Staff Hours Worked Report

10-15 minutes

Tutorial 9.7: Staff Hours Worked Report

Introduction

Track how many hours your team is scheduled to work. This report shows rostered hours, working hours (after breaks), and break time for each staff member. Learn how to run the hours worked report, filter by date range, understand the hours breakdown, sort by different columns, and export data for payroll or compliance purposes.

Who this is for: Salon owners, admins, and managers who need to track staff time for payroll or compliance.

What you'll learn:

Running the hours worked report
Understanding scheduled hours vs working hours
Tracking break time and shift counts
Sorting and filtering the data
Exporting for payroll processing

Time to complete: 10-15 minutes

Prerequisites

Before you begin, make sure you have:

A Luminate account with Owner, Admin, or Manager role
Staff members set up with their roster (see Tutorial 5.1)
At least a week of roster history to view

Step-by-Step Instructions

Step 1: Navigate to the Hours Worked Report

Log in to Luminate
Click Reports in the sidebar menu
In the Staff Reports category, click Hours Worked
The report loads showing hours for the last 30 days by default

Step 2: Understanding the Summary Cards

At the top of the report, you'll see four summary cards:

Card	What It Shows
Total Working Hours	Sum of all working hours (scheduled minus breaks)
Staff Members	Number of staff with hours in the selected period
Avg Hours/Staff	Average working hours per staff member
Total Shifts	Total number of shifts worked across all staff

These help you quickly see overall time across your team.

Step 3: Using the Date Range Filter

Control which period you're viewing:

Quick Preset Buttons:

Today - Current day only
This week - Current week (Monday to Sunday)
Last week - Previous full week
Last 7 days - Rolling 7-day period
Last 30 days - Rolling 30-day period (default)
Last 90 days - Rolling 90-day period
This month - Current calendar month
Last month - Previous calendar month
This year - Current calendar year
Last year - Previous calendar year

Custom Date Range:

Use the date picker to select your start and end dates
Click Apply to update the report
Use the reset button to return to the default 30-day view

Tip: For payroll, select "Last month" to see the complete month's hours.

Step 4: Reading the Hours Table

The main table shows each staff member's time breakdown:

Column	Description
Staff Member	The team member's name (clickable link to their profile)
Role	Their role (Admin, Manager, Staff, Receptionist)
Shifts	Number of shifts in the selected period
Scheduled Hours	Total hours rostered (from their shifts)
Working Hours	Scheduled hours minus break time (highlighted in bold)
Break Hours	Total break time during shifts

Understanding the calculation:

Scheduled Hours = Total time between shift start and end
Break Hours = Scheduled break time during those shifts
Working Hours = Scheduled Hours − Break Hours (the actual paid working time)

Step 5: Sorting the Data

Click any sortable column header to sort (indicated by sort arrows):

Staff Member - Alphabetical listing (default sort, A-Z)
Shifts - Sort by number of shifts worked
Scheduled Hours - Find who is rostered the most/least
Working Hours - Sort by actual paid time

Click the same column header again to reverse the sort order. The Role and Break Hours columns are not sortable.

Step 6: Understanding Break Time Calculations

Break time is configured per shift in the roster:

How breaks work:

Each shift can have a break duration set (e.g., 30 minutes, 60 minutes)
Break time is automatically deducted from scheduled hours
Working hours = Scheduled hours minus break hours

Example:

Shift	Scheduled	Break	Working
9am - 5pm	8 hours	30 min	7.5 hours
8am - 4pm	8 hours	60 min	7 hours

Tip: If break times aren't showing correctly, check the shift settings in the Roster.

Step 7: Identifying Schedule Patterns

Use the report to spot patterns:

Questions to ask:

Are hours evenly distributed across the team?
Is anyone working significantly more than others?
Are breaks being scheduled consistently?
Do any staff have unusually low hours?

What patterns might mean:

Pattern	Possible Implication
Uneven distribution	Some staff may be overworked
Very few hours	Part-timer or underutilised staff
No break time	Breaks may not be scheduled
Consistent hours	Good roster management

Step 8: Exporting Hours Data

To export for payroll or records:

Select your desired date range
Click the Export dropdown button in the table header
Choose your format:
- Export as CSV - Spreadsheet-compatible format
- Export as PDF - Formatted document for printing or archiving

The export includes:

Staff Name
Role
Number of Shifts
Scheduled Hours
Working Hours
Break Hours

Uses for exported data:

Calculate hourly pay for payroll
Verify hours against timesheets
Check working time regulations compliance
Keep records for employment purposes

Note: Only Owners and Admins can export reports. Managers can view the report but will not see the Export button.

Step 9: Using with Payroll

Before processing payroll (Tutorial 9.6), verify hours:

Run the Hours Worked report for the payroll period
Compare scheduled hours with expected hours
Check for any anomalies (missing shifts, unexpected hours)
Export if needed for records
Proceed to Payroll report with confidence

Why this matters for hourly staff: Hourly pay = Working Hours × Hourly Rate

Incorrect hours means incorrect pay, so always verify before finalising payroll.

Common Pitfalls

"A staff member shows zero hours"

This means they had no shifts scheduled in the selected date range. Check:

The date range you've selected
Their roster for the period
Whether they were on leave (leave may not create shifts)

"Hours don't match what I expected"

The report shows scheduled roster hours, not clock-in/clock-out times. If your actual operations differ from the schedule, the report reflects what was rostered, not what actually happened. Luminate uses the roster as the source of truth for this report.

"Break hours seem too high/low"

Verify the break duration settings on each shift in the Roster. Breaks are set per shift, not per staff member.

"I need to track actual vs scheduled hours"

This report shows scheduled hours from the roster. For time-clock tracking (actual check-in/out times), you would need to integrate with an external time-tracking system.

"Part-time staff are hard to compare"

When comparing staff, consider their contracted hours. A part-timer working 16 hours has different expectations than a full-timer on 40 hours.

Tips and Best Practices

Run weekly for schedule verification - Catch roster issues early
Export monthly before payroll - Keep records of hours for each pay period
Compare month-on-month - Spot trends in team utilisation
Check after roster changes - Verify updates are reflected correctly
Consider working time limits - UK law limits working hours; use this report for compliance checks
Factor in leave - Remember staff on leave won't have scheduled hours

Frequently Asked Questions

Does this track actual clock-in/clock-out times?

No, this report shows scheduled roster hours, not actual clock-in/clock-out times. The hours displayed are based on the shifts configured in your roster. If you need actual time tracking, you would need to integrate with a separate time-clock system.

How are hours calculated for flexible shifts?

Hours are based on shift start and end times in the roster. If you use flexible timing, ensure the roster reflects actual expected hours.

What about overtime?

This report shows scheduled hours only and does not calculate overtime. To identify potential overtime, you could export the data and compare working hours against contracted hours in a spreadsheet. Any overtime calculations would need to be done externally based on your employment contracts and policies.

Can staff see their own hours?

Staff can see their own schedule in the Roster, which shows their shifts. The consolidated Hours Worked report is only available to Owners, Admins, and Managers.

How far back can I view hours data?

All historical roster data is retained. You can select any date range from when you started using Luminate.

What if someone works a shift that wasn't scheduled?

The report only shows scheduled shifts. For unscheduled work, you'd need to either add the shift to the roster or track it separately.

Are public holidays included?

Public holidays are shown in the roster (Tutorial 5.2) but staff aren't automatically scheduled to work. If staff are rostered on a public holiday, their hours are included; if not scheduled, they won't show hours.

Last Updated: 20 January 2026