Complete Guide to Posting Hours

The Problem

Your team worked their shifts this week, but how do you actually send those hours to payroll? You've got scheduled shifts, punch clock data, and adjustments to make—but you're not sure what the posting process looks like or when shifts are ready to post.

The Solution

Posting Hours is how you approve and send employee hours from BarSight to your payroll system. It's the bridge between schedules/timecards and paychecks. Review shifts, verify punch data, make adjustments if needed, and post them—converting "planned" shifts into "payroll-ready" hours.

Understanding the Workflow

BarSight separates Scheduled Hours (the shifts you created) from Posted Hours (what goes to payroll). Posting is the approval step that says "yes, pay this employee for these hours."

How to Post Hours

1. Navigate to Schedule → Post Hours
2. Select the week or day you want to post
3. Look for shifts with status indicators:
   • Green (Posted): Already posted to payroll
   • Blue (Ready to Post): Punches are in, ready for posting
   • Red (Verify): Needs your attention—missed punch, unusual times, or no-show
   • Gray (Unposted): Shift hasn't been worked yet or no punch data
4. Click on a shift to open the posting form
5. Review the details:
   • Left side: Hours you're about to post (editable)
   • Right side: Actual punch data from the app (reference)
6. Adjust start time, end time, or break if needed
7. Add any notes for payroll
8. Click Post Shift Hours

Batch Posting

Instead of clicking each shift individually, you can use Post All to approve multiple shifts at once. BarSight will post all "Ready to Post" shifts for the selected day or week. Review the summary, then confirm.

What Happens After Posting?

Posted hours go into the schedule_actual table—your payroll source of truth. From there, you can:

• Export to CSV for manual payroll processing
• Sync to QuickBooks Online Payroll (if integrated)
• View on employee timecards
• Generate payroll reports

Configuring How Hours Are Posted

You can configure posting behaviour from Settings → Locations → Tips and Posting Hours, or click the Settings button on the Post Hours page for a quick-access panel.

Use Scheduled Hours vs Use Punched Hours

This controls what times pre-fill the posting form when you open a shift:

• Use Scheduled Hours: The posting form fills in the scheduled start and end times. Punch data is shown on the right for reference only. Best if your shifts almost always run exactly as planned.
• Use Punched Hours: The posting form pre-fills with the actual punch-in and punch-out times from the timeclock. Best if you want to pay employees for exactly what they punched.

Punch Rounding Rules

When using Punched Hours, you can optionally enable rounding to smooth out small punch variances. Set an Interval (e.g. 15 minutes) and a Grace Period to snap punches within a few minutes of the scheduled time back to the scheduled time exactly.

The Direction setting controls how punches that fall outside the grace period are rounded:

• Nearest Interval: Rounds to the closest interval boundary. The grace period shifts the round-up threshold, so employees need to be meaningfully past an interval before it rounds up.
• Biased (Up In / Down Out): Rounds punch-in times up to the next interval and punch-out times down to the previous interval. Slightly favours the employer on ambiguous punches while still honouring the grace period.
• Always Round Up: Every punch is rounded forward to the next interval boundary, regardless of punch type.
• Always Round Down: Every punch is rounded back to the previous interval boundary.
• Nearest In / Strict Out: Punch-in uses the nearest interval (same as Nearest Interval). Punch-out always rounds down — employees are only paid for complete intervals they worked through.

Use the Preview tool in the rounding settings to test how your chosen direction will affect real punch times before saving.

Pro Tip

Not sure which rounding direction to use? Most locations start with Nearest Interval and a grace period of 4–7 minutes. This handles minor clock variance without noticeably favouring either side. If you want to be more employer-protective on late punch-outs, try Nearest In / Strict Out.

Learn More

For faster posting with punch clock integration, see Quick Posting Hours from Punch Data. To understand scheduled vs posted hours, check out Understanding Scheduled vs Posted Hours.