Your JLK Toolkit — Discord & Timesheet

Module 1

Discord — the JLK team chat

~5 min

Learning purpose: know what Discord is for, which channels matter to your role, and the one rule that keeps everyone safe.

What Discord is for at JLK

Discord is our daily team chat. It replaces the old WhatsApp-group approach — keeps work chat out of your personal phone, and gives us proper channels so a birthday shoutout doesn't bury a safeguarding update.

The channels you'll actually use

#staff-announcements — formal updates from management. Read these.
#staff-achievements — celebrations, course completions, moments a colleague did something great. React with 👏 or 🌱.
#birthdays-and-anniversaries — auto-posted daily, react to say happy birthday.
#jlk-academy — course completions post here as they happen.

🚨 The ONE rule

Never post identifying content about children or families. No photos. No names. No stories a parent could recognise. Discord FEELS private but it's still a shared space + a permanent record. Same rules as WhatsApp — if in doubt, ask before posting.

Two reactions you'll see everywhere

👀 = "I've seen this" — react to launch posts and important announcements
✅ = "I've done the follow-up action" — react when the ask is done

💬 Join the JLK team Discord →

I've joined the JLK team Discord
I know I must never post identifying content about children or families
I know 👀 = "seen it" and ✅ = "done it"

Module 2

Timesheet — how you get paid

~7 min

Learning purpose: know the monthly rhythm, submit on time every time, and know what to do if you miss a clock-in or make a mistake.

📅 The rhythm — burn this into memory

Submit by the last working day of each month
Get paid on the 5th of the following month
Your responsibility to submit on time — late = payments delayed

What the page does for you

Pre-fills your days from the clock-in log — you check, don't retype
Countdown banner tells you how long until the deadline (green safe → red overdue)
Works out your hours for you — enter IN + OUT times, unpaid breaks auto-deducted on shifts over 6 hours
Extra hours get a manager's approval on your device — they don't count until they do
Locks when submitted — mistakes go through a "Request a change" flow (a manager unlocks it and your correction sends as an amendment)

Bank holidays are auto-tagged

UK bank holidays are paid, and they come out of your annual leave entitlement — they are part of it, not extra on top. They're auto-tagged when your timesheet loads. Value = your usual shift for that weekday (part-timers who don't work that day naturally get 0h — correct). If you actually came in to cover a BH, change the day type from Bank holiday to Worked — a manager will arrange the correct extra pay.

Day types (the dropdown)

Worked — normal shift. Hours from IN/OUT times.
Annual leave — booked holiday. Values from your usual shift.
Sickness — off sick. Paid, tracked separately.
Bank holiday — auto-values from usual shift.
Training — off-site or in-house training (paid, from IN/OUT times).
Unpaid leave — off, not paid.
Not scheduled — day you weren't due to work (day off).

🕒 Open my timesheet →

I know the deadline is the last working day of each month
I know I get paid on the 5th of the following month
I know extra hours need a manager's approval on my device before they count
I've opened my timesheet at least once and know where the Submit button lives

Module 3

Practical — a full month, start to finish

~3 min

Practical scenario: imagine it's the last week of the month. You've clocked in every day but forgot to clock out once (Tuesday, you left at 18:00 and forgot). You also worked an extra hour on Thursday to cover a colleague going home unwell.

Walk-through

Open your timesheet — the countdown banner shows "3 working days left" in amber.
Scroll to Tuesday — the OUT field is empty (you forgot to clock out). Type 18:00 in the OUT box. The row updates + shows "✎ corrected" — your manager can see this.
Scroll to Thursday. Add the extra hour in the "Additional / overtime hours" box for that week. Pick a reason: Covering staff absence. Write a short note: "Covered Sarah 17:00–18:00 (she went home unwell)."
Hand your device to your manager. They tap the "Approve extra hours" button, type their JLK code, confirm. The extra hour is now counted.
Check the Month summary — total hours look right.
Tick the declaration box + press Submit. The office gets an email. Your sheet locks.

What NOT to do: don't leave it until the last minute + skip the manager approval on extra hours. Unapproved extras count as ZERO — they only turn into paid hours after a manager approves.

If you realise a mistake AFTER submitting

Tap "Request a change" on the submitted timesheet. A manager unlocks it with their code + a written reason. You fix the entry, tick declaration, submit again — it sends as an amendment (v2). The original is kept on record + marked superseded.

I know how to add a missed clock-in / clock-out by typing manually
I know extra hours need reason + note + manager approval BEFORE submission
I know how to Request a change after submission if I spot a mistake

Knowledge check

End-of-course quiz · 5 questions

Pass 80%

Need 4 out of 5 to pass.