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

Pro Tip

Set your location to Use Punched Hours in Settings → Location if you want the posting form to pre-fill with actual punch times instead of scheduled times. This saves clicks when employees work exactly what they punched.

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.