Getting Started: Timesheets

How to view, approve, unlock and edit timesheets

Updated over a week ago

Who can edit and approve timesheets?

Managers can edit and approve timesheets for employees that work in teams they manage. Admins can edit and approve all timesheets.

How to approve timesheets

It's best practice to approve timesheets at the end of each shift using the Daily timesheet view.

To approve your daily timesheets, navigate to Time & Attendance > Timesheets > Daily:

Daily timesheets are filtered by status. As you approve each shift, it is moved automatically to the Approved tab.

Approval options

You can approve each timesheet individually, or approve all daily timesheets at once.

Approve timesheets individually

When approving shifts individually, each time a shift is approved, it will move to the approved tab automatically. This makes it easy to identify which shifts still require your attention.

Approve all daily timesheets

When approving all shifts at once, all timesheets will move to the Approved tab. Shifts that are incomplete or contain errors will remain as pending, and the errors will be highlighted.

What to check when approving timesheets

1. Check that it was the correct employee who clocked in. Hover over the clock in photo reveals both the clock in and clock out photo.

2. Check the timesheet contains start and finish times. A start and finish time is the minimum information required to approve a timesheet.

3. If a break should apply, check that the break either includes a total time, or if you record the start and finish times of breaks, that it contains both a start and a finish time.

Adding additional shifts

To add a timesheet manually for an employee who didn't record their hours using the time clock, click +add shift in the top right of the daily timesheets view.

Additional Timesheet Details

Note: The 'R' rostered time will only display rosters that have been published.

Editing locked timesheets

Once a timesheet has been exported from Workforce, it will become locked for editing by managers. The Admin permission level is required to unlock a timesheet which has been exported.

Admins will see the 'unlock all timesheets' option when viewing the timesheets for a prior period.

Once the changes are complete, timesheets can be locked again by selecting the Lock all approved timesheets option.

Timesheets can also be unlocked individually by opening the timesheet of a single employee.

Manually creating a new timesheet

To manually create a timesheet for an employee, you can go to time and attendance - timesheets and select the pay period in which they fall under.

Click on new timesheet in the top right hand corner, ensuring you are viewing the correct period:

Then, click on new timesheet beside the employees name:

A new blank timesheet will be created, and here you can manually enter shifts for the employee in question.

FAQ's and Troubleshooting

What do orange highlighted shifts mean?

Shifts that were entered by an employee manually are highlighted in orange. Employees can only enter times manually if you have the employee permission 'Allow staff to add times to their own timesheets' turned on. A manually entered shift is one that was entered by the employee directly into their timesheet.

How does the 'shift team' get applied to timesheets?

When the Automatically place shifts in teams is enabled, the team assigned to the rostered shift applies automatically on the timesheet.

If the shift is unrostered, or is rostered without a team selected, the employees default payroll team applies instead.

What causes a shift to have the "Uncategorised" team applied?

Shifts are marked as Uncategorised when the employee clocks in using a Time Clock set to a different location to the location on their rostered shift.

The exceptions to this scenario are when:
(a) If the employees default payroll team is also in the location of the Time Clock used, the team will be defaulted to the employees default payroll team
(b) If the employee is a 'member of' only one team in the location of the Time Clock, that team will be applied on the timesheet
(c) If the address in the location of the time clock and the rostered shift location matches exactly

Why is it 'best practice' to approve timesheets daily?

The benefits of approving timesheets daily are:

  • Reduced workload at the end of the timesheet period

  • It's easier to remember what happened during the shift if you need to make any corrections

  • More accurate cost reporting as any errors will be corrected each day

Who can edit timesheets once approved?

Approved timesheets need to be unapproved before times can be edited. Managers and Admins can unapprove timesheets of teams they manage.

After an approved timesheet has been exported to payroll or locked it will be locked for editing by managers, and all costs will be locked. Only Admins can unlock an exported timesheet.

How can you see who made changes to a timesheet?

The Timesheet History details who made changes to timesheets and what times those changes were made.

The Timesheet History is visible to Admin users.

To view the Timesheet History for an employee:

  1. Navigate to the timesheet for a period for a particular employee

  2. Click Timesheet History located at the foot of the timesheet to expand the timesheet history as shown below:

The Timesheet History displays all actions on a timesheet, including:

  • Action: What type of action was made (e.g. create, update, delete).

  • User: Who made the change.

  • Time: When the change was made, date and time.

  • Change: What was specifically changed. The first column (in italics) shows what the timesheet displayed before the change. While the second column shows what the timesheet displayed after the change was made.

In the above example, the history shows the employee clocked in at 10:32am on February 11 2020 using the Time Clock. The manager, Kaitlyn, then manually updated the start time from 10:32am to 10:30am

For more information on Timesheets, see:

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