Scheduling and Timekeeping: How They Work Together
Scheduling and Timekeeping are two of the most important features in flaik, and while they work closely together, understanding the relationship between the two will help you configure flaik correctly
If you're not yet familiar with either feature, start here first:
What's the difference?
Scheduling is forward-looking. It's where you plan and communicate what your staff will be doing, assigning shifts and tasks to give instructors a clear picture of their day before it begins. Scheduling data represents intent: what you expect a staff member to do, and when.
Timekeeping is backward-looking. It's the record of what staff actually did, and what they should be paid for. Rather than relying on manual entry, Timekeeping pulls data directly from Scheduling (as well as Class Management and Training) to automatically generate timesheet entries.
How scheduling data flows into Timekeeping
The link between Scheduling and Timekeeping is built on paid activities configured in Admin Settings under Product Settings > Timekeeping.
Here's how the flow works:
You create tasks in Admin Settings. Tasks are the scheduling building blocks that managers assign to staff in the Tasks view. Each task belongs to a scheduling/inventory area (e.g., Privates, SB Kids, Non-Teaching).
You assign a paid activity to each task. In Admin Settings > Product Settings > Timekeeping > Paid Activities, you can use the Task association tool to map each task to a paid activity. This is the critical link. As described on that page: "Assigning a paid activity to a scheduling product will automatically generate a timesheet entry when an instructor's scheduled task starts."
Timekeeping entries generate automatically. Once the start time of a scheduled task elapses, flaik generates a timesheet entry for the associated paid activity on the instructor's timesheet. These entries appear on the Timesheets view and are represented by grey bars across the timeline showing where a task, class, or training clinic occurred.
Supervisors review and approve. From there, it's the supervisor's job to review, resolve any disputes, and approve timesheets before finalizing them for payroll export.
What happens if a task has no paid activity?
If a task has not been assigned a paid activity in Admin Settings, it will not generate a timesheet entry in Timekeeping, even if the task appears on the schedule. Staff will not get paid for it automatically.
This is intentional. Not every task needs to generate a pay entry, but it's worth double-checking your task associations to ensure nothing is missed. The Paid Activities page in Admin Settings displays a banner alerting you if any tasks or training clinic categories have not yet been assigned a paid activity.
Common conflicts and how to avoid them
Because Timekeeping reads from Scheduling, errors or missing data in Scheduling will show up as problems in Timekeeping. Here's what to watch for:
Missing timesheet entries
If an instructor's timesheet is missing an entry you expected to be there, the most likely cause is that the task on their schedule either wasn't saved and published, or the task doesn't have a paid activity associated with it. Check the schedule in Tasks view and verify the task association in Admin Settings.
Incorrect timesheet entries
If a timesheet entry reflects the wrong times or the wrong paid activity, it's almost always because the underlying task in Scheduling was incorrect. Editing the data in Scheduling will automatically update the timesheet, and will keep other features like staff metrics accurate, too.
Entries appearing after schedule changes
If you make a last-minute change to the schedule after a task's start time has already passed, the timesheet may have already been generated. In this case, you may need to manually adjust the timesheet entry in Timekeeping. Use the Edit button on the timesheet to make corrections.
Disputes from instructors
When an instructor submits a dispute, it often signals a mismatch between what they did and what their schedule shows. Before editing the timesheet directly, check whether the issue can be corrected upstream in Scheduling or Class Management first, this keeps your data consistent across the whole system.
The admin's role in keeping these systems aligned
As an administrator, your most important contribution to keeping Scheduling and Timekeeping in sync is setting up the configuration correctly at the start of the season:
Make sure all tasks that should generate pay have a paid activity assigned to them via the Task association tool.
Make sure training clinics that should generate pay have a paid activity assigned via the Training association tool.
Review your paid activity categories and ensure they align with your accounting and labor reporting needs.
Confirm that staff have the correct permissions to view their timesheets via Roles and Permissions in General Settings.
Getting this configuration right before the season starts will dramatically reduce the number of timesheet issues your supervisors need to resolve manually throughout the season.
Quick reference
Scheduling
Timekeeping
Purpose
Planning & communication
Pay records & payroll
When it's used
Before the day (and during)
After tasks occur
Who uses it
Supervisors, managers
Supervisors, managers, instructors
Where to find it
Scheduling icon in left nav
Stopwatch icon in left nav
Data flows...
→ into Timekeeping
← from Scheduling, Class Mgmt, Training
Fix issues here first?
✓ Yes, fixes upstream fix timesheets automatically
Only if no upstream fix is available
Last updated
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