See the entire activity history for any active or deleted shift.
Through Rostering > Reports > Shift history, you can filter and find any shift in your account, even deleted ones and view the current status and a log of the changes made to it since its creation.
Looking at a shift’s history and changes can help you check what actions were made, who performed them, or why your award set up calculated a certain amount for the shift.
Managers require the ‘System Logs’ and ‘Reports’ permissions to view the Shift History and will only see shifts related to their location permissions.
Given the amount of data that shift history can have, you’ll generally want to filter the shifts you see when you land on the page. Click ‘Search’ in the top-right hand corner to filter by Staff, Location, Role, Dates and more… Deleted shifts are hidden by default, so if you want to see those, make sure you tick the button in the search field.
Just like most lists in Ento, you can run exports on shifts here, including deleted shifts, for other uses. Simply search/filter as above, then hit the export button and select an export template.
The shift history page lists every version of the shift as it moves from being scheduled to processed in payroll. A new version of the shift is created every time:
- A shift has a start time or end time changed, or is reassigned to a different employee.
- A shift status is changed. For example, when publishing a schedule the shift changes from scheduled to published.
- Another shift within the employees pay cycle is edited, which then affects the costing of the shift you are viewing.
To view a shift’s change list, simply click ‘View’ next to any shift, and you’ll be taken there.
As mentioned above, there are many different shift statuses as it goes from being scheduled to processed for payroll. Each has been detailed below (from earliest to latest):
|Scheduled||‘Scheduled’ is the first state a shift can take. Every time a shift is added or edited on an unpublished schedule a new ‘scheduled’ state is created.|
|Published||Shifts move from ‘scheduled’ too ‘published’ when a schedule is published.|
|Clocked in*||A shift version of this type is created when an employee clocks in. The scheduled shifts end time is used to fill in the end time while it’s unknown.|
|Clocked out*||Created when a clocked in shift is clocked out.|
|Rounded*||Shortly after a shift is clocked in or out, the system creates a ’rounded’ version of the shift based on your company’s rounding setting. This is the version of the shift that will show on the time & attendance page for your review.|
|Preauthorised||Depending on the permissions of the managers within your account, there may be ‘preauthorised’ versions of the shift.|
|Authorised||Authorised shifts are the final status a shift takes before its processed. An ‘authorised’ shift signifies a manager has approved it for payroll.|
|Processed||The ‘processed’ version of a shift is created when a pay cycle has been processed via the Payroll & Leave → Pay cycles page. Once a shift has been processed it is locked from future edits by managers or by the system.|
*The system skips the costing of these shift states until it is at least pre-authorised.
Shift version details
To see exactly what makes up a particular version of the shift, click the View button on any state of a shift in the shift’s change list. The Overview section shows the general details of the shift status as illustrated on the previous page. Below that are the following sections:
Earning rate breakdown
The earning rate breakdown shows the various segments that make up the shift, determined by which award conditions it triggered. You can then use this to see why it had a certain overtime or cost attributed.
This table will list all of the other shift versions that were created due to this shift’s change. Other shifts within the employees pay cycle could have been affected if a change here pushed future shifts into or out of overtime or other award conditions.