When exporting timesheets there is a the option to export timesheets data as a CSV or Excel file with all fields.
Select CSV/EXCEL - All fields from the drop-down list, name your export file (if desired) and then click Export. You will be presented with a pop up and need to click another button to Download the file to your computer.
This file can be opened in a spreadsheet editing software such as Excel or a simple text editor and will contain the following data with each timesheet represented by a row:
| Column title name | Data field | Example / format |
| Employee Export Code | This is the Payroll ID |
Whatever alphanumeric text has been entered in the Payroll ID field in the team member's profile in Deputy |
| Employee Name | This is the preferred name. If you do not use preferred names in your organisation or your team member has not entered a preferred name this will simply be the team member's first and last name filed combined into one field | Eddie |
| Date |
The date the timesheet started |
DD/MM/YYYY |
| Start |
The time the timesheet started (as approved by the manager, it is possible this time was amended or rounded during the approval process) |
HH:MM:SS (24 hour time) |
| End |
The time the timesheet ended (as approved by the manager, it is possible this time was amended or rounded during the approval process) |
HH:MM:SS (24 hour time) |
| Mealbreak |
The length of the (unpaid) meal break. (as approved by the manager, it is possible this time was amended or rounded during the approval process) Note: Rest breaks (paid) do not get exported |
HH:MM:SS (amount of time) |
| Total Hours | The total hours that the team member worked less time taken in unpaid breaks |
examples: 7 7.5 7.25 numerical digit up to 2 decimal places |
| Total Cost |
The total cost of the timesheet. Calculated by multiplying total hours worked by cost per hour according to the pay rate entered in their employee profile plus any other loadings or allowances in the approved timesheet. |
example: 210 459.2 657.97 Note there are no currency signs exported |
| Employee Comment | The optional comment that the team member can enter when clocking out of their shift | text will appear only if the employee has entered it at the end of their shift |
| Area Export Code | The Area Export Code is an optional code that can be entered into each Area in your organisation. | if Area Export Codes are used in the account then the code will appear in this field but the field will be blank if Area Export Codes are not used in your account. |
| Area Name | The name of the area where the timesheet was worked |
Example: Kitchen Reception |
| Location Code |
The Location Code of the location where the timesheet was worked. This can be edited in the Location settings by a manager. Location codes are a mandatory setting in Deputy. |
Whatever alphanumeric text has been entered in the Location settings for this Location in Deputy. |
| Location Name |
The Location Name of the location where the timesheet was worked. This can be edited in the Location settings by a manager. |
Whatever alphanumeric text has been entered in the Location settings for this Location in Deputy. |
| Leave | The name of the leave type if the timesheet is a leave timesheet |
Examples: Jury Duty Sick / Carer's leave. |
| Manager's Comment | Any optional comments the manager has added to the timesheet during Approval will be displayed in this field | Whatever alphanumeric text has been entered by the manager during timesheet review or the field may be blank if no comments have been added. |
| Firstname | The first name of the team member who worked the timesheet | Whatever alphanumeric text has been entered in the team member's profile for their first name in Deputy. |
| Lastname | The last name of the team member who worked the timesheet | Whatever alphanumeric text has been entered in the team member's profile for their last name in Deputy. |
| Custom timesheet fields |
If you have set up custom timesheet fields each one will be represented in timesheet by one additional colum. The question or name of the timesheet field will be in the header row and the team member's answer or response will be populated in the data field with the timesheet |
Example of a custom timesheet field: How many tips did you receive this shift?
$17.50 |