Using your team leader account on the web

Go to www.paysauce.com and sign in with your team leader account details. After logging in, you'll see the employees that have been assigned to your team leader account. You will not be able to see any employees who have not been assigned to you. If you can't see employees that you are expecting to see, please contact the person who runs your payroll so they can edit the settings.

Team Leader view

At the top of the employee list, you can see three icons. The default selected view is the 'list' view.

The clock icon is the timesheets view. Click an employee then select the Timesheet icon to view or edit the current pay’s timesheets.

The landscape icon is the leave view. This will show you a leave calendar so you can view, approve or decline leave requests.

To the right of each employee name is a page icon. This is to view or create a note attached to your employee.

On the right hand side of your screen, you will see a 'balances' tab. This will allow you to create a new leave request on behalf of the employee, or just to view the leave balances.

Approving timesheets

Approving timesheets on the web version (on your computer)

Select the employee’s name in the list.
Click the Timesheet icon at the top of the screen.
The Timesheet panel will open in the right hand side of the screen. Click the Edit pencil to open the Timesheet adjustment area and make any necessary changes.
Click the Approve button when the timesheets have been completed for the pay period. Don't click approve until all of your employee's timesheets have been completed for the whole pay period. Clicking approve will change the state of the employee's pay, preventing them from making further timesheet entries.

When you have clicked 'approve', your payroll administrator will see that your employee's pay has moved from 'data entry' mode and will instead be in the 'calculate' state in the Run a Pay area. This confirms to the employer or payroll administrator that the timesheets have been approved by the Team Leader and the employee’s pay card is ready to be calculated.

Approving or editing timesheets on the PaySauce app

If you want to use PaySauce on your phone, you'll need to download the PaySauce app. Once you've downloaded the app, sign in with your team leader account details.

Once you've logged in tap on the Payroll icon to view the staff that have timesheets.

The option to “Approve All” will be visible if the timesheets have not been approved yet.
Tap on an individual employee’s name to view their timesheets.
Tap the Edit button to make changes, or tap on any of the coloured lines to enter the details for any of the days.

When the timesheets are correct, tap on the Approve button at the bottom of that screen.
The employee will no longer be able to make any changes to their timesheets and the employer or payroll administrator will see that the timesheets have been approved.

Managing leave requests

Approving or declining leave on the web (on your computer)

Click the Leave icon at the top of the employee list.
If employees have submitted leave requests (or requests have been set up on the employees’ behalf) you’ll see a different coloured line on the leave calendar for each employee's leave request.

The leave can be approved or declined from this calendar. Select any of the coloured lines and view the details.

The leave request will show you:

The leave type
The dates from and to
The date the leave request was created
The employee's current leave balances
The actual days included in the date range of the leave request
The leave days, which account for any days that wouldn't be paid as leave (for example, a public holiday included in the date range)
The details of any public holidays included in the leave request date range

In the above example, we can see that the employee has requested annual leave in the date range from 2/06 - 6/06/2025.

The number of actual days this date range covers is 5 (in the right hand panel as 'actual days')
There are 4 Annual leave days only due to the public holiday of 1 day for King’s Birthday. 'Leave days' in the right hand panel shows the total number of leave days that will be paid. 'Stat days' shows any public/statutory holidays that are included in the leave date range.
The employees's current balance is shown on the left. In this case, they have 214.39 hours.

You can either Refuse (which will decline the leave request) or Approve the leave here. You will have the option to send a short note back to the employee which will show on the employee’s phone app in their Notifications area.
The employer or payroll administrator can view the approval details in the Leave View area inside the Run a Pay area.

How to create a leave request on the web

From time to time a you might need to set up a Leave Request on behalf of an employee, for example if they are sick and are not able to submit their own request.

Select the Employee’s name from the Employee list.
Click the Balances tab on the right hand side of the screen (in the employee’s Template area).
Select New Leave Request at the bottom of the Balances window.
Enter the details into the Leave Request panel and click the Ok button to close & save the details.

Approving leave requests on the PaySauce app

Open the PaySauce app and ensure you are logged in with your team leader account.

Tap on the Leave icon.
Any 'pending' or unapproved leave requests will be displayed.
Tap on the name of the employee to view the leave request details and approve or decline the leave.
Tap the Approved area to view any previously approved leave requests. Tap the name of an employee to view their leave request details.

Create a leave request on the PaySauce app

Open the PaySauce app and ensure you are logged in with your team leader account.

Tap on the Leave icon.
Tap the + symbol at the top of the screen.
Select the employee that you’re creating a leave request for, and tap the Next button at the bottom of the screen.
Choose the type of leave and tap the Next button at the bottom of the screen.
Tap the first and last date for the leave (or just select one day) then tap Next.
Check the details are correct and tap Send Request.