Create, Manage, Export and View Timesheet Status

You're able to Create, Manage (View Timesheet Status) and Export Timesheets by navigating to the quick menu and selecting Time & Attendance > Timesheets.

Timesheets can be used with both Rosters and Jobs. A timesheet is created when:

  • In Rosters- when a shift is published on a roster, this creates a timesheet for the employee.
  • In Jobs, when a job is created, this creates a timesheet for the employee.

From Timesheets, you're able to:

  • Find Timesheets to view and manage
  • Export Timesheets
    • Edit Columns 
    • Bulk Actions (such as bulk accept time sheets, download or delete (if required)).
  • Create Timesheets

To View or Find Timesheets:

  • You may need to view the details of a Timesheets or
  • For Compliance purposes, you can also view past timesheets.

 

  • Using the Date Filters search for the desired date range
  • The Filters that are also available include:
    • Employee- filter the search by a specific employee
    • Timesheet Status (see below)
    • Operation (client or venue)
    • Office Code Type
  • Click on the timesheet ID to view the timesheet that has been submitted.
  • You can also click the  submitted status of a timesheet and View or View File (PDF) by clicking on the arrow icon next to the status.

Timesheet Status' & management actions available:

  • Pending (Ready to Submit)
    • Timesheet available in employee portal ready to complete and submit.
      • By clicking on the down arrow, the action options for this status include:
      • The paperplane icon allows you to submit a timesheet on behalf of an employee.
  • Submitted (Pending Approval)
    • Employee has completed their timesheet, it appears in Operations Portal and Admin (Manage Timesheets) ready for the manager to approve. 
      • By clicking on the down arrow, the action options for this status include:
        • Accept 
        • Decline
        • Set No Pay
        • Set No Charge
        • View 
        • Edit (PO/Office code, Day, time, break, add shifts, Allowances, Reimbursements or Comments)
        • Edit rate.
      • The tick icon next to the submitted status will allow you to accept this timesheet.
  • Accepted (Ready to Pay)
    • Timesheet has been approved by their manager. The employee is ready to be paid.
    • By clicking on the down arrow, the action options for this status include:
      • Un-accept (this changes the status back to submited).
      • View
      • Edit (PO/Office code, Day, time, break, add shifts, Allowances, Reimbursements or Comments).
  • Invoiced but Not Paid
    • Client has been invoiced based on timesheet hours. The employee has not yet been paid.
  • Paid:
    • Employee has been paid based on the approved timesheet.
    • By clicking on the Paid status this will show you the paid timesheet details.
  • Deleted: 
    • The timesheet was removed.
    • By clicking on the down arrow, the action options for this status include:
      • Restore (by selecting this option this will change the status of the timesheet to pending).
  • Unrostered Shift:
    • A shift that was recorded but was not rostered i.e. called in last minute and clocked in. 

Timesheet_status_view.png

View Timesheet /Adjusting your timesheets view:

  • You're able to edit the columns which you can see for your timesheets by selecting 'Edit columns' and choosing which fields you would like to view.
  • Select hide once you've chosen your desired columns.

Timesheets_Edit_columns.png

Bulk Actions (for approving a group of timesheets):

Bulk approve Timesheets with 'Submitted' status:

1. In Time & Attendance > Timesheets, select the Desired Date range and Filter by the Timesheet Status for example choose Submitted.

2. Select the timeshseets or select all, then select the down arrow in the Bulk Actions and you can choose to bulk Accept (the status will now all change to green Accepted) or you can Download Timesheeets selected.

Timesheets_bulk_accept.png

Bulk download Timesheets with 'Accepted' status:

1. In Time & Attendance > Timesheets, select the Desired Date range and Filter by the Timesheet Status for example choose Accepted (Ready to Pay).

2. Select the timeshseets or select all, then select the down arrow in the Bulk Actions and you can choose to bulk Download Timesheeets selected.

To Export the Timesheets view:

  • Select Export, this will produce an CSV file of your Timesheet view.

Below is an example of the Timesheet Output

Export_output.png

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