There are numerous actions that can be taken on a worker’s timesheet, including editing, deleting, adding an attendance violation, or approving the timesheet. We’ll also discuss how to create a manual timesheet and take bulk actions in this article.
Edit Timesheet
To edit a timesheet, follow the steps below:
Click the worker’s name in the Timesheets Table, which will bring you to the timesheet.
Edit any of the fields.
Scroll down and click Save.
You can also edit timesheets by clicking the 3 dots button to the right of the worker and then click Edit in the dropdown. If you need to adjust the time, you can click directly on the clock in or out time on the table and type into the fields.
Review Worker Notes
If the worker has entered a note, you'll see a talk icon to the left of the name of the table. Administrators can configure a worker note requirement anytime your workers attempt to record a timestamp that deviates from their scheduled shift (i.e. early clock in) via Shift Settings.
To review the note, follow the steps below:
Click the 3 dots button to the right of the worker and then click Edit in the dropdown. Alternatively, you can click on the worker note icon directly in the Timesheets table.
Click the Worker notes tab.
Review History
To review the shift history for a worker, click the 3 dots button to the right of the worker and then click History in the dropdown.
Here you can review the actions linked to this timesheet, including clock-ins and outs for shifts and breaks, as well as changes to the timesheet status.
Delete Timesheet
To delete a timesheet, click the 3 dots button to the right of the worker and then click Delete in the dropdown.
This option will allow you to delete the timesheet for this worker.
Important Note:
Deleting the timesheet will also delete the clock-in and out information and cannot be undone.
Attendance Violations
Adding an Attendance Violation Manually
To add an attendance violation, click the 3 dots button to the right of the timesheet and then click Add Attendance violation in the dropdown. Examples of attendance violations include early or late clock-ins or outs, early breaks, short breaks, and more.
Taking Action on Existing Attendance Violations
Fountain Shift will automatically flag timesheets with attendance violations based on your company’s Attendance Policy configuration. Timesheets that are flagged with attendance violations will appear in the Needs Attention tab of Timesheets for manager review.
In the Needs Attention tab, to the far right, you’ll see an Actions button. Click this button to review and action attendance violations. Attendance violations that have already been reviewed and confirmed will be notated as “confirmed” in the list, as seen below.
You will have the option to confirm or remove the attendance violation. Once you take action, this timesheet will automatically move from the Needs Attention tab to the Timesheets tab on the table. Only confirmed attendance violations will appear in the Attendance Dashboard and in the Violations tab in the Worker Profile.
Dashboard Screen
You can review attendance violations on the Dashboard screen. Click the arrow to expand the left side panel and reveal the Shift subpages. Then click Dashboard. Attendance violations that need review will be in the right tile. Learn more in this article.
Approving Timesheets
To approve a timesheet, follow the steps below:
Click the timesheet's status in the table.
Change the status to Approved.
You can also approve a timesheet within the Edit Timesheet screen.
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. Follow the steps below to create a manual timesheet:
On the Timesheets table, click + New Timesheet in the top right corner.
Select a location for the shift and search for the worker's name. The job title will automatically populate based on the job title associated with the worker.
Select the date of the shift and the start and end times.
The default clock-in and out times are 8 am - 5 pm.
Add an optional paid or unpaid break.
Add an optional allowance code. Allowances can be used for things like a meal stipend or overtime. Allowances are configured in Settings. Review this article for more information.
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.
Add any optional internal notes for other Fountain users about this shift.
Click Confirm. The shift will now be visible to the worker in their Worker Portal.
Taking Bulk Actions
To take bulk actions on multiple timesheets at one time, check the boxes to the left of the workers’ names you need to take bulk action on. You can change the status, export timesheets into a CSV file, or delete multiple timesheets with the bulk actions menu.
Based on the worker’s timesheet status, you may not have the ability to use certain bulk action options. If the option is unavailable, it will be grayed out as seen below.
Related Articles
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