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Timesheets Table
Timesheets Table
Updated over a month ago

Overview

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.

Important Note:

Shifts will only be displayed on the Timesheets Table once there are 30 minutes before the shift is scheduled to start.


Timesheets Dashboard Basics

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. We'll cover this later in the article.

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 the All Locations toggle. You can also use filters Using the Filter button, you can filter timesheets by worker Name, Location, Job, and/or pay Rate.

You can also use the five status tabs to look for specific timesheets:

  • All: Shows all timesheets in the selected location.

  • Ongoing: Includes timesheets for shifts that are happening now including upcoming shifts happening in the next 30 minutes.

  • Pending: The shift is complete and the timesheet is awaiting approval

  • Approved: The timesheet has been approved

  • Exported: Shows any timesheets that have been exported.

Table Columns

Workers and their timesheets will be listed below including columns of detailed information. 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: The rate of pay for the worker.

  • OT Rate: The rate of the worker's pay multiplied by 1.5.

  • Status: The status of the worker's timesheet.

  • Date: The date of the worker's timesheet.

  • Clock in: Shows the scheduled shift start time in gray. The clock-in time will be listed above the shift start time.

  • Clock out: 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: The number total number of hours that are counted towards overtime for the worker.

Taking Action

To take action on a timesheet, click the 3 dots button to the right of the worker. Here you can edit, export, or delete the timesheet.

If editing the timesheet, you will have the option to update details related to the worker or review notes submitted by the worker or their previous timesheet activity.

If the worker has entered a note, you'll see a talk icon to the left of the name of the table.

To approve a timesheet, follow the steps below:

  1. Click the timesheet's status on the table.

  2. Change the status to Approved.

You can also approve multiple timesheets by checking the boxes to the left of the workers' names and clicking Change Status or within the Edit screen.

Exporting

Exporting will automatically download a CSV of a single timesheet or multiple timesheets, with each row signifying an individual timesheet record. You can only export approved timesheets. To export a timesheet, check the box to the left of the worker's name and then click Export.

You can export multiple timesheets by checking the boxes to the left of the workers' names and clicking Export.

Creating a Manual Timesheet

In the event your worker is going to complete a last-minute shift, you can manually create a timesheet for them. First, you must create the shift on the Shifts screen. Then you can create the timecard. Follow the steps below to create a manual timesheet:

  1. On the Timesheets table, click +New Timesheet in the top right corner.

  2. Select a location for the shift and the worker's name. The job title will automatically populate based on the job title associated with the worker.

  3. Select the date of the shift and the clock-in and out times.

    1. The default clock-in and out times are 9 am - 5 pm.

  4. Add an optional paid or unpaid break.

  5. Change the status to pending if desired. The status will default to Approved as the manager is creating the timesheet and would also approve the timesheet.

  6. Add any optional internal notes for other Shift users about this shift.

Click Confirm. The shift will now be visible to the worker in their Worker Portal.


Related Articles

⬅️ Previous article: Scheduling Shifts

⬅️ Previous article: Getting Started with Shift

➡️ Next article: Worker Portal - Shifts

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