Submit Shifts

Submit Shifts is a modernised process for timesheet management. It allows employees to submit hours they've worked daily via their employee portal, alongside extra information such as leave taken, comments and uploaded files e.g., medical certificates.

The employee can be rostered on, or not rostered at all. Once the shift is submitted, it will flow into Approve Shifts pending approval by admin.

Additionally, you can have employees upload a physical timesheet to assist with shift approvals. These timesheets are also automatically attached to invoices that are sent out to clients.

In this article, we will cover:

  • Enabling the Submit Shifts function in your platform
  • Selecting which employees will be submitting shifts
  • How employees submit shifts in their Employee App
  • Managing shifts that have been submitted by employees
  • Additional settings you can use with Submit Shifts
  • FAQs

  Please note: If this is something you are interested in using, we'd recommend having a chat with our Support team by submitting a ticket.

Enable Submit shifts for use in your foundU platform

If you have decided that you would like to use the Submit Shifts function in your platform, you will need to enable it. 

  Please note: If you are currently using timesheets, you will not be able to use timesheets with Submit Shifts.

Enable the Submit Shifts setting in your platform:

  1. Select the hamburger icon to open the full menu and select Platform Settings > System Settings.
  2. Switch the toggle 'on' for the setting 'Allow employees to submit shifts'. This will now show the 'Can Submit shifts' toggle on employee's profiles.

    Allow employees to submit shifts platform setting.png
  3. Select Save Settings to save your changes. 
Select which employees will be submitting a shift

When enabling the Submit Shifts for your employees you have the option to enable it individually or in bulk. 

Let's look at the steps on both options below.

Enable Submit Shifts for an individual employee

To enable Submit Shifts for a single employee:

  1. Navigate to People > Approved People or use the global search and find the desired employee. 
  2. In the Overview tab, enable the 'Can Submit Shifts' toggle. 

    Submit toggle employee profile.png
  3. Optionally enable the 'Can Edit Shift Position' toggle if the employee works multiple positions and needs to choose their relevant position when submitting shifts.
  4. Once enabled, employees will be able to see a 'Times Icon' in their Employee App.

Enable Submit Shifts for multiple employees

To Bulk apply the Submit Shifts toggle:

  1. Navigate to People > Approved people and select the desired employees. 
  2. In Bulk Actions select 'Set Submit Shift Setting for selected'

    Enable submit shifts in bulk.png
  3. Enable the 'Enable submit shifts for selected employees' and select Save

    Enable submit shifts in bulk 1.png
  4. Optionally enable the 'Employee can edit shift position' toggle if the employee works multiple positions and needs to choose their relevant position when submitting shifts. 
  5. Once enabled, employees will be able to see a 'Times Icon' in their Employee App.

  Please note: If you have salaried employees who have the 'automatic payment' option enabled, their working hours do not need to be approved by a manager on a daily basis. However, Salaried employees can use the Submit Shifts feature to submit weekly allowances or reimbursements that flow to Approval Shifts for admin approval. 

 

If you still cannot see Submit Shifts in the Times menu?

If you have recently switched to the Submit Shifts feature on your platform and are unable to view the Times menu for an employee who is authorised to submit shifts, it is most likely due to old timesheets that need to be located and managed.

You must either submit or delete old timesheets first before you can access the Times menu for the employee. If you need assistance, please reach out to the Support team for assistance. You can reach them by submitting a ticket or via help@foundu.com.au

How employees submit shifts

When employees use Submit Shifts, they can view and submit past shifts through the Times icon in the Employee App.

There are 2 ways in which employees can submit their shifts worked:

  1. They are rostered for the shifts and will see the rostered shift in their Times section in the Employee App. At the end of the day, they will review the shift and submit it.
  2. They can submit a shift that they weren't rostered for, but worked by adding the shift to their Times section in the Employee App.

  To see how employees submit shifts from their end, check out our Employee Help Guide here

Managing shifts that employees have submitted

When employees submit the shifts they have worked, the information will be displayed in the following areas:

  • Rosters
  • Approve Shifts

  Please note: Shifts that have been submitted by an employee can be viewed in the roster but will need to be managed in Approve Shifts

To manage submitted shifts in Approve Shifts:
  1. Navigate to Time & Attendance > Approve Shifts. A shift that has been submitted by an employee will have 'Employee Submitted' in the Rostered Shift column. 

