Timesheet Overview, Editing and Reporting

Overview

Timesheets overview is a place to quickly assess the status of timesheets, be it your own or those of your employees. Depending on your role in the organization you will be able to choose only your name or the names of employees.

You can quickly filter the loaded timesheets in three ways: all timesheets, those coming in late and those having overtime hours.

The overview also displays the status of every single timesheet – that is the start and end times, breaks, overall duration and the status of the shift.

There are several statuses timesheets can have: in progress, complete, submitted and approved.

• "In progress" is a timesheet which has a start but still does not have an end time recorded. If an employee forgets to punch out of the shift the app will not automatically complete the timesheet. This needs to be done manually by the employee or the shift supervisor.
• "Complete" timesheet is the one having both, start and end times recorded. If the shift had a scheduled work break but the employee punched out without taking a break, it will still be recorded as "complete". Only the start and end times are taken into consideration.
• "Submitted" are the completed timesheets which have been selected and submitted via the "submit" button to a shift supervisor for a review. These timesheets can no longer be edited by the employee but can still be edited by the shift supervisor.
• To "approve" a timesheet, select the checkbox on the left side of the row (you can select multiple, of course) and click the "Approve" button on the top right side of the table view. Approved timesheets are supposed to have been reviewed and can no longer be edited by anyone. Only supervisors can approve a timesheet. 

Any completed timesheet can be approved by a shift supervisor; a timesheet does not need to be "submitted", it only needs to be "complete" to be available for approval. It is the choice of the organization to enforce strict or flexible workflow for the timesheets and make sure the timesheets are submitted and are approved on time.

Editing and viewing single timesheet

If enabled, employees can edit and add their timesheets within the defined grace period. 

To add a missing timesheet, click the "Add timesheet" button at the top navigation bar and enter the start, end and pause times. A timesheet can be edited as often as needed, however every new edit will be recorded with the name of the author and a timestamp.

A detailed view of the timesheet is only available at the desktop version of the app. To view the timesheet details, move your mouse over the entry at the overview table, and click the "View" button on the right. You will then be presented with a dialogue window detailing the shift times, recorded times as well as the log of every entry, which will either include the device from which the time has been recorded or the name/time of the edits, if any edits have been made. You can edit the timesheet in the same window by clicking the "Edit" button and entering the adjusted times manually. If set, rounding rules will be applied to the manually entered times, too.

Reporting

With the "Time Tracking and Attendance" module comes the special "Timesheet" report which can be found under "Analytics > Timesheet Report".

Just like the overview, the report can be filtered by employees, locations, status and dates and just like any other report can be downloaded as an Excel spreadsheet or a PDF file.