Timesheets

"How do I use timesheets?" 

Timesheets track the number of hours that a person works: 

• 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. 

To open your timesheet: 

1. First, click:
   Work-time menu > Timesheet 
2. Or click:
   Menu > My timesheet 
3. For another way to open your timesheet, open your person page. 
4. Then click: Calendar 
5. You can now click the gray week number circles (at the start of each week), to show you that week's timesheets. 
6. And finally, if you go back and click any date on the calendar you'll see the timesheet for that day. 

To go backwards or forwards, a day at a time, through your timesheets: 

1. First, click the side triangles on the left and right edges of the timesheet. 
2. And finally, you can click the heading triangles (at the top). 

To open your full timesheet, if your timesheet's side loaded: 

1. First, click the three dots: (in the top-right corner) 
2. Then click: Open in new tab 
3. And finally, you'll see the timesheet in the main window, and you'll have access to all of the timesheet's menus. 

To add a timesheet time: 

1. First, normally you'd click Start and Finish 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 the "Add" button:  
3. This lets you enter a time manually, by dragging the green sliders. 
4. Then click: Save 
5. And finally, you'll now see the time you've entered, as well as the updated total done time for your working day. 

You may notice: 

• When you manually change a time by dragging the sliders, once it's saved it's got a red outline. 
• The red outline represents a: "Manually adjusted time" 
• The red outlines help you see when times were adjusted by hand, making it easier to spot timesheet fraud. 
• The recommended way to enter done time is by using Start and Finish in:
  Work-time menu (top-right) 

And that's it! That's everything you need to know about how to start using timesheets! 

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

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

Once you've created a perfect set of planned times on one person, you can then copy them over to others. 

• You can copy planned times over to other dates for that same person. 
• And you can copy planned times over to the timesheets of other people. 

To copy planned times: 

1. First, to open the timesheet that's got the original master copy of planned times that you'd like to copy over. 
2. Start by selecting the person on:
   Menu > People 
3. Then click: Calendar 
4. Next, click the date on the calendar you'd like to copy the planned times over from. 
5. Once the panel slides out on the right, to open it in a new tab, click the three dots: (in the top-right corner) 
6. Then click: Open in new tab 
7. Now that the timesheet's open in its own window, make sure that all the planned times in this one timesheet are exactly right. 
8. If you need to add or change planned times, do that now. 
9. Now that the planned times on this one timesheet are perfect, click:
   More > Copy planned 
10. You can see a preview of the planned times you're about to copy (at the top). 
11. Now Ctrl+Click multiple people to copy the times over to. You can Ctrl+Click as many people as you like. 
12. Next Ctrl+Click the days to copy the times over to. 
13. Then click: Save 
14. You'll now see a confirmation message with links to all the timesheets that you've copied over to. 
15. And finally, if you want to see the newly copied times, click one of the links. 

Now, switching person. You're now logged in as a person you've set planned times for. 

To see your "Upcoming times": 

1. First, click:
   Work-time menu (top-right) 
2. On the work-time menu, every person can now see a summary of their "Upcoming times" for the next week. 
3. If you want more detail, click:
   Menu > My week 
4. And finally, you'll see each day's exact planned times in yellow. 

Keep in mind that: 

• Only admins or managers can ever change any planned time on any timesheet. 
• Also, if "Copy planned" isn't showing under the "More" menu, it means your org hasn't turned on "Show planned times" yet. 

To learn more: 

• About how to turn on "Show planned times", watch the video on: Turning on planned times 

You may notice: 

• Copying planned times always copies over whatever each row's project has been set to, in the original master copy timesheet. 
• But it never copies over the timesheet's done times or notes. 
• Even if the timesheets contain done times or notes, "Copy planned" still only copies over the planned time info. 
• This is useful if your shifts are the same from week-to-week, and you want to copy all of last weeks times. 

For advanced usage: 

• When copying planned times, you can Ctrl+Click all the dates you like. 
• However, when copying large spans of shifts, you may find it faster to Shift+Click from the first date, to the last date. 
• And then to subtract the dates you don't want copied (like weekends), using: Ctrl+Click 
• Keep in mind that the Ctrl+Click and Shift+Click shortcuts aren't available on tablets and phones. 

And that's it! That's everything you need to know about copying planned times over to other dates and other people! 

"How do I delete a timesheet?" 

