How hours are generated

Timesheets in InstructorHUB start filled in. Rather than asking your team to write down every class, InstructorHUB reads the timetable for the pay period, works out the roster date by date, and generates the hours for you. Your job becomes reviewing and approving, not data entry.

From timetable to timesheet

For the period you are paying, InstructorHUB resolves the roster for each date: which classes ran, who was assigned, in what role, and whether that person is included in payroll. For a payroll-included person, the applicable rate creates a timesheet entry with hours and an amount. A person who is deliberately outside payroll remains correctly assigned but does not create a payable entry. Cancelled dates, substitutions and holidays are respected, so what you see reflects what actually happened, not just the standard weekly pattern.

Generation is safe to run more than once. It is deduplicated, so re-generating after a schedule change tops up what is missing without creating doubles or disturbing entries you have already approved.

Non-class time

Not all paid time is a class. Admin, cleaning, meetings, and other staff-time blocks are included too, so a cleaner or an instructor doing prep is paid for that time alongside their teaching.

Reviewing what was generated

Generated hours arrive as draft entries. You review them per staff member, edit anything that needs it, and approve. Once a period is approved and locked it stops changing, which is what makes it safe to run pay from. If a staff member disagrees with an entry, they can raise a change request, which you resolve before approving, as covered in Review and approve hours.

When it runs

Hours are generated for the pay period you are working in, which follows your pay cycle, whether that is weekly, fortnightly, or monthly. If you are paying a period that has already passed, InstructorHUB flags it so nothing is missed. Pay cycles and periods covers how the period is defined.