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Timesheet hours

Karishma Updated by Karishma

Overview

The Timesheet hours feature displays your Absence and Worked hour codes in a simplistic grid based view with the option to modify your number of Hours.

If you have permission, you can access the Timesheet hours feature from the menu in the drop-down Header pane. It can also be accessed from the Menu and Shortcuts widgets which may be displayed on your Dashboard.

Your Absence hours and Worked hours will be displayed for the current week in a grid format. For example:

Note: a preference can also be set by your Supervisor to hide any zero values on your Timesheet.

The Timesheet hours grid is divided into vertical sections representing the Work record of each day of the week. If you have access, a drop-down list of additional actions are available when the day is clicked:

  • Insert shift — to create a new Work record containing a selected Shift. A drop-down list of possible Shifts opens. This is only possible if you have no Rostered Shift. It is possible to have more than one Shift on a day but they cannot overlap. An error is displayed if the Shift cannot be inserted

Note: if a preference has been set by your system administrator, the Insert shift action will be available for a set amount of days in the future

The Totals column is found on the far right of the grid and contains the total hours of each row.

The rows contain the following:

  • Shift — the name of the shift(s) you are working on that day

Note: if you have permission, additional options may be available for the Shift and a drop-down menu will appear when clicking on the shift name. For example:

Click 'View' to open the Work record for the day. Click 'Recalculate' to re-calculate the Worked and Absence hours based on the core hours of the Shift you worked that day. Click Change shift to change the shift selection. Click Delete work record to remove the work record from the day.

  • Status — there are 4 types of status:
    •  Request   — displays in the status bar when a Request has been generated by modifying your Work record or number of Hours. Clicking on it opens the Request page with further details about the Request
    Note: if you have permission, the Shift drop-down menu will have additional options when the Work record has a Request. For example:

View request — opens the Request page with further details about the Request.

Delete request — opens a confirmation pop-up, click  Delete  to delete the Request or click Close to abort the deletion and return to the Timesheet hours page

  •  Anomalies  — displays in the status row when there are anomalies within the Work record. Clicking on it opens your Work record page where you can view your Work record and modify it.
  •  Draft  — displays in the status row when you use the 'Save as draft' when modifying your hours. It highlights changes that have been made but have not been submitted.
  •  Locked  — displays in the status when your Work record has been locked by your system administrator and can no longer be edited

  • Absence hours and Worked hour — each row has a different Hours code with the amount of time in hours and minutes displayed under the columns. From the above example, on Tuesday, Early leaving is an Absence hour code and has a duration of 45 minutes. Note: Hovering over the Hours codes brings up a tool tip highlighting if they are an Absence code or a Worked code
  • Worked total — the total of all the Worked hours for a column
  • Absence total — the total of all the Absence hours for a column
  • Totals — contains the total hours for each column

Note: the hours highlighted in dark grey are non-mandatory working days.

Note: the Absence codes, Worked hour codes and what will be displayed on a Timesheet are defined by your system administrator and may be different from those displayed here.

If no Work record is available to view, a 'Nothing to display' message is shown. For example:

Click Close in the left-hand navigation pane to return to the Dashboard.

Modify number of hours

On the Timesheet hours page, to modify existing hours in a Work record, click Enter hours in the left-hand pane on the week you wish to modify:

The hours for days that contained Shifts will then become editable fields. For example:

Clicking on the hour you wish to edit, you can input the duration of time by using the clock icon to select the amount of time or by typing in the duration manually. Changes you make to the hour fields will automatically update the Total fields.

When modifying the number of hours, the options Submit and Save as draft are available in the left-hand pane:

Click Save as draft in the left-hand pane to save your modifications for later use and refresh the Timesheet hours page with the updated changes. The  Draft  tag will appear in the Status row to highlight your updated hours and to indicate that the modified hours have not been submitted yet.

Note: the 'Save as draft' option is a Preference set by your system administrator so it may not be available on your system.

When you have finished, click Submit to save your modified hours and refresh the Timesheet hours page. The new hours are added to the relevant days and a success message will appear at the top of the page. For example:

Alternatively, click Cancel to discard the modified hours and return to the Timesheet hours page.

Note: any change you make to your hours may require approval from your Supervisor and so will automatically generate a Request. The status row of the Work record you modified on the Timesheet hours page will have a  Request  tag.

Add worked hours and Add absence hours

Additional actions are available in the left-hand pane to add hours to multiple Shifts on the displayed week. Clicking on the actions will open up the appropriate pop-up to enter information to add Worked hours or Absence hours across multiple shifts. Below is an example of the Add worked hours pop-up:

The Shifts field is a drop-down list that contains all the shifts of each day currently on display on the Timesheet. The Hours codes field allows you to select the Worked hours code to use for the entered hours. The Hour field allows you to input the amount of hours you want to add to the selected Shift(s).

Click  Submit  to return to the updated Timesheet hours page with the editable fields containing the newly added hours. The hours will only be saved once Submit is clicked in the left-hand pane.

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