Timesheets
Review each person’s shifts for the pay period, correct them with a reason, and approve them.
When to use
- It is the end of the pay week and shifts need approving.
- A shift was left open because someone forgot to clock off.
- A shift needs a correction.
Supervisors, Office and Owners can approve and change timesheets. Nobody approves their own shifts except an Owner.
Overview
Timesheets shows the current pay period: one row for each staff member and one column for each day, with hours, a total, and flags. Use Previous and Next to change period. Under the grid is This period, which says when it becomes Ready to export, and a key to the flags.
Above the grid you may see how many Leave requests waiting there are, any open shifts from earlier days, and how many shifts are open today. Open shifts show hours so far and cannot be approved.
Key features
Flags
| Flag | Meaning |
|---|---|
| Open | Not clocked off |
| Finish entered later | The finish time was entered after the day |
| Edited | Changed after the day |
| Unallocated | More unallocated time than the tolerance |
| Long shift | Over the long shift hours |
| No break | Over the no-break hours with no break recorded |
| Worked on leave | Clocked on during approved leave |
| Public holiday | A public holiday, on a working day or worked |
| Leave type | An approved leave day, with its type and hours |
Hours are paid hours, with paid leave and public holidays at the person’s standard hours. The limits are set on Time settings.
Breaks
Breaks come from each person’s work calendar and are taken automatically. If a break was not taken, an approver can mark it as not taken on the shift page. Paid hours then include that time.
The shift page
Select a day to open a person’s shift page. It shows:
- Entries: start, end, duration, hours, job or activity, and kind, with the Hours and Where the time went summaries. Paid hours go to payroll. Job hours feed the job’s labour and do not change pay.
- Flags for the shift.
- Approval and Change history with who, when, old value, new value and reason.
- A leave or public holiday banner when the day has one.
How to: approve a week
- Open Timesheets.
- Check any flagged days by selecting them.
- For one person, select Approve week on their row.
- For everyone, select Approve all unflagged. This approves every closed shift without a flag.
- When every shift is approved, the period shows Ready to export.
How to: approve one shift
- Open the shift page.
- Check the entries.
- Select Approve.
An approved shift cannot be changed by the staff member. Select Unapprove to change it, with an optional reason. This works until the period is exported.
How to: correct a shift
- On the shift page, select Change clock times to change clock on and clock off, or Add an entry, or edit an entry.
- Enter a Reason for the change. It is required for every approver change.
- Select Save.
The shift is flagged Edited and the history shows your change as yours. Every entry must stay inside the shift, so change or delete entries first if the new times would leave one outside it.
How to: close a forgotten shift
- Open the shift page for an open shift.
- Under Enter the finish time, enter Finished on, Finish time and a Reason.
- Select Save finish time. The shift is flagged Finish entered later.
How to: decide a public holiday for one person
On a public holiday, the shift page asks Otherwise a working day?
- Choose Yes or No. For Yes you can enter the Paid hours, in quarter hours. If you leave it empty, the work calendar’s standard hours are used.
- Enter a Reason and select Save.
Supervisors and Owners decide this. Office sees it read only. It cannot be changed once the day is exported or locked by an approved shift or approved leave.
Tips & gotchas
- Days with an Open flag cannot be approved.
- Approved shifts are locked. Unapprove first.
- Exported shifts are locked. An Owner reopens the export first. See Payroll export.
- Leave is approved on the Leave page, not here.
- Shifts show how they were clocked, for example Shared PC.