deducts the appropriate number of days from the employee's balance. Balances reset at the start of each leave year.
Can employees see their leave balance?
Yes — employees can see their current leave balance (annual, sick, unpaid) in real time from their dashboard and from the leave request form.
What happens to unused leave at year end?
That is controlled by your leave policy. WorkRoster tracks balances but does not automatically expire or carry over leave — your Admin can update balances manually at year end to match your policy.
Can I see a calendar view of team leave?
Yes. The Calendar section shows approved leave for all team members on a monthly view. Managers use this to check coverage before approving new leave requests.
Approvals & Workflows
Who can approve timesheets and leave?
Users with the Manager, Admin, or Owner role can approve. Employees cannot approve their own submissions. Managers cannot approve their own timesheets — those are routed to the Admin or Owner.
Can I approve timesheets from email?
Yes. Approval request emails include a direct link that takes the approver to the timesheet. One click to approve. No login required if you are already authenticated in your browser.
What happens if a manager rejects a timesheet?
The manager must provide a comment explaining what needs to be corrected. The employee receives an instant notification with the rejection comment, corrects the timesheet, and resubmits.
Can I do bulk approvals?
Yes. In the Pending Approvals tab, managers can select multiple timesheets and approve them all at once. Useful for end-of-week batch processing.
Is there an audit trail for approvals?
Yes. Every approval and rejection is logged with the approver's name, timestamp, and any comments. Audit logs are accessible to Admins and Owners in the workspace settings.
Payroll & Exports
Can I export timesheet data for payroll?
Yes. WorkRoster exports payroll-ready CSV and PDF reports from the Reports section. The CSV format includes employee name, email, date, regular hours, overtime hours, break duration, project, and status.
Does WorkRoster integrate with Xero or QuickBooks?
WorkRoster exports CSV files compatible with Xero and QuickBooks time import formats. Direct API integrations are on the Enterprise roadmap. For now, use the CSV export and import it into your payroll software.
Does WorkRoster process payroll?
No — WorkRoster is a timesheet and leave tracking tool, not a payroll processor. It generates the reports your accountant or payroll software needs. You continue to process payroll through your existing provider.
Can I generate a report for a specific date range?
Yes. Reports support predefined ranges (this week, last week, this month, last month) and a custom date range picker for any start and end date.
Account & Setup
How do I invite team members?
Go to Settings → Team Members and click Invite. Enter the employee's email and select their role. They receive an invite email with a link to create their account. Invite links expire after 7 days.
Can an employee be a member of multiple workspaces?
Yes. A user account can belong to multiple WorkRoster workspaces — useful for contractors or consultants working with multiple clients. They switch between workspaces from the workspace selector after logging in.
What are the user roles?
WorkRoster has four roles: Owner (full access plus billing), Admin (full team management access), Manager (can approve timesheets and leave for their team), and Employee (can submit timesheets and leave requests, view own data).
Can I change someone's role after they've joined?
Yes. Owners and Admins can change any team member's role from Settings → Team Members. Role changes take effect immediately.
How do I deactivate an employee who has left?
Go to Settings → Team Members, find the employee, and click Remove. Their historical data is retained but they can no longer log in. Removed employees are not counted in billing.
Is my data secure?
Yes. WorkRoster uses encrypted connections (HTTPS), stores passwords as bcrypt hashes, and runs on ISO 27001-certified infrastructure via Vercel and managed PostgreSQL. Data is logically isolated per workspace — no workspace can access another's data.
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