Timesheets

"How do I use timesheets?" 

Timesheets are a feature that every person in every business can use, for example: 

• If you're paid hourly, timesheets set how much pay you're paid on payday. 
• For everyone else, timesheets are still a good way to track your hours worked, even if it's not linked to your pay. 

Here's some of the ways to open your timesheet: 

1. You can open the   Work-time menu >  Timesheet 
2. Or you can click:   Menu, then: My timesheet 
3. Also, if you open your person page. 
4. Then click Calendar, you can click these grey circles at the start of each week, to show you that week's timesheets. 
5. Or if you go back and click any date on the calendar you'll see the timesheet for just that day. 

You can skip forwards and back timesheet days by: 

1. Clicking these side triangles on the left and right edges of the timesheet. 
2. Or you can click these triangle buttons near the top. 

If the timesheet is loaded on the side, to open the full timesheet: 

1. First, hover your mouse over the three-dots in the top right corner. 
2. Then, click: Open in new tab 
3. It'll now open the timesheet in the main window, and you'll have access to all its menus. 

To set timesheet times: 

1. Normally you'd just click these buttons here on the work-time menu, as you set starts and stops throughout your working day. 
2. Alternatively, if you're an admin, you can click Add time to enter a time manually, then drag the green sliders, then click: Save 
3. You'll now see the updated done time for the day. 

And that's it! That's the basics on how to use timesheets! 

"How do I copy planned times to other days or other people?" 

Copying planned times is an easy way to set up shift schedules for everyone in your team. 

Once you've created a perfect set of planned times on just one person, you can then copy them to others. You can copy planned times to other dates for that same person, or even copy them to other people in your team. 

To copy planned times: 

1. First, open a timesheet by going to: Attendance > Timesheet 
2. You'll then need to open it in a new tab by hovering over the three-dots. 
3. Then clicking: Open in new tab 
4. Now that the timesheet's open in its own window, ensure that all the planned times on this one timesheet are exactly right. 
5. Here, let's first add another four hour planned time. This brings the total to eight hours. 
6. Now that the planned times on this one timesheet are perfect, go to: More > Copy planned 
7. At the top you can see this preview of the planned times you're about to copy. 
8. Now we'll Ctrl+Click three people to copy the times to, but you can Ctrl+Click as many people as you like. 
9. Next we'll Ctrl+Click Monday to Friday of this week to copy the times to, but you can Ctrl+Click all the dates you like. You can also Shift+Click for lots of dates. 
10. Finally, click: Save 
11. You'll now see this confirmation message with links to all the timesheets that you've copied to. 
12. Let's click one of them. Here we can see that all the planned times have copied correctly. 

Let's now see where these planned times show up for your people: 

1. First, we'll log in as Bruce, who's one of the people we've just set planned times for. 
2. Here, on Bruce's   Work-time menu (top right), he can easily see his upcoming planned times with just a click. 
3. If they want more detail, they can also go to:   Menu, then: My week here we can see each of his planned times in yellow. 

And that's it! That's how to copy planned times to other dates and other people! 

"How do I delete a timesheet?" 

Occasionally you may want to delete some timesheet rows, or even the entire timesheet. 

To delete just one timesheet row: 

1. First, open a timesheet by going to: Attendance > Timesheet 
2. Then, scroll down and click the timesheet row you'd like to delete. 
3. Then, click: Delete 
4. If you go back to the timesheet, you'll now see the row's been deleted, and the "Time done" total's been reduced. 

To delete the entire timesheet: 

1. You'll first need to open it in a new tab by hovering over the three-dots. 
2. Then clicking: Open in new tab 
3. Now that the timesheet's open in its own window... 
4. Click over to: More > Delete 
5. You'll be warned that deleting a timesheet can't be un-done. 
6. Then click: Yes ... delete 
7. All timesheet rows, both done and planned, are now permanently deleted. An empty timesheet is now loaded in its place. 

Even though the timesheet's been deleted, its change history is still there. 

To see the timesheet's change history: 

1. Click your way to: More > History 
2. You'll now see a history of all its changes, including the delete we just did. 

And that's it! That's how to delete a timesheet! 

"How do I overwrite planned times with done times?" 

The reality of day-to-day life can mean done times won't always match planned times. The recommended way to record these mismatches is described in our video on Dismissing absences. 

An alternative way to handle a mismatch is to overwrite planned times with the day's done times. This isn't recommended for most absences. It should only be used where the change in plan was caused by the business, such as equipment or facility faults. 

To overwrite planned times with done times: 

1. First, open a timesheet by going to: Attendance > Timesheet 
2. You'll then need to open it in a new tab by hovering over the three-dots. 
3. Then clicking: Open in new tab 
4. Now that the timesheet's open in its own window, click More, then: Overwrite planned with done 
5. The planned times have now instantly changed to match the done time. 
6. All that's left is for you to click: Save 
7. Now, once you click the reload button at the top, you'll see that the absence warning's disappeared. 

And that's it! That's how to overwrite planned times with done times! 

"How do I set the number of minutes that it takes to trigger an absence?" 