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

To delete only one timesheet row from a person's timesheet: 

1. First, select the person on:
   Menu > People 
2. Then click: Calendar 
3. Next, click the date on the calendar for the timesheet you'd like to delete a row from. 
4. Then scroll down and click the timesheet row you'd like to delete. 
5. Then click: Delete 
6. And finally, when you go back to the timesheet, you'll now see the row's been deleted, and the "Done time" total's been reduced. 

Keep in mind that: 

• When deleting a timesheet row from a person's timesheet, it deletes that timesheet row's: "Done time" 
• In addition, it also deletes any notes on that timesheet row too. 

To delete an entire timesheet: 

1. First, select the person on:
   Menu > People 
2. Then click: Calendar 
3. Next, click the date on the calendar for the timesheet you'd like to delete. 
4. Then to open it in a new tab, click the three dots: (in the top-right corner) 
5. Then click: Open in new tab 
6. Now that the timesheet's open in its own window... 
7. Click:
   More > Delete 
8. You'll be warned that deleting a timesheet can't be un-done. 
9. Then click: Yes ... delete 
10. Now all of the timesheet's rows, both done and planned, and timesheet notes have been permanently deleted. 
11. And finally, a completely empty timesheet is now loaded in its place. 

To see a timesheet's change history: 

1. First, select the person on:
   Menu > People 
2. Then click: Calendar 
3. Next, click the date on the calendar for the timesheet you'd like to see the change history of. 
4. Then to open it in a new tab, click the three dots: (in the top-right corner) 
5. Then click: Open in new tab 
6. Now that the timesheet's open in its own window... 
7. Next, click:
   More > History 
8. And finally, you'll see a list of all the changes ever done to the timesheet. 

Also remember that: 

• All timesheet changes are stored in history, and the history itself can't be deleted. 
• Even if the timesheet's deleted, its change history is all still there, including a record of who deleted it. 

You may notice: 

• If the timesheet says that it's locked, that means that the paystub that it belongs to has been paid and no more changes can be made. 

To learn more: 

• About locked timesheets, watch the video on: Locked timesheets 

And that's it! That's everything you need to know about deleting a timesheet! 

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

Sometimes done times don't match planned times. 

In most cases, the mismatch is because of an employee absence. If so, watch the video on: Excusing absences 

However, sometimes there's a business reason for the mismatch, like a power-cut, or a change in plans. If so, a useful way to have planned times matching done times is to try: "Overwrite planned with done" 

To overwrite planned times with done times: 

1. First, select the person on:
   Menu > People 
2. Then click: Calendar 
3. Next, click the date on the calendar you'd like to "Overwrite planned with done" for. 
4. Once the panel slides out on the right, to open it in a new tab, click the three dots: (in the top-right corner) 
5. Then click: Open in new tab 
6. Now that the timesheet's open in its own window, click:
   More > Overwrite planned with done 
7. Next, click: Yes ... overwrite 
8. And finally, the planned times have now instantly changed to match the done time, and the absence warning's disappeared. 

Keep in mind that: 

• Only admins or managers can ever change any planned time on any timesheet. 
• Also, if you ever need them, the original times that were overwritten, are still stored in history. 
• Also, if "Overwrite planned with done" isn't showing under the "More" menu, it means your org hasn't turned on "Show planned times" yet. 

To learn more: 

• About how to turn on "Show planned times", watch the video on: Turning on planned times 

And that's it! That's everything you need to know about overwriting 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. This is called the: "absence trigger minutes" 

To set your org's absence trigger minutes: 

1. First, open your org on:
   Menu > Orgs 
2. Then click:
   Attendance > Attendance settings 
3. Then scroll down and select the number of minutes to:
   Trigger absences after 
4. Then click: Save 
5. Now, with the trigger set, open a timesheet to see the effect it's got. 
6. It's best to open yesterday's timesheet because absence warnings don't show up until the current day's totally finished. 
7. Currently, because both planned and done times exactly match, no absence has been triggered yet. 
8. To try triggering an absence, set the person to start late by exactly the trigger minutes. 
9. As expected, when you click the "Reload tab" button: (at the top), still no absence has been triggered yet, as the person still hasn't gone over the trigger minutes. 
10. Next, set the person to start late by slightly more than the trigger minutes. 
11. Now when you click the "Reload tab" button: (at the top), an absence has now been triggered. 
12. And finally, you can now see the absence warning for the number of minutes late. 

Keep in mind that: 

• The "Trigger absences after" setting applies equally to all people with planned times in your org. 
• A very strict org may set the absence trigger to only 1 minute. A lax org could set it to 30 minutes. Either way, it's your choice, but if you don't change it, the default is 5 minutes. 
• Also, for tracking absences to work, planned times need to be turned on. 

