An execution logbook is the running record of teaching hours. Each row is one session: who taught it, which course, which term, the date, how many hours, what was planned and what was actually covered. Nothing is typed from memory at month end — the entry is written on the day, from the timetable slot it belongs to.

Four people touch a logbook entry in turn. The teacher logs the session. The academic head confirms that the session happened as planned. HR verifies the entry, and only verified hours count. The bursar then reads the same verified total when running the monthly payroll.

That order is the whole point of the screen. It is why a teacher cannot promote their own hours, why a confirmed entry is already half-locked, and why a verified entry cannot be quietly rewritten — the wage on a payslip has to be traceable back to a timetable slot somebody signed for.

The timetable is the starting point, not a free-form sheet

My Sessions is built from your timetable. Each row is a real slot with a date, a start and an end time, and the course attached to it. That is deliberate: a logbook that anyone could type any number of hours into would prove nothing about teaching. If your timetable is wrong, fix it in Scheduling > Timetables first — the logbook will follow it.

Hours come from the slot; the topic comes from you

The Hours field is filled from the timetable slot, so nobody can quietly claim a double period. What you do type is Planned Topic carried over from the schedule and Topic Taught written by you. For staff with no teaching duty, leave the topic empty — the screen says so on purpose, and a date plus hours worked is a complete entry.

Deviation Reason is the honest field

When the session did not go as planned — a public holiday, a strike, a substitution, an exam period — say so in Deviation Reason. It is not an apology; it is the explanation that lets the academic head confirm the hours without a phone call. An unexplained deviation is the one thing that slows the confirmation down.

Date filters are how you check a week in one minute

The Date column filters by range, and Status filters by where the entries sit. Filter to last week, set Status to submitted, and you have your own outstanding work list; set it to confirmed and you have the list waiting for HR.

Submitted: the teacher’s claim

Saving a session puts it at Submitted. Only the teacher who logged it sees the actions available on it. Nothing else in the school can rely on it yet, and the entry can still be edited freely by its author.

Confirmed: the academic head has checked

Confirm teaching is available to the academic head on a submitted entry only. Once clicked, the entry is marked as teaching confirmed, the teacher can no longer edit it, and it waits for HR. This is the step where “he was in the staffroom, not in the classroom” gets caught.

Verified: the hours are now money

Verify is HR’s action, and HR alone. It can be applied to a submitted or a confirmed entry — HR is allowed to verify directly rather than work through the queue. Verified entries are locked: a verified entry can only be changed by HR, and only through HR. Reject is the honest opposite, returning the entry with a reason so the teacher can log it again properly.

What each person cannot do

A teacher cannot confirm or verify their own hours, whatever their role. A head cannot verify, because verification belongs to HR. Nobody but HR edits a verified row. These limits are not advice — the actions are simply not offered, so there is no way to bypass them from the screen.

Payroll counts verified hours and nothing else

The monthly payroll is calculated from teaching hours that are logged, confirmed and verified. An entry that stops at Submitted or Confirmed contributes nothing, which is why a month left unverified is a month that quietly does not pay out. The fix is never to force the entry forward: verify the work that was actually done, or reject it with a reason and have it logged again.

Contract type decides how hours are priced

Each staff member has a contract type and a rate set in Staff Management — permanent or part-time, with a base salary and an hourly rate. The verified hours are what the hourly rate is applied to. Correcting the rate is an HR change; correcting the hours is a logbook change, and they are deliberately kept apart.

The staff profile shows the same hours from the other side

Open a staff member’s profile in Staff Management and their Execution Logbook history lists the same entries, with their status. When an employee disputes a wage, both people are looking at one set of rows rather than two sets of notes.

A clean month takes two habits

Teachers log on the day rather than on the Friday. Heads confirm in one sitting each week. That is the whole process: a month run this way needs no chasing, because by the time payroll is generated the entries are already verified.