Reviewing, editing and approving timesheets

Captured clock in and out data is converted into timesheets, for your review on the Time & attendance → Review timesheets page. You should review it soon after the shift finishes; to ensure you have time to resolve any issues with the staff before it’s time to process payroll.

If there is a difference between what was rostered, and what was recorded, it will be highlighted in red. Any problems with the clock in or out verification will also be highlighted.

Note: the first couple of times a staff clocks using facial recognition, it will fail. If you click on the picture and click Train it will teach the facial recognition engine what the staff looks like for future verification.

Approving timesheets

If you are happy to approve the recorded times, click the Approve button. If you want to edit the times (or they were never clocked in or out) you will need to press the Edit button and approve from there.

Editing timesheets

Field NameExampleDescription
Staff*Harry HendersonThe staff the timesheet is attached to. This can't be edited. If they staff didn't work the shift, click the link to zero the hours then scroll to the bottom of the page to save.
Start*09:00The start time you want to authorise. This is populated with the rounded (based on your company setting) actual time. Below this field you will find the exact time the staff clocked in and to the right you will find the time they were rostered to start.
End*17:00The end time you want to authorise. This is populated with the rounded (based on your company setting) actual time. Below this field you will find the exact time the staff clocked out and to the right you will find the time they were rostered to end.
Break30The length of the shift's break (in any), in minutes. Must be shorted than the length of the shift. '0' or an empty field is treated as no break.
Break start13:00The start time of the break (if any), in HH:MM format. Must fall between the start and end time of the shift and fit the break. If left blank or break length won't fit before the end of the shift, break start will be put in middle of shift.
Role*SalesThe role that was worked during the shift. This list will be limited to the roles the staff has been assigned, unless they were rostered in a different role.
Calculated total hours7.5The hours between the start and end time, minus the break. Depending on your award configuration, not all of these hours may be 'counted' when it comes time to work out costing and reporting.
Staff commentsNeeded to work a little late.Comments added by the staff when clocking out. This field can't be edited.
Manager commentsOvertime was fine with me.A notes field only managers can see and edit.
Last saved byMichael CartwrightThe last manager that save the timesheet and the time they did it. There's also a link to a full history of the shift for checking previously saved versions.
SaveSave & authoriseThe save button will either show 'Save & pre-authorise' or 'Save & authorise' based on your manager permissions. Pre-authorised shifts will need further authorising by another manager.

* Mandatory   1 Enterprise Only

Bulk authorising timesheets

Field NameExampleDescription
FiltersEmployee: Any, Area: Any, Role: Any, Dates: AnyThe filters section listed the search criteria used on the 'Time & attendance -> Review timesheets' screen before you clicked the 'Bulk authorise' button. To change the filters, return to the 'Review timesheet' page and perform a new search. This can be useful if you only want to authorise shifts from a certain area, date range or staff.
Clocked in AND out shiftsThis section holds the criteria that has to be met for shifts that have been clocked in and out to be bulk authorised.
Verification must have passedYesIf the staff's clock in and out authentication needs to have passed. The verification method will depending on your company's setting but will usually be face recognition or a PIN number.
Worked hours must matchYes'Worked' hours are the total amount of time between the start and end of the shift, minus the break. Leave this ticked if the worked hours in the shift need to match the worked hours of the timesheet.
Has no notes added by staffYesIf the timesheet has to have no notes added to it by the staff.
Start & end times must matchNoIf the start and end time of the rostered shift needs to match the clock in and out time exactly.
Break length must matchNoIf the length of the rostered break needs to match what the staff indicated they took when they clocked out (depending on your 'staff must confirm breaks' company setting).
Break start and end must matchNoIf the start and end time of the break needs to match exactly.
Shifts clocked in NOT outDon't authoriseHow you would like to deal with shifts that have been clocked in but not clocked out. Access to this area will depend on your manager permissions.
Shifts NOT clockedDon't authoriseHow you would like to deal with shifts that haven't been clocked out at all. Access to this area will depend on your manager permissions.
Pre-authorised shifts*Don't authoriseThis If you would like to authorise pre-authorised shifts. Access to this area will depend on your manager permissions and is an enterprise only feature.

* Mandatory   1 Enterprise Only

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Reviewing, editing and approving timesheets
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