Timesheet is a numbers table representing the hours employees worked over a set period. To have an overview of the employees' timesheets - navigate to the ‘Time Tracking’ module from the menu bar on the left-hand side and the tab ‘Employee timesheets’.
Here, you will see all of the past and current timesheets of all employees and be able to oversee all timesheets under different policies. To access different policies, expand the drop-down under ‘Policy’. To oversee employees' past timesheets for a chosen policy, expand the drop-down menu under ‘Cycle’ and select the desired timeframe. Whenever you open up the ‘Time Tracking’ module, you will always see the latest timetable.
Timesheet navigation
When you filter for a specific policy and a specific timeframe for the timesheet, an overview of your choice will be displayed. The overview section gives a high-level overview of the timesheet with the most important analytics and the aggregate data.
The overview table showcases:
- Notices
- The first name of the employee
- The last name of the employee
- Compensable hours
- Hours worked - this is the total number of hours that are tracked in the timesheet. It gets updated whenever a new entry is saved.
- Overtime hours - overtime is calculated by ‘Work Schedule - Compensated Hours’
- Work schedule - scheduled hours for the frequency of the timesheet (e.g. if an employee is assigned to a Time Tracking policy whose frequency is 2 weeks and their work schedule is 8 hours a day & 5 days a week - this will mean 8 * 5 *2 = 80 hours
- Approval status
- Three vertical dots that will open up more actions:
- View timesheet
- Approve
- Submit on behalf
- Nudge employee
- Decline
Please note: Incomplete timesheets can still be submitted.
Timesheet Summary
Admins and managers have access to an AI-powered Timesheet Summary at the top of the Time Tracking > Employee timesheets page, shown under the 'Changes in this cycle'. The summary provides a concise overview of the current timesheet cycle, automatically highlighting key changes and flagging entries that may need attention, so you can prioritise your review before approving timesheets or running payroll.
The summary is scoped to the currently selected timesheet cycle and time tracking policy.
Summary tiles
The summary displays a set of tiles, each showing a count and a label. The following tiles are supported:
- Not submitted: employees who have not yet submitted their timesheet for the current cycle.
- Overtime: employees whose logged hours exceed their overtime threshold.
- Undertime: employees whose logged hours fall below their scheduled hours.
- Missing time: employees with gaps in their time entries for the current cycle.
- Pending approval: timesheets that have been submitted and are awaiting review.
- Flagged: employees whose entries have been automatically flagged by AI as unusual or potentially incorrect. (Please see below).
Please note: Tiles only appear when there are affected employees to show. Each tile is clickable, clicking a tile opens a list of all affected employees. Clicking an individual employee in that list opens their full timesheet for the current cycle directly.
Flagged entries
The Flagged tile surfaces employees with suspicious or unusual time entries. Each flagged item includes a short, human-readable reason. Current flag types include:
- Large variance from expected hours: the total hours logged differ significantly from what is expected for that employee (for example, 80 hours logged when 160 hours were expected).
- Time logged outside work schedule: hours were entered during times the employee is not scheduled to work (for example, logging time on weekends or outside their defined working hours).
- Zero hours across the entire cycle: no time has been recorded for the employee across the full cycle.
If no employees match a flag type, that flag is not shown.
Please note: The Timesheet Summary is available to Super-admins and Time Tracking admins. The AI-generated flags are intended to assist your review and do not replace manual verification of individual timesheets.
Timesheet bulk actions
To enable bulk actions, start by checking the boxes next to the employee timesheets. When at least one timesheet is selected, the following bulk actions will appear above the timesheet list:
- Bulk track time
- Approve
- Re-open
- Submit on behalf
- Nudge employee
- Decline
Manage overtime
Super-(admins) and Time Tracking admins can access the ‘Manage overtime’ feature and modify it by manually increasing or decreasing the overtime balance. This can be done when viewing an employee's timesheet and clicking on three dots > 'Manage overtime'.
The pop-up window will be pre-filled with the current total overtime balance. Please note: the balance can't be negative - the number should be 0 or above, and it doesn't necessarily need to be a whole number. The effective date will be today by default.
Export timesheets
Export timesheets by navigating to 'Time Tracking' > 'Employee timesheets' > Export timesheets.' The exports will have daily time entries for the selected employees, sorted by date, and will be included regardless of their approval status. Employees without entries will be included in the export by without any records.
You can also select a custom timeframe for which to export timesheets for if you would like to export multiple timesheets.
FAQs
1. What happens if I update a Time tracking policy assignment in the middle of a cycle?
- If the Time tracking policy of a user is updated midcycle, then the assignment will only take affect and be reflected in timesheets for the next cycle if you leave the toggle 'Live re-assignment' disabled.
- If you'd like to move all time tracked from unsubmitted timesheets in the old policy to a new timesheet in the new policy, enable the toggle 'Live re-assignment'.
2. Why isn't my approved timesheet showing in my Payroll cycle?
Time sheets must be submitted before the end of the payroll cycle in order to be included in that payroll cycle. Typically time sheet submissions have a cut off date to ensure that all approved timesheets are included in the payroll cycle. The dates of the timesheet submissions, must fall within the salary period in order to be reflected in the cycle.