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Timesheets

 

Using timesheets2:16

"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, click 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! 

Updated: Fri, Aug 26, 2022. Keywords: attendance. Headings: `How do I open my timesheet?`
 

Yes. Admins can change any timesheet anytime after it's submitted, unless it's been locked by a paid paystub.

By default, only admins can edit start, stop, and done times. All other people can use Start Go on break Finish to set done times.

If you want to turn off: "Limit timesheet edits" (so everyone can edit their times)

  • Go to:   Menu > Org > Attendance > Attendance ... > Limit times...

Once turned off, all people can use the calendar to find and edit their timesheets directly.

These "own edits" are limited to just the three days after that working day (72 hours after the end of that day).

Note: Regardless of the above:

  • Only admins can ever enter or edit times planned.
  • Admins can edit any done time, even after the 3 day limit.
 

To edit a timesheet after it's been locked by a paid paystub:

  1. Delete the paystub.
  2. Edit the timesheet.
Updated: Wed, May 12, 2021. Keywords: modify, alter, saved, update. Headings: `When can timesheets be changed?`, `When are timesheets locked?`, `Who can change timesheets?`
 

By default, only admins can edit start, stop, and done times. All other people can use Start Go on break Finish to set done times.

If you want to turn off: "Limit timesheet edits" (so everyone can edit their times)

  • Go to:   Menu > Org > Attendance > Attendance ... > Limit times...

Once turned off, all people can use the calendar to find and edit their timesheets directly.

These "own edits" are limited to just the three days after that working day (72 hours after the end of that day).

Note: Regardless of the above:

  • Only admins can ever enter or edit times planned.
  • Admins can edit any done time, even after the 3 day limit.
 

The only way to have just selected people to edit their own timesheets (but not all) is to upgrade those people to "Org admin":

  • Go to: Person > Settings > Permissions > Org admin p...
Updated: Sat, Jul 25, 2020. Keywords: enable. Headings: `How do I control who can change timesheets?`, `Who can edit done time or hours worked records?`, `How do I restrict editing of hours worked?`
 

When a person records any done time on any day, it's included into a daily email that's sent to anyone in the org that's following that person.

If you DO want this email, set yourself as one of their:

  • Manager:

    Person > HR > Roles > Turn on as ...

  • Supervisor:

    Person > HR > Roles > Turn on as ...

  • Project leader:

    Person > HR > Roles > Turn on as ...

If your name's not in the list, turn on your role as:

  • Manager:

    You > HR > Roles > Turn on as ...

  • Supervisor:

    You > HR > Roles > Turn on as ...

  • Project leader:

    You > HR > Roles > Turn on as ...

If you're still not getting this email, ensure you've turned on these emails:

  • Go to: You > Settings > Messaging > Daily times...
Updated: Sun, May 16, 2021. Keywords: end, complete. Headings: `Why do I get an email of what other people did each day?`
 

Copying planned times2:34

"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 clicking 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! 

Updated: Fri, Aug 26, 2022. Keywords: re-use, duplicate. Headings: `How do I use the same planned times for some of my employees?`
 

Note: If planned times aren't showing:

  • Turn on:   Menu > Org > Attendance > Attendance ... > Show planne...

Copy planned times allows you to copy the planned times of one person to as many other people as you like:

  1. Set up a timesheet's planned times for one person, for one day.
  2. Take your time getting the planned times perfect.
  3. Once you've saved that timesheet:

    Go to: Timesheet > More > Copy planned

  4. Select the:
    • Names of the people you'd like to copy to.
    • Dates you'd like to copy to.
  5. Once you click Save a confirmation shows all the timesheets that were successfully updated.

Notes:

  • This doesn't copy "done times", only "planned times".
  • This overwrites all previous "planned times" that may have been set (for those people and dates).
  • Copies to unlimited people.
  • Copies only up to 6 weeks into the future (can also show 6 weeks in the past).
  • Try Ctrl+Click and Shift+Click to speed up selection.

