The Timesheets Table functions as the platform for creating, viewing, and managing your workers' timesheets. Timesheets are automatically created 30 minutes before a published scheduled shift is about to begin. For last-minute shifts, a manager can manually create a timesheet. In this article, we’ll discuss the basic navigation of this screen.
Tiles and Tabs
In the top right corner, you can change the displayed date range by clicking the dates button and choosing a timeframe. You can also create a new timesheet by clicking on +New Timesheet. Review this article to learn how to create a timesheet manually. You will also have the option to export timesheets.
Exporting
Exporting will automatically download a CSV of a single or multiple timesheets, with each row signifying an individual timesheet record. You can only export approved timesheets.
To export a single or multiple timesheets, check the boxes to the left of workers' names with approved timesheets in the table and then click Export at the top or in the bulk actions menu that will appear at the bottom of the Timesheets table. You can also export a single timesheet by clicking the three dots to the right of the timesheet and clicking Export.
Important Note:
If you check the box(es) of worker(s) that have pending or deleted timesheets, you will see 0 timesheets to export in the pop-up, and the Export CSV button will be disabled.
Next, you'll see five informational tiles:
Pending timesheets: The number of timesheets pending approval
Overtime hours: The total amount of scheduled overtime hours across your workers
Approved hours: The number of approved hours and minutes of total timesheets that have been approved
Pending hours: The number of hours and minutes of total timesheets pending approval
Variance: The total number of hours difference between scheduled shift times and clocked shifts across total timesheets.
Change the table view from all locations to a specific location by clicking All Locations.
You can also use filters. When using the Filter button, you can filter timesheets by things like the worker’s name, location, job, pay rate, as well as any attribute on the Worker Profile.
You can also choose to show the worker’s timestamp on the table by enabling the Show worker timestamp toggle.
Next, you’ll see three tabs:
Needs Attention: Shows timesheets that require a Fountain user’s review due to an attendance violation. Fountain Shift will automatically flag any timesheets that meet the criteria of your Attendance Policy configuration in this tab. Within this tab, there are 4 buttons that can be used to organize further: All, Break violations, Timestamp, and No show.
Timesheets: Shows all timesheets that do not have an attendance violation OR timesheets that had an attendance violation, but the timesheet has gone through the Needs Attention review process. Within this tab, there are 6 filters that can be used to organize further: All, Pending, Ongoing, Approved, Exported, and Deleted.
No show: Shows timesheets for workers who did not show up for their scheduled shift.
Table Columns
Workers and their timesheets will be listed below, including columns of detailed information based on the tab you’ve selected. The columns you'll see are:
Name: The name of the worker.
Location: The location where the worker is completing the shift.
Job: The name of the job title this worker belongs to.
Rate: Only visible in the Timesheets and No show tabs, this column shows the rate of pay for the worker.
OT Rate: Only visible in the Timesheets and No show tabs, this column shows the rate of the worker's pay multiplied by 1.5.
Status: Only visible in the Timesheets and No show tabs, this column shows the status of the worker's timesheet.
Date: The date of the worker's timesheet.
Clock in (rounded): Shows the scheduled shift start time in gray. The clock-in time will be listed above the shift start time.
Clock out (rounded): Shows the scheduled shift end time in gray. The clock-out time will be listed above the shift end time.
Total breaks: The total of scheduled break time for the worker.
Total time: The difference between the worker's clock-in and clock-out, with any breaks subtracted.
OT: Only visible in the Timesheets and No show tabs, this column shows the number total number of hours that are counted towards overtime for the worker.
Violations: Only visible in the Needs Attention tab, this column shows the most confirmed violations from the manager review process.
Additional Icons
Additional icons may be visible in certain columns:
Talk bubble: Indicates that the worker has entered a note that can be reviewed.
Number in red circle: Represents an attendance violation, such as an early or late break. The number of violations will be in the circle. Hover over the circle for more information. Click details to open the timesheet Attendance Violations tab.
Moon: Indicates that the worker is assigned an overnight shift.
Tag: Indicates the worker has an allowance added, such as a meal stipend or overtime amount. These can be viewed and edited in the worker’s timesheet.
Worker Timesheets
The worker’s timesheet can be viewed by clicking on their name in the table.
On the left, you can review details for this worker, including their location, job, the date of the timesheet, start time, end time, and timesheet status.
To the right, navigate between four tabs:
Details: Shows details for the shift, including the ability to add a break or allowance, change the status, or change details of the shift. After making any changes, click Save at the bottom of the details section.
Worker notes: Shows any notes entered by the worker in their Worker Portal.
History: Shows a history of this worker’s previous shifts.
Attendance violations: Shows any previous attendance violations, such as showing up late or taking their break late.
Remember:
Shifts will only be displayed on the Timesheets Table 30 minutes before the shift is scheduled to start.
Related Articles
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➡️ Next article: Taking Action on Shift Timesheets