Set up your organisation
It costs nothing to start. Fill in the form, open the link we email you, and your organisation is set up straight away.
What happens next
Confirm your email address
We email you a link. Opening it confirms your address and sets your organisation up. Your staff, clients, timesheets and pay periods are kept apart from every other organisation's. The link works for 24 hours.
Choose your password
The link opens Visitsheet with you as the administrator, and you choose a password. We also email you that page's link, and you sign in with it and your password. Once you are in, you can add a fingerprint or face unlock and sign in with that instead. If you leave before choosing a password, open the link in that email.
Add your staff and send them their links
On the Admin page you add each person and Visitsheet gives you a sign-in link for them. Send it by WhatsApp or text. There is nothing to download from an app store. They add Visitsheet to their home screen and it opens like any other app.
Your team enter their time, you run your month-end
Staff enter their hours, miles and expenses as they go. You check them, finalise the pay period, then download a summary file and a detail file for payroll. A finalised period stays as it is until an administrator reopens it, and Visitsheet records who reopened it and why.
Things people ask before starting
What does it cost to start?
Nothing. Your first 1,000 hours each year are free, and UK registered charities get 2,000. After that a further 1,000 hours cost £39, and you have a year to use them. We do not ask for card details to set you up.
What counts towards our hours?
The hours your staff record, added up across the whole organisation rather than per person. You buy them 1,000 at a time. Each receipt photo attached to an expense counts as one hour, because photos are what we store and back up. Mileage, time off and an expense with no photo add nothing.
How much work is 1,000 hours?
About 19 hours a week across the year. That is one person working 19 hours a week, or three people recording 6 hours a week each. A charity's 2,000 covers twice as much. A team recording 3,600 hours in their first year buys three further blocks, so £117. The 400 hours they have left over stay with them into the next year.
Do my staff have to download an app?
No. They open the link you send them and add Visitsheet to their home screen. It then opens like any other app on their phone.
What if I type my email address wrong?
The email asking you to confirm it goes to somebody else, or nowhere, so nothing arrives within a few minutes of sending the form. Fill the form in again with the right address. Where two requests arrive from the same organisation we go by the newer one.
What happens to the details I give you?
They are stored so we can set your organisation up and reach you about it. We delete your name, your mobile number and the internet address the form was sent from once you are set up. We also delete them if we cannot take you on. We keep a record of the request itself, with your charity number and how you heard about Visitsheet if you gave them. Your email address stays with your administrator account once you are set up, and is deleted if we cannot take you on. The privacy notice covers both that and what Visitsheet stores once you are running.
Not sure yet?
Go back to Visitsheet to read what it does, what it costs and how we look after your data.