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Timesheets

Finishing up your working day1:28
Finishing up your working day
Using timesheets2:40
Using timesheets
Starting, and going on break2:30
Starting, and going on break
Copying planned times4:06
Copying planned times
Deleting a timesheet3:03
Deleting a timesheet
Overwrite planned time with done time1:56
Overwrite planned time with done time
Adjusting the absence trigger2:10
Adjusting the absence trigger
Locked timesheets2:49
Locked timesheets
8 videos, with a playing time of 20 minutes


 

Using timesheets2:40

"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, tap: Work-time menuTimesheet
  2. Or tap: MenuMy timesheet
  3. For another way to open your timesheet, open your person page.
  4. Then tap: Calendar
  5. You can now tap 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 tap 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, tap the side triangles on the left and right edges of the timesheet.
  2. And finally, you can tap the heading triangles (at the top).

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

  1. First, tap the three dots: (in the top-right corner)
  2. Then tap: 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 tap 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 tap the "Add" button:
  3. Which lets you enter a time manually, by dragging the green sliders.
  4. Then tap: 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!

Updated: Thu, Oct 19, 2023.
 

Starting, and going on break2:30

"How do I start my clocked-in timesheet time, or pause for a 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, open and tap: Work-time menuStart
  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, tap: Work-time menuGo 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 it 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 tap: 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 tap: 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 tap: Theme
  2. Then scroll down, and tap a wallpaper.
  3. Then tap: 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, tap the three dots: (in the top-right corner)
  2. Then tap: Close
  3. And finally, you can now tap 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!

Updated: Thu, Nov 2, 2023.
 

Finishing up your working day1:28

"How do I stop my clocked-in timesheet time on the end of my 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, tap: Work-time menuFinish
  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 type in your notes for your timesheet.
  6. Next, tap: Save
  7. Next select how you're feeling as you end your working day.
  8. And finally, tap Close, and you're all finished for the day.

You may notice:

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

Updated: Sat, Oct 28, 2023.
 

Copying planned times4:06

"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: MenuPeople
  3. Then tap: Calendar
  4. Next, tap the date on the calendar you'd like to copy the planned times over from.
  5. Once it slides out on the right, to open it in a new tab, tap the three dots: (in the top-right corner)
  6. Then tap: Open in new tab
  7. Now that the timesheet's open in its own window, make sure that all the planned times in the timesheet are exactly right.
  8. If you need to add or change planned times, do that now.
  9. Now that the planned times on the timesheet are perfect, tap: MoreCopy planned
  10. You can see a preview of the planned times you're about to copy (at the top).
  11. Now Ctrl+Tap multiple people to copy the times over to. You can Ctrl+Tap as many people as you want.
  12. Next Ctrl+Tap the days to copy the times over to.
  13. Then tap: 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, tap 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, tap: 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, tap: MenuMy 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:

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.
  • Which 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+Tap all the dates you want.
  • However, when copying large spans of shifts, you may find it faster to Shift+Tap from the first date, to the last date.
  • And then to subtract the dates you don't want copied (like weekends), using: Ctrl+Tap
  • Keep in mind that the Ctrl+Tap and Shift+Tap 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!

Updated: Thu, Oct 19, 2023.
 

Deleting a timesheet3:03

"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: MenuPeople
  2. Then tap: Calendar
  3. Next, tap the date on the calendar for the timesheet you'd like to delete a row from.
  4. Then scroll down and tap the timesheet row you'd like to delete.
  5. Then tap: 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: MenuPeople
  2. Then tap: Calendar
  3. Next, tap the date on the calendar for the timesheet you'd like to delete.
  4. Then to open it in a new tab, tap the three dots: (in the top-right corner)
  5. Then tap: Open in new tab
  6. Now that the timesheet's open in its own window...
  7. Tap: MoreDelete
  8. You'll be warned that deleting a timesheet can't be un-done.
  9. Then tap: 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: MenuPeople
  2. Then tap: Calendar
  3. Next, tap 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, tap the three dots: (in the top-right corner)
  5. Then tap: Open in new tab
  6. Now that the timesheet's open in its own window...
  7. Next, tap: MoreHistory
  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:

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

Updated: Thu, Oct 19, 2023.
 

Overwrite planned time with done time1:56

"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: MenuPeople
  2. Then tap: Calendar
  3. Next, tap the date on the calendar you'd like to "Overwrite planned with done" for.
  4. Once it slides out on the right, to open it in a new tab, tap the three dots: (in the top-right corner)
  5. Then tap: Open in new tab
  6. Now that the timesheet's open in its own window, tap: MoreOverwrite planned with done
  7. Next, tap: 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:

And that's it! That's everything you need to know about overwriting planned times with done times!

Updated: Thu, Oct 19, 2023.
 

Adjusting the absence trigger2:10

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

"Absence trigger minutes" is where you give their people a few minutes leeway before marking them as absent.

To set your org's absence trigger minutes:

  1. First, open your org on: MenuOrgs
  2. Then tap: AttendanceAttendance settings
  3. Then scroll down and select the number of minutes to: Trigger absences after
  4. Then tap: 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 tap 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 tap 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:

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

Updated: Thu, Oct 19, 2023.
 

Locked timesheets2:49

"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: MenuPeople
  2. Then tap: Calendar
  3. Next, tap the date on the calendar for the timesheet you'd like to open.
  4. Then tap 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, tap the three dots: (in the top-right corner)
  2. Then tap: Open in new tab
  3. Then with the paystub now in its own tab, tap: MoreHours worked
  4. Once it slides out on the right, you'll see a list of all the timesheet hours worked over the entire pay period of the paystub.
  5. And finally, tap any of the dates, and once it 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 tap: 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 tap: MoreDelete
  9. And then tap: Yes ... delete
  10. Now that the paystub is deleted, to see the unlocked timesheets, you can tap: MoreHours worked
  11. Next, when you tap 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. Which 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!

Updated: Thu, Oct 19, 2023.

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