Timesheets

"How do I use timesheets?" 

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

• 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. Also, if you open your person page. 
4. Then click Calendar, and you can click the gray circles (at the start of each week), to show you that week's timesheets. 
5. And finally, if you go back and click any date on the calendar you'll see the timesheet for that day. 

To skip forwards and back timesheet days: 

1. First, click the side triangles on the left and right edges of the timesheet. 
2. And finally, you can click the triangle buttons near 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 its menus. 

To set timesheet times: 

1. First, normally you'd click the buttons 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. And finally, you'll now see the updated done time for your working day. 

And that's it! That's everything you need to know about starting with timesheets! 

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

Copying planned times is a faster 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 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, select the person on:
   Menu > People 
2. Then click:
   Attendance > Timesheet 
3. Next, to open it in a new tab, click the three dots: (in the top-right corner) 
4. Then click: Open in new tab 
5. Now that the timesheet's open in its own window, make sure that all the planned times on this one timesheet are exactly right. 
6. If you need to add or change planned times, do that now. 
7. Now that the planned times on this one timesheet are perfect, click:
   More > Copy planned 
8. You can see a preview of the planned times you're about to copy (at the top). 
9. Now Ctrl+Click multiple people to copy the times to. You can Ctrl+Click as many people as you like. 
10. Next Ctrl+Click the days to copy the times to. You can Ctrl+Click all the dates you like. You can also Shift+Click for lots of dates. 
11. Then click: Save 
12. You'll now see a confirmation message with links to all the timesheets that you've copied to. 
13. And finally, if you want, click one of them. You'll see that all the planned times have copied correctly. 

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

To see where a person's next weeks planned times can be found: 

1. First, the person clicks:
   Work-time menu (top-right) 
2. The person can now see their upcoming planned times. 
3. If you want more detail, you can also click:
   Menu > My week 
4. And finally, you'll see each of the person's planned times in yellow. 

And that's it! That's everything you need to know about copying 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 one timesheet row from a person's timesheet: 

1. First, select the person on:
   Menu > People 
2. Then click:
   Attendance > Timesheet 
3. Then scroll down and click the timesheet row you'd like to delete. 
4. Then click: Delete 
5. 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. 

To delete an entire timesheet: 

1. First, to open it in a new tab, click the three dots: (in the top-right corner) 
2. Then click: Open in new tab 
3. Now that the timesheet's open in its own window... 
4. Click:
   More > Delete 
5. You'll be warned that deleting a timesheet can't be un-done. 
6. Then click: Yes ... delete 
7. And finally, 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 a timesheet's change history: 

1. First, click:
   More > History 
2. And finally, you'll now see a history of all its changes, including any delete and undeletes. 

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

To learn more: 

• About the recommended way to handle mismatches, watch the 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's normally only 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, select the person on:
   Menu > People 
2. Then click:
   Attendance > Timesheet 
3. Next, to open it in a new tab, click the three dots: (in the top-right corner) 
4. Then click: Open in new tab 
5. Now that the timesheet's open in its own window, click:
   More > Overwrite planned with done 
6. The planned times have now instantly changed to match the done time. 
7. All that's left is for you to click: Save 
8. Now, click the "Reload tab" button: (at the top) 
9. And finally, you'll see that the absence warning's disappeared. 

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". Tracking absences requires planned times to be turned on. To learn how to turn on planned times, watch the video on: Turning on planned times 

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 to a timesheet for yesterday and see the effect it's got. It's best to open yesterday's timesheet because absence warnings don't show up until the current day has totally finished. 
6. And finally, you'll see that both planned and done times exactly match. So no absences have been triggered yet. 

To trigger a timesheet planned time absence: 

1. First, set the person's first done time to start late by exactly the trigger minutes. 
2. As expected, when you click the "Reload tab" button: (at the top), no absence is triggered yet, as you haven't gone over the trigger minutes yet. 
3. Next, set the second done time to also start late by exactly the trigger minutes. 
4. Again, when you click the "Reload tab" button: (at the top), still no absence is triggered. This is because neither of the late starts have gone over the trigger minutes. 
5. Next, change this second late start to now start late by slightly more than the trigger minutes. 
6. And finally, when you click the "Reload tab" button: (at the top), an absence has now been triggered, and you now see an absence warning for the number of minutes late. 

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 remember that this trigger applies equally to all people with planned times in your org. 

And that's it! That's everything you need to know about setting your org's number of minutes before an absence is triggered! 

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

... 

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" pop-up counting how long you've been on break. It's a good idea to keep this open as a reminder to go "off break" once you return. 
3. Then once you're ready to continue working. 
4. Hover your mouse over: I'm on break 
5. And click: I'm back 
6. 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, you'll now see beautiful images from your wallpaper that change every 30 seconds. 

To bypass your break screen, whilst 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 yellow. 

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" pop-up, which shows. 
3. Your total done time for your working day. 
4. And then a list of individual done times. 
5. And finally, a box to enter your notes for your timesheet. 

To reassign a project from your "finish" pop-up: 

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 type in your notes of what you got done for today. 
3. Then click: Save 
4. It's only now, when you've clicked Save, that your work-time status goes gray, and your clocked-in timesheet time is finally stopped. 
5. Next select how you're feeling as you end your day. 
6. And finally, click: Close 

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

To see which paystub locked a timesheet: 

1. First, click the date on the "Locked by" message. 
2. You'll then see the paystub that locked the timesheet. 
3. And finally, you'll see how long ago it was paid. 

To open a paystub in it's own window and see its locked timesheets: 

1. First, click the three dots: (in the top-right corner) 
2. Then click: Open in new tab 
3. Then if you click the "Hours worked" link, 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. And finally, click any of the dates, and you'll see each locked timesheet. 

The only way to unlock a paystub locked timesheet would be to delete the paystub, but this isn't recommended. 

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 finally, select the item that best matches the correction you'd like to make. 

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