Note: If planned times aren't showing:

  • Turn on:   Menu > Org > Attendance > Attendance ... > Show planne...
Updated: Sun, May 16, 2021. Keywords: multiple, synchronize, coordinate. Headings: `How do I set the shift hours for a group of people?`, `How do I manage shift planning?`
 

Deleting a timesheet1:46

"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 clicking 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! 

Updated: Fri, Aug 26, 2022. Keywords: remove. Headings: `How do I delete a row in my timesheet?`, `How do I get rid of a whole timesheet?`
 

Overwrite planned time with done time1:23

"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 clicking the three-dots. 
  3. Then clicking: Open in new tab 
  4. Now that the timesheet's open in its own window, click: More > 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! 

Updated: Fri, Aug 26, 2022. Keywords: expected. Headings: `How do I change planned times to match done times?`
 

Adjusting the absence trigger2:26

"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! 

Updated: Fri, Aug 26, 2022. Keywords: miss. Headings: `How do I adjust when an absence error shows?`
 

Starting, and going on break2:08

"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! 

Updated: Tue, Mar 29, 2022. Keywords: lunch break, arrived. Headings: `How do I start my timesheet for the day?`, `How do I add a pause in my timesheet?`
 

To turn off emails from people's timesheets:

  • Turn off: You > Settings > Messaging > Daily times...

You're getting these emails because you're the manager, supervisor, or project leader of these people.

If you get these timesheet emails from some people, but not others, remove yourself from being the manager, supervisor, or project leader of the people you don't want timesheet emails from.

  • Manager:

    Person > HR > Roles > Turn on as ...

  • Supervisor:

    Person > HR > Roles > Turn on as ...

  • Project leader:

    Person > HR > Roles > Turn on as ...

Updated: Wed, May 12, 2021. Keywords: spam. Headings: `How do I disable the daily timesheet emails?`, `How can I stop receiving all timesheet emails?`
 

Finishing up for the day1:12

"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! 

Updated: Tue, Mar 29, 2022. Keywords: complete. Headings: `How do I end my day?`, `How do I stop my timer for the day?`
 

The advantages of "Planned time" on timesheets are:

  • Employees know their upcoming work hours without having to ask.
  • Manager's get a "Late start" email when their people are late.
  • Managers can see reports on who arrives (and finishes) on time:

    Go to: Person > Attendance > There

  • Managers can compare reliability between people:

    Go to: Person > HR > Assessment

Note: If planned times aren't showing:

  • Turn on:   Menu > Org > Attendance > Attendance ... > Show planne...
Updated: Sat, Jul 25, 2020. Keywords: benefit, saving, productivity. Headings: `Why use planned times?`, `How does planned times help me?`
 

Locked timesheets1:31

"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. Click 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! 

Updated: Fri, Aug 26, 2022. Keywords: . Headings: `How can I unlock a locked timesheet?`, `Why's my timesheet locked?`
 

Note: If planned times aren't showing:

  • Turn on:   Menu > Org > Attendance > Attendance ... > Show planne...

The snail means that the person was late starting one of their planned times.

To see a total of an employee's "Late starts":

  1. Go to: Paystub
  2. Click: More > Details
  3. Look for the total of the "Late starts" column (at the bottom).

Note: If planned times aren't showing:

  • Turn on:   Menu > Org > Attendance > Attendance ... > Show planne...
Updated: Sat, Jul 25, 2020. Keywords: start. Headings: `How do I see a total of an employee's Late starts?`, `Where does it show if someone's late starting their shift?`
 

The timesheet timeline shows:

  Done time as a green line.

  Planned time as a yellow line.

When you mouse over these lines, you see a tooltip reminding you what it represents.

Note: If planned times aren't showing:

  • Turn on:   Menu > Org > Attendance > Attendance ... > Show planne...
Updated: Tue, May 18, 2021. Keywords: status, person, camera, icon, circle. Headings: `What are the colored lines on my timesheet?`
 

The day after you've submitted done time on your timesheet, an email is sent to your manager, supervisors, and project leaders.

A pop-up shows which of these people gets your timesheet email (depending on whose subscribed).

Updated: Sun, May 16, 2021. Keywords: receives, mail, updates, notify. Headings: `Who sees my timesheet?`, `Who gets notified of my working times?`

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