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Custom data on staff managed timesheets

Add or edit shift-related custom data when submitting timesheets

Employees can add or edit custom data fields when submitting their staff managed timesheets – giving control directly to employees.

When reviewing timesheets, entries are flagged when the custom data has been updated. Managers can then see the value for the custom data fields when the shift was rostered and compare it to the value updated by employees.

How staff can add or edit shift custom data

1. From the Staff area select Timesheets, locate the relevant timesheet and select Edit
2. In the Additional Shift Details section check to see if the custom data field is already visible, if not from the Add custom data select the desired custom data field from the drop-down list and click the plus icon.
3. Now you can update the relevant custom data field as necessary
3. Click Save

Note: Any values employees add to the custom data fields will be reflected on their timesheet after it is submitted.

How to view custom data when approving timesheets

When reviewing a list of timesheets, you can see where a staff member has added or edited a custom data field as it will be flagged with “Updated custom data”.  

The manager may then review these timesheets in further detail. 

Note: When editing timesheets, custom data fields are categorised by either Staff Updatable or Manager only.

The custom data field table contains columns as per below:

Column Description
Values to authorise These are the custom data fields – the manager can edit these when authorising the timesheet.
Rostered value This is the value (if any) in the custom data field when the shift was rostered
Staff value This is the value (if any) in the custom data field when the staff member submitted the timesheet.
(Manager only custom data fields have a Staff value of “N/A”)
Authorised value This is the value of the custom data field that will be saved after the manager authorises the shift.

When authorising timesheets in bulk using the Bulk authorise feature, Managers can decide whether or not to include shifts that haven’t had custom data updated by employees. 

How to configure a custom data field to be added to self managed timesheets 

Step 1 – Custom data field 

1. Select Core HR > Account Data > Custom data fields
2. Locate the existing field and click Edit or click Create new to create a new custom data field.
3. Select Visibility > Staff managed timesheet and configure as required

Option Description
Always show Where every staff member has to provide a value
Show if already attached Which is visible only if the field was attached to the shift when rostering
Can be added Where the staff member can manually add the field if they wish
Can not be added Default option – where it is not updatable by staff members
Step 2 – Employee permissions

1. Select Settings > Employee permissions > Edit > Time & attendance > Capture methods
2. Ensure that the Employee managed timesheets is switched on
3. Switch on the Allow Employees to add custom data to their timesheets option

Other relevant articles

Creating custom data fields

Bulk authorising timesheets

Employee permissions

Editing and authorising timesheets

Capturing time and attendance

Clocking in, requesting leave and more

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