    Submitted shift Approve Shifts.png
  2. You'll then need to action the shift by either approving, declining or editing the submitted shift.
  3. After making changes to a shift, the roster will automatically reflect the update.

In this example, our employee Ria has submitted their shifts for the week which we have approved in Approve Shifts. We can see this is reflected in the roster below. The approved shifts are indicated by the tick on the shift:

Approved shifts in the roster.png

In this example, our employee Ria has submitted their shifts for the week and we have declined 1 of their shifts in Approved Shifts. We can see this is reflected in the roster below. The declined shift is indicated by a strikethrough:

Declined shift in the roster.png

Additional options to use with Submit Shifts

When enabling Submit Shifts for your employees you may want your employees to use these additional options: 

  • Can edit shift position - This can be used for employees who work multiple positions so they can select the relevant position for the shift they are submitting. 
  • Upload timesheet when submitting shift - This can be used for employees who need to upload a weekly timesheet when submitting their shifts. 

Let's look at both of these additional options below.

Allow employees to edit their shift position

The 'Can edit shift position' setting is beneficial for employees who have multiple positions. This allows your employees to be able to select the relevant position when submitting their shifts. 

This setting can be enabled individually or in bulk. 

To enable the 'Can edit shift position' toggle for an individual employee:

  1. Navigate to the relevant employee's profile either via People > Approved People or via the global search option.
  2. In the Overview tab, toggle the 'Can edit shift position' on. Or toggle it off to disable. 

    Can change shift position.png

To enable the 'Can edit shift position' toggle in bulk:

  1. Navigate to People > Approved people and select the desired employees. 
  2. In Bulk Actions select 'Set Submit Shift Setting for selected'

    Enable submit shifts in bulk.png
  3. Toggle on the 'Enable submit shifts for selected employees' and toggle on the 'Employee can edit shift position' options. 
  4. Select Save.

    Employee can edit shift position bulk.png

 

Allow employees to upload timesheets

Along with employees submitting their times, you can allow employees to upload a physical timesheet for the week. 

To enable the timesheet upload option for your employees: 

  1. In the main menu, navigate to Platform Settings > Timesheet Settings.
  2. There are 2 settings that can be enabled:
    • Enable add timesheet feature for employee Times page - This will allow employees to optionally upload timesheets from the Times section and enable the feature across all employees.
    • Require employee to submit timesheet from Times page - This will show a 'Timesheet Required' flag on the Times page. Employees will be required to upload a timesheet before submitting their times. 

      Timesheet settings.png
  3. Once you have enabled the relevant options select Save Settings

With these settings enabled, employees can now submit physical timesheets that will feed into Approve Shifts and display in the Timesheet icon when attached, ready for your review and approval.

In this example, our employee Clair has submitted her shifts for the week and has uploaded a physical timesheet. We can see this in Approve Shifts by hovering over the Timesheet icon below:

Timesheet example approve shifts.png

 

Some other options you may consider

A few other additional options you may consider your employees using when submitting shifts are the following:

  • Comments - Employees can add a comment about the shift, e.g. the employee was asked to leave early as it was slow so they added this as a comment to the shift to let the manager know when approving. 
  • Documents - A document can be added to the shift, e.g. the employee added leave to their shift as they went home sick and they can add a medical document for their manager to see while approving. 

Both of these options are a great way for the employee to communicate anything to their manager regarding their shift. 

FAQs

Can salaried employees use the Submit Shifts feature?

Yes, salaried employees can use the submit shifts feature.

However, it is important to note that Salaried employees can only use the Submit Shifts feature to submit weekly Allowances or reimbursements. These allowances or reimbursements will flow through to Approve Shifts for admin approval. 

Can employees submit shifts in advance?

No, employees can only submit their shift times for past shifts.

Can an employee submit multiple shifts on the same day?

Yes, they can! As long as the shift times don't overlap. 

Does Submit Shifts use geolocation?

No, the submit shifts feature doesn't use geolocation. If you would like geolocation to be used then consider using the Clocking option instead.