The Time Tracking report gives you every shift worker's hours for a pay period — ready to copy, export, or upload to your payroll provider.
This article covers how to find those hours, get them into your payroll provider, and fix missed or incorrect clock-ins before you submit payroll.
How to prepare for payroll
NetGym supports two pay bases. The Time Tracking report shows both side by side, so you can use either one.
Pay basis | What it uses | Example |
Scheduled hours | Hours exactly as set up in the team schedule | A 7:00–2:00 shift is paid as 7 hours |
Actual hours | Hours staff clocked in and out with Time Clock — requires your team to use Time Clock | Paid on the recorded clock-in and clock-out times |
Before you run the report:
Decide whether your studio pays on scheduled or actual hours.
Make sure the pay period's schedule is complete in the team schedule.
If you pay on actual hours, check that staff clocked in for their shifts — and correct any missed clock-ins first (see How to correct missed or incorrect clock-ins below).
Confirm what format your payroll provider accepts: pasted values, a CSV upload, or a multi-tab spreadsheet.
Fix clock-ins before you export. Edits made after exporting won't appear in your file — you'll need to export again.
How to review hours in the Time Tracking report
Navigate to Insights → Shifts → Time Tracking.
Select the date range for your pay period.
Review the breakdown, which is grouped three ways:
By location — with one row per team if a location has multiple teams
By team
By user
In the By user view, compare each person's Scheduled hours with their Actual hours.
A staff member with scheduled hours but no actual hours either didn't clock in, or your studio doesn't use Time Clock. How you handle a missing clock-in depends on your studio's policy — fix it before running payroll, or flag it for follow-up.
No actual hours doesn't always mean a missed punch. Check whether the team uses Time Clock before flagging it.
How to get hours into your payroll provider
Pick whichever option fits your provider and team size:
Option 1: Copy and paste
For smaller teams, copy the hours straight from the Time Tracking report into your payroll provider.
Option 2: Export the report
For larger teams — or if you need extra calculations — export the report. The export has four tabs:
Tab | What it contains |
Entries | Raw data — every clock-in within the selected date range |
By Location | Hours totaled per location |
By Team | Hours totaled per team |
By User | Hours totaled per staff member |
All hours are in decimals, so they upload cleanly — 7 hours 15 minutes appears as 7.25.
From the export, you can:
Copy and paste a tab into your payroll provider, or upload it as a CSV.
Upload the raw Entries tab directly, if your payroll system supports it.
Move a tab into its own sheet if your provider can't accept multiple tabs.
Build a pivot table from the Entries tab to group hours your own way — for example, sum Actual hours by user to recreate the By User tab.
Calculate pay in the sheet if your pay rates aren't stored in your payroll system — add a rate column and multiply it by actual or scheduled hours.
Split shifts show as multiple entries. If someone clocks out for lunch and back in, the time clock entries view shows two rows, while the shift-based view shows one. Use the entries view when you need to see each punch.
How to track hours for staff with multiple pay rates
If a staff member works in more than one position at different pay rates, add them to a team for each position. For example, if Sarah works as an instructor, at the front desk, and in marketing, add her to all three teams.
When Sarah clocks in, she selects the team for that shift, so her hours are tracked separately for each position.
To see each person's hours by team:
Download the Shift Reporting report.
Open it in Google Sheets or Microsoft Excel and create a pivot table with users as rows and teams as columns, showing hours worked (either Scheduled or Actual).
Tip: Gemini in Google Sheets and Copilot in Excel can build the pivot table for you. Try asking: "Create a pivot table showing total hours worked for each user, broken out by team."
You can also skip the spreadsheet by using the NetGym MCP connector with Claude or ChatGPT. Ask for each staff member's total hours by team for your pay period, and it pulls the numbers directly from NetGym.
How to correct missed or incorrect clock-ins
You can fix time clock data from Insights or directly from the schedule. Make all corrections before you export.
From the Time Clock Entries report
Find the entry you need to change, then edit it — or delete it if it shouldn't count.
If you use unscheduled time clock, you can add a clock-in for any staff member. Click Add Clock In → fill in the details → click Save.
From Shift Reporting
If you only track shift clock-ins, navigate to Insights → Shifts → Shift Reporting and find the shift with the missed or wrong clock-in. Create the entry — it defaults to the scheduled shift times — then adjust the times as needed, for example if someone left an hour early.
You can export this view too. It gives a shift-based layout, but the Time Tracking report is usually easier to read when you only care about time clock hours.
From the Team Schedule
Shifts with no clock-in are highlighted in yellow.
Open the yellow shift.
Mark the staff member as a No-show if they didn't work it, or add a clock-in if they forgot to clock in.
Click Save.
The shift is no longer highlighted, and the new entry appears in the Time Tracking report.
Frequently Asked Questions
Do I need Time Clock to run payroll from NetGym?
Do I need Time Clock to run payroll from NetGym?
No. Without Time Clock, pay from the Scheduled hours column. Time Clock is only needed to pay on actual hours.
What format are the hours in?
What format are the hours in?
Decimal hours — 7 hours 15 minutes is 7.25. This uploads directly into most payroll providers.
My payroll provider doesn't accept multi-tab files. What do I do?
My payroll provider doesn't accept multi-tab files. What do I do?
Copy the tab you need into its own sheet and save it as a CSV.
Can NetGym calculate pay?
Can NetGym calculate pay?
No — the report gives hours, not pay. To calculate pay, add a rate column in the export and multiply it by hours.
Someone forgot to clock in. How do I fix it?
Someone forgot to clock in. How do I fix it?
Open their yellow shift on the schedule and add a clock-in, or add or edit the entry from the Time Tracking report. If they didn't work the shift, mark them as a no-show.
Can I remove a clock-in that shouldn't count?
Can I remove a clock-in that shouldn't count?
Yes. Managers can delete a time clock entry from the Time Tracking report.
I edited a clock-in after exporting. Is my file updated?
I edited a clock-in after exporting. Is my file updated?
No. Exports are a snapshot — export the report again to include your changes.
Need to set up Time Clock or configure clock-in rules for your team? See Time Clock for Managers.