Managing and Approving Timesheets with Job Tracking

The in depth day to day admin guide on how to approve and manage your teams timesheets.

Correcting Timesheets

Before approving or reporting on Timesheets, it's crucial to address any attendance flags within the system. Attendance flags are missing data in the system that will block some reports if left in the system.

Find the Flags

There are 3 methods to simplify locating errors in the system. You may find a combination of any of these methods useful.

Flag Report: Generate a report to show all flags for a given period.
1. Navigate to the 'Reports' page.
2. Match the dates to your desired period, ensure you have selected the desired users, and simply click 'Flag Report'.
  1. Visit the Reports Overview for a more detailed introduction to reporting.
3. Review the report and keep it accessible for reference until all flags are cleared. Blank reports indicate no errors.
Attendance Dashboard: A live dashboard providing real-time information on flags and other relevant data.
1. Click here to learn about the dashboard.
Daily View: Use the alternative timesheet view to easily see all flags for a given day.

1. Navigate to the 'Attendance' page.
2. Click on the date bar at the top of the page to reveal the calendar.
3. Click a single date twice to jump to this date, and view all employees timesheets at once.
  1. The date picker can be used to view a single employees timesheet over a custom period as well.

Fix the Flags

Attendance flags typically indicate a missing clock in or out, disrupting the calculation of hours. Follow these steps to rectify common errors:

Click here for an introduction to the basics of the 'Attendance' page.
There are some common employee errors, use the examples below and make sure all clocks have a complete pair:
1. Too many clocks: When employees clock in multiple times within a minute, we will need to remove excess clock ins. This is common for mobile app users, remind them that once the see the green 'Check in Added' message to not clock in again even if they are worried the data hasn't saved.
2. Missing Clocks: When there is a clock in with no clock out, a user simply forgot to sign out or pressed the wrong button. we will simply need to add in the missing data.
3. Midnight shifts: if a user worked a shift over midnight unexpectedly, you can correct this while editing the timesheet. Change the 'Clock Out' or 'Clock In' date to indicate the employee worked until the following day.

Job Tracking & Troubleshooting

Use the belows tips if you are still having trouble with flags:

Only 1 clock in is allowed per minute, and times will always reorder to stay in chronological order - unless an employee changes jobs. In this case, they are allowed to clock out of the previous job, and in to the next.
The Auto-Out function allows users to always clock in to the next job, rather than needing to manually clock out and back in.
Attendance & Shift times use a 24 hour format.
Exercise caution when deleting user data, opting for edits whenever possible.
A flag is only clear when you can see total hours calculating on the right.

Approving Timesheets

Once clear of errors, review the timesheets total hours. If satisified you can use the approval tool to keep track of which timesheets you have reviewed, or co-ordinate with other admins on the account.

Total hours will calculate for the day on the right hand side of the page, there are several reasons why these may not be accurate yet:
1. Shift Expectations control Break Deductions and Shift Limits
  1. Break deductions are made automatically if configured. You can use the shift drop down menu to remove the break by selecting a shift without a deduction.
  2. Shift Limits can be changed using the pencil icon in the shift control panel. They are also controlled on a per shift basis.
2. Leave and Public Holidays are controlled with the exception drop down menu.
  1. Leave hours calculate in red, and will use the shift expected hours to determine how many hours of leave an employee is owed.
  2. You can both the shift drop down menu and shift override pencil to correct the leave hours, or simply remove them using the exception drop down menu.
If the total hours are correct, you can approve the timesheet with the tick from the shift override panel.
If you made any changes and want to document what you did, use the admin comment section on the right edge of the employees timesheet (left of the shift controls).
Use the 'Approve All' tick at the top right of the page next to the bin icon if satisfied with all days displaying in the current period.

Dashboard & Reporting

With timesheet data corrected and verified, leverage the dashboard and reporting features for further insights:

Attendance Dashboard

Utilise the attendance dashboard to monitor lateness and productive hours.

Navigate to the 'Dashboards' page.
From the 'Home' Dashboard, click the top tab to open the 'Attendance Dashboard'
Select the desired period using the date picker in the top right corner.
Filter to the desired department using the filters on the left hand employee list.
Click any insight to get a breakdown of individual employee's data.
If using the dashboard for flags, click the popout button in the top right of the insight breakdown to open this in a new tab.

Reporting

Generate reports to track team data over time, including approvals and admin comments.

Navigate to the 'Reports' page.
Select the date period using the calendar tool toward the top of the page.
Select the employees from the central card, of use the department filters on the left to specify who to report on. A blank selection will report on all employees.
For teams using approvals, the 'Sign Off' report will show all admin comments, and approvals. Allowing users to manage unapproved timesheets on a regular basis.
By default the sign off report wont include approval details, use the following steps to enable this:
1. Click the 3 dots to configure the report.
2. In the configuration menu, toggle on 'Include Approval Details'.