To learn more: 

• About how to turn on "Show planned times", watch the video on: Turning on planned times 

And that's it! That's everything you need to know about setting your org's "absence trigger minutes"! 

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

If you're paid using "Per hour ... timesheet hours", you'll need to start your clocked-in timesheet time each day, when you start your work. 

To start your clocked-in timesheet time: 

1. First, click:
   Work-time menu > Start 
2. And finally, you've now started your clocked-in timesheet time, and your work-time status goes green. 

To pause your clocked-in timesheet time, once you're ready to go on break: 

1. First, click:
   Work-time menu > Go on break 
2. You'll now see the "On break" screen, counting how long you've been on break. 
3. It's a good idea to keep this open, as a reminder to go "off break" once you return. 
4. Then once you're ready to continue working. 
5. Hover your mouse over: I'm on break 
6. And click: I'm back 
7. And finally, (at the top) you'll see a confirmation that you've re-started your clocked-in timesheet time. 

Sometimes, after being on break, you may want to finish up your working day. 

To finish up, while still on break: 

1. First, check that you're still 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 your working day. 
5. And finally, while showing the "On break" screen, it loops through your wallpapers. 

To set your wallpaper: 

1. First, right-click anywhere, and click: Theme 
2. Then scroll down, and click a wallpaper. 
3. Then click: Save 
4. Now go back on break. 
5. And finally, while you're on break, you'll now see beautiful images from your wallpaper that change every 30 seconds. 

To bypass your break screen, whilst staying on break, and get back into 1st Money: 

1. First, click the three dots: (in the top-right corner) 
2. Then click: Close 
3. And finally, you can now click around 1st Money, whilst your work-time status stays set to: "On break" 

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

"How do I stop my clocked-in timesheet time, or finish up, when I reach the end of my working day?" 

While you're working, your work-time status is normally green, throughout your working day. 

To end your clocked-in timesheet time, once you're ready to finish your working day: 

1. First, click:
   Work-time menu > Finish 
2. You'll now see the "Finish" options, which shows. 
3. Your total done time for your working day. 
4. And then a list of individual done times. 
5. And then you'll see a box to enter your notes for your timesheet. 
6. Next, click: Save 
7. Next select how you're feeling as you end your working day. 
8. And finally, click Close, and you're all finished for the day. 

You may notice: 

• It's only when you click Save that your work-time status goes gray, and your clocked-in timesheet time is finally stopped. 
• During all the steps before you click Save, your work-time status is still set to started. 

Keep in mind that: 

• When reassigning a project, that your done time was set to, you can only change the project. 
• The times done remain unchanged. 
• Also remember that any notes you enter also show on the "Timelines" report. 

And that's it! That's everything you need to know about finishing up, when you end your working day! 

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

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

To see which paystub locked a single timesheet: 

1. First, select the person on:
   Menu > People 
2. Then click: Calendar 
3. Next, click the date on the calendar for the timesheet you'd like to open. 
4. Then click the date on the "Locked by" message. 
5. You'll now see the paystub that locked the timesheet. 
6. And finally, you'll see how long ago it was paid. 

To see which timesheets have been locked by a paystub: 

1. First, with the paystub open, click the three dots: (in the top-right corner) 
2. Then click: Open in new tab 
3. Then with the paystub now in its own tab, click:
   More > Hours worked 
4. Once the panel slides out on the right, you'll see a list of all the timesheet hours worked over the entire pay period of this paystub. 
5. And finally, click any of the dates, and in the panel slides out on the right, you'll see each locked timesheet. 

To correct paystub payments when a big error's found on a locked timesheet: 

1. First, the safest option is 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. And then select the item that best matches the correction you'd like to make, for example: "Earnings underpayment correction" 
6. Next enter the money value of the error, and carry on through the steps. 
7. However, if you still want to unlock a locked timesheet, you'll need to go back to the paid paystub. 
8. Then click:
   More > Delete 
9. And then click: Yes ... delete 
10. Now that the paystub is deleted, to see the unlocked timesheets, you can click:
    More > Hours worked 
11. Next, when you click any of the dates, you'll see that each timesheet is no longer locked. 
12. And finally, keep in mind that you're strongly warned to NOT delete a paid paystub. It isn't recommended because you'll need to manually redo bank payments and accounting entries. 

Keep in mind that: 

• If the person is paid a salary, or in other words the person isn't paid hourly, there usually won't be any timesheets connected to the paystub. This means the "Hours worked" list shows as empty. 

And that's it! That's everything you need to know about working with timesheets that're locked!