Users with an access level of System Administrator have the ability to configure some global timesheet settings for their whole organisation.

Users with an access level of System Administrator and Location Manager are able to configure timesheet settings for the locations they manage.

You can set:

• Whether team members have permission to clock in and out for shifts via the Deputy website.
• Whether team members have permission to clock in and out for shifts via the Deputy mobile apps. This setting does not apply to Location Managers or System Administrators with default access level permissions.
• Whether you want to capture how far your team members clocked in and out of their shifts on the Deputy mobile apps from their scheduled location. If you set this option to OFF, the Deputy mobile apps will not request or capture GPS location information from team members.
• Whether you want to block (geofence) team members from clocking in or out from outside a set distance. You can set the geofence distance between 100m and 1000m. You can only turn this setting on if you have also turned on GPS location capture.
• Whether team members have permission to clock in and out for shifts via SMS. This can be useful for team members without a smartphone.
• Whether team members are required to take a photo when starting and ending their shifts in Kiosk.
• Whether team members are required to take a photo when starting and ending their shifts on the mobile app.
• The minimum timesheet length in minutes. Timesheets shorter than the minimum length are deleted.
• how to manage Deputy time clocks.

You can set:

• Whether team members can add new or edit their own existing timesheets via the mobile app or website. Read more.
• Whether team members can edit their own timesheets during a shift. Read more.
• Whether team members can start shifts anytime before their scheduled start time.
• How many minutes before the scheduled shift time