How to edit a timesheet
| This article covers the New Timesheet experience. If what you're seeing does not match this experience, click here for help with the legacy timesheet experience. |
This article explains how to edit a timesheet when the recorded details don't match what happened during the shift.
Before you read
- Target audience: This article is for users with System Administrator, Location Manager, and Supervisor access.
- Plan restrictions: This feature is available on all Deputy plans.
This article covers:
Before you edit a timesheet
Sometimes the information recorded on a timesheet doesn't match what happened during a shift. For example, a team member may have forgotten to clock in, taken a different break, or worked in a different area.
Deputy lets managers update these details so the timesheet accurately reflects what happened before it's approved.
Most changes can be made while a timesheet is pending approval. If the timesheet has already been approved, you'll first need to unapprove it before making changes. See Changing an approved timesheet.
Edit a timesheet
Open the timesheet you want to edit from the Approve Timesheets page.
From the detailed timesheet view, you can edit different parts of the timesheet depending on your permissions, including:
- Time
- Shift details
- Pay
Some information can be edited directly from the timesheet. Other sections include an Edit option that opens a pop-up where you can make your changes.
Once you've finished editing the timesheet, select Approve. If you're working through multiple timesheets, select Approve and next to approve the current timesheet and continue to the next timesheet.
Time
Edit the recorded time for the shift, including:
- Date
- Start and finish times, including when a team member forgot to clock in or clock out.
- Breaks, including the break type, duration, or start and finish times.
Changes to the recorded time may also update the total hours worked.
Shift details
Edit information recorded against the shift, including:
- Area
- Shift question responses
If micro-scheduling is enabled, you can also add an additional area to the timesheet.
Pay
If your permissions allow, you can edit the pay information applied to a timesheet without changing the recorded shift times.
Select Edit next to Hours and pay to open the Edit pay lines window.
Calculated pay
The Calculated pay section shows the pay rules applied to the timesheet, including the hours, hourly rate and total calculated pay.
From here, you can:
- Change a pay rule by selecting a different rule from the dropdown.
- Adjust the hours assigned to a pay rule without changing the recorded shift times.
- Add a pay line to apply an additional pay rule to the timesheet.
- Remove a pay line that is no longer required.
The available pay rules depend on the team member's configured pay rates and rules. Deputy identifies rules that are outside the team member's assigned pay rate contract.
Learn more about how to edit or create a pay rate and how to configure pay rules within a pay rate.
Add on
The Add on section shows additional payments applied to the timesheet, such as allowances. Any allowances configured to apply automatically will appear here.
From here, you can:
- Add an allowance by selecting the relevant pay rule from the dropdown.
- Enter or adjust the number of units or hours associated with an allowance.
- Add a pay line to include multiple allowances or additional payments.
- Remove a pay line that is no longer required.
The available allowances depend on the configured pay rules. You can manually add allowances even if they haven't been automatically applied to the timesheet.
Learn more about how to automate allowances with Pay Rate Builder.
Revert to the scheduled shift
If you want to replace the recorded worked time with the original scheduled shift details, select Revert to schedule.
You can find Revert to schedule in the detailed timesheet view.