Timesheet vs Roster

This guide will run through all the functionality of the timesheet vs roster page.

Navigate

Menu > Rosters > Timesheet

Breakdown

This page is designed so the timesheet can be quickly compared to the roster and amendments quickly made.

The data is listed employee by employee.

The page does this by overlapping the roster and the timesheet.

Making differences easily identified.

Roster data is an optional component.

Basic Example:

We also see here that the Clock off time has been modified

If we mouse over, we can see who made this modification and what the original entry was:

Legend

• Roster is displayed in green
• Timesheet is displayed in red
• Overlap of both roster and timesheet is displayed in gray

Legend:

Another way to look at the legend is red will cost the business more and green will cost the business less, if wages are calculated from timesheet data.

The i column illustrate how the shift was created.

Icon	Description
	The employee has used their fingerprint to clock their hours
	The employee has used Facial Recognition to clock their hours
i	Employee clocked hours using the employee console
	GPS used to clock hours, click to view the location
i	This entry was created from the roster
i	Manually entered, mouse over to see who created this entry
i	An employee has manually entered their own timesheet entry

There is no need to memorise this table as you can mouse over any of the icons for a description.
 

How is timesheet data generated?

The data in the timesheet can be created many different ways.

The clock on/off guide describes how the employee can clock their worked hours.

You can also manually create an entry or generate the Timesheet data from roster.

Manual entry of Shifts

Click the Add Shift button. A new Add Shift window will open. 

An entry can be manually created using the above form, most of these fields are self explanatory.

The Job title and Description are used to track jobs and for calculating hours for invoicing, they are not required.  

Adding Weekly Shifts

You can add multiple shifts for an employee over a week.  Select the employee from the Search bar at the top of the page.

Enter the Start, End and Note values that correspond with the missing timesheet entries.  

Can add split shift by clicking the plus button next to the corresponding day. 

Once finished click Add Shifts, and they will be added to the employee's timesheet. 

Adjusting the timesheet

Adjustments will need to be made to the timesheet. 

Click on the shift's date, time, creation method or job and a form will appear that will allow you to make changes. 

Update timesheet entry.

For this example Alice Tomson started work at 8:30am, however she clocked on at 9:00am.

Make this change to the Clock on time and click Update.

Note: All times are in 24 hour time.

After adjustment

The new time has been saved and new total hours automatically calculated.

We can also see who made this change and what the original entry was by mousing over the orange clock on time

Adding a Timesheet Note

Managers can add notes when reviewing timesheet entries.

Click the date/time of the timesheet entry. On the "Update Shift" window, add a Note and click Update.

Deleting a Shift

Shifts can be deleted in two ways.

Click the date/time of the shift you wish to delete. On the "Update Shift" window, click the Rubbish Bin icon located on the top left of the window.

You can also hover over the Shift Timeline Bar and press "delete" on the keyboard. 

Searching the Timesheet vs Roster

Filter form

The filter can be quickly used to find an entry.

By default the current fiscal year and working week will be selected.

A group can be selected to show only the employees who are a part of that group, when a group is selected this will also affect the employee filter list.

An individual employee can also be selected.

The form will be automatically submitted when a changed is detected.

Identifying discrepancies

The roster is rarely going to match the timesheet perfectly.

Every business will find different trends from the information on this page.

Perfectly clocked hours

The above illustration is an example of an employee who has clocked his work hours exactly the same as his roster.

Clocking on late

The above example is of an employee who clocked on late every morning.

You can use this information to identify possible issues.

Working back late

The employee in the above example worked back late on one of their shifts.

Missed shift

Employees will miss shifts and other employees will fill in for them.

Missed shift

The above example illustrates that Warren Peter missed his shift on the 20th (Green roster).

He may have forgotten to clock his hours.

If this was the case we could click the Create button and add his shift.

However, in this case, he called in sick and Tania Nun filled in for him.

We can easily spot the shift that James worked that he was not rostered on for (Red shift entry).

Reason behind discrepancies

There are many reasons why the hours clocked don't match the hours rostered.

Including

• The employee had to work back late
• The allocated roster is not enough time to complete all work
• The employee had to cover another employees shift
• The employee was running late to work
• The employee forgot to clock on/off
• The employee had a sick day and shift was not clocked at all
• Many more

Shift work

Note: There is a script that runs at midnight that checks for any employees that have not clocked out.

If your employees work past midnight then this script can be turned off.

    > Settings > General > Global - Shift work option

An employee can clock work past midnight.

Example

The system will acknowledge this has occurred and calculate a total of 8 hours worked (4 to midnight and 4 past midnight).

All your shift rules will still function.