Keep the useful parts of your spreadsheet
Note the columns payroll actually uses: person, period, workplace, worked hours and approval. Record the existing rules for unpaid breaks, rounding and overnight work. Changing software should not silently change a worker’s pay calculation.
Set up a small pilot
Add a workplace, assign a few people and choose the location rule. Let them record a normal day, request a correction and review the result together. Personal clocking and a shared kiosk are different device options; select the one that fits the workplace.
Reconcile before the first payroll handover
Compare the approved export with a manually checked day and your previous template. Verify names, dates, unpaid breaks and time zones. Use a single agreed source for each pay period and mark comparison files clearly.
Existing spreadsheets remain historical records. CrewLoca does not promise to import arbitrary spreadsheets, preserve their formulas or replace your payroll engine.
Retire duplicate collection gradually
Once the pilot is agreed, tell the team where new hours belong. Keep a documented fallback for connection problems. Review unresolved corrections before exporting, rather than using a total simply because it is available.
Common questions
Can I still use Excel for payroll?
Yes. Export approved hours in an Excel-compatible spreadsheet or CSV, then use your existing payroll process. Check its required columns first.
Should I delete the old timesheet workbook?
No. Keep historical records according to your retention and legal requirements. Decide how new records will be collected without erasing the history.