Most businesses give their people a few minutes leeway before marking them as absent. We call this the "absence trigger minutes". Tracking absences requires planned times to be turned on. To learn how to turn on planned times, watch our video on Turning on planned times. 

To set the absence trigger minutes for your org: 

1. Click over to:   Menu > Orgs 
2. Then choose your org. 
3. Once it's open, go to: Attendance > Attendance settings 
4. Then, scroll down and choose the number of minutes to "Trigger absences after". In this example, we'll set it to 10 minutes. 
5. Then click: Save 

Now, with the trigger set to 10 minutes, let's go to a timesheet for yesterday and see the effect it's got. We're choosing yesterday's timesheet because absence warnings don't show up until the current day has totally finished. 

Here we've got yesterday's planned and done times set as two 4 hour shifts. Both planned and done times exactly match, so no absences have been triggered yet. 

Now lets trigger an absence: 

1. By setting this person's first done time to start 10 minutes late. 
2. As expected, when we click the reload button, no absence is triggered yet, as we haven't gone over the 10 minutes trigger yet. 
3. Next, let's set the second done time to also start 10 minutes late. 
4. Again, when we click the reload button, still no absence is triggered. This is because neither of the late starts have gone over 10 minutes trigger. 
5. Next, lets change this second late start to now start 11 minutes late. 
6. Now, when we click the reload button, an absence has now been triggered, and we now see an absence warning for "11 minutes". 

A very strict org may set the absence trigger to just 1 minute. A lax org could set it to 30 minutes. Either way, it's your choice, but remember that this trigger applies equally to all people with planned times in your org. 

And that's it! That's how to set the number of minutes before an absence is triggered! 

"How do I start my work-time, or pause it when I'm about to go on break?" 

To start your work-time: 

1. Click your way to:   Work-time menu > Start 
2. You've now started your work-time, and your work-time status goes green, like this. 

Here's what to do when you're ready to go on break: 

1. Click:   Work-time menu > Go on break 
2. You'll now see the "on break" pop-up counting how long you've been on break. It's a good idea to keep this on screen as a reminder to go "off break" once you return. 

Once you're ready to continue working: 

1. Hover your mouse over: I'm on break 
2. And click: I'm back 
3. Now, at the top, you'll see this confirmation that you've re-started your work-time. 

Sometimes, after being on break, you may want to finish up for the day. To see this: 

1. First, let's go back on break. 
2. Then, turn on: Finishing? 
3. Then click: Finish 
4. You'll now be shown the "Finish" options, and you can finish-up for the day. 

One fun feature with the "On break" screen is how it'll cycle through your wallpapers. Let's set a wallpaper: 

1. First, right-click anywhere, and choose: Theme 
2. Then scroll down, and choose a wallpaper. In this example we'll choose: "Plants" 
3. Then click: Save 
4. Now let's start again and go back on break. 
5. You'll now see beautiful images from your wallpaper that change every 30 seconds. 

If you ever, whilst staying on break, want to bypass the break screen, and get into 1st Money: 

1. Just click the three-dots. 
2. Then click: Close 
3. You can now click around 1st Money, whilst your work-time status stays yellow. 

And that's it! That's everything you need to know about pausing your work-time when you go on break! 

"How do I stop my work-time, or finish up, at the end of my working day?" 

While you're working, your work-time status will normally be green, like this, throughout your working day. 

Here's what to do when you're ready to finish for the day: 

• Go over to:   Work-time menu > Finish 

You'll now see the "finish" pop-up, which shows: 

• Your total done time for the day. 
• And then a list of individual done times. 
• And finally, a box to enter your notes for your timesheet. 

From the "finish" pop-up, let's: 

1. First reassign one of the projects that a done time was set to. You'll note that you can only change the project. The times remain unchanged. 
2. And then let's paste in our notes of what we got done for today. 
3. Then click: Save 
4. It's only now, when you've just clicked Save, that your work-time status goes grey, and your work-time is finally stopped. 
5. Next choose how you're feeling as you end your day. 
6. And finally, click: Close 

And that's it! That's how to finish up, at the end of your working day! 

"What does it mean when a timesheet's locked?" 

Once a paystub is paid, all the days timesheets covered by that paystub's pay period are automatically locked. Once locked, no further changes can be made to the timesheet. 

Here we've got a locked timesheet. To see the paystub that locked it, click the date on the "Locked by" message. Here we can see that the paystub was paid nine days ago. 

Let's get this paystub open in it's own window: 

1. Hover your mouse over the three-dots in the top right corner. 
2. Then, click: Open in new tab 
3. Then if we click: Hours worked, it shows that it paid earnings on 114.2 hours of done time. 
4. You can also see a list of all the hours worked over the entire pay period of this paystub. 
5. By clicking any of the dates, we can see each locked timesheet. 

The only way to unlock any of these timesheets would be to delete the paystub, but this isn't recommended. 

If a big error's found on a locked timesheet, the safest option is: 

1. To calculate the money value of the error. 
2. Then go to the next unpaid paystub. 
3. Then click: Payables 
4. Then: New payable 
5. Then choose the item that best matches the correction you'd like to make. 

And that's it! That's how to work with timesheets that're locked!