Punches where the shift is
Locations can configure geofenced punches, with an authorized override for the times when the rule and reality disagree.
Staff and operations
Keep schedules, time, and payroll-ready hours aligned.
Plan shifts, identify open assignments, let staff clock in from supported devices, and review exceptions before payroll.
Step one
Plan the week.
Staff scheduling covers roles, recurring shift series, assignments, open shifts, breaks, and paid-hour totals - so the plan and its cost are visible at the same time.
- Staff roles with role colours on the schedule
- Recurring shift series rather than repeated manual entry
- Assignments, and open shifts that still need filling
- Breaks reflected in the totals
- Paid-hour totals for the planned week
- My Schedule, showing each person only their own
Paid-hour totals are a scheduling figure, not a payroll calculation.
Sessions this week
18
Scheduled hours
21.25
Marcus Chen · 5 sessions
9.00 scheduled · only 7.00 coverable
! Overlap
Priya Raman · 5 sessions
5.00 hours
✓ Clear
Dana Whitfield · 5 sessions
3.75 hours
✓ Clear
Tyler Brooks · 3 sessions
3.50 hours
✓ Clear
Illustration of a staffing week. Figures are examples, not customer results.
Step two
Work the shift.
Eligible staff clock in and out from supported devices and can see live and past time information for themselves.
Unscheduled punches
Organizations decide whether a punch outside the schedule needs approval, so covering a class at short notice does not silently become an exception.
Forgotten punches
Punches can auto-close according to policy, rather than running overnight and distorting the period.
These are timekeeping controls an organization configures - geofencing exists to make hours accurate, not to monitor people. Device and browser support should be confirmed for your own hardware during evaluation rather than assumed.
Step three
Close the period without chasing anyone.
Corrections go through an edit request that lands in an approval queue, so the record of what changed and who approved it stays intact.
- Edit requests raised by staff
- An approval queue for managers
- Approval requirements for unscheduled punches and payroll
- Per-staff payroll-period entries
- CSV export for the period
- Nightly sync of approved hours to QuickBooks Online
Marcus Chen · Monday
Xcel Silver and Girls Pre-Team overlap 6:00–7:00
! Pending
Marcus Chen · Wednesday
Same overlap, second occurrence
! Pending
Tyler Brooks · Friday
Open Gym ran to 9:00 PM, past the planned close
→ Review
Dana Whitfield and Priya Raman
8.75 approved hours, no exceptions
✓ Ready
Illustration of the approval queue, drawn from the same demonstration week as the schedule above. Entries shown are examples, not customer data.
Integration
Approved hours, into QuickBooks Online, nightly.
Reef connects to QuickBooks Online, maps your staff to employees, and syncs approved hours nightly as TimeActivity records - with a manual sync when you need one.
Hours only - not accounting.
The QuickBooks Online integration covers approved staff hours as TimeActivity records. It does not sync invoices, payments, customers, or any part of your accounting.
- Connect QuickBooks Online from settings
- Map Reef staff to QuickBooks employees
- Nightly sync of approved hours
- A retry never duplicates an entry
- Manual sync on demand
Reef produces payroll-ready hours, payroll-period entries, and CSV exports. It does not calculate, process, or file payroll, and the export is not a payroll filing.
Who sees what
Time data is permission-gated like everything else.
Owner · approvals and periods
Manager · the queue
Coach · own punches and schedule
- Timesheet permissions separate from billing and roster
- Location assignment scopes the schedule you manage
- Per-location geofence configuration
- My Schedule shows a person only their own shifts
Bring every role into the same current.
See how Reef can fit your programs, locations, staff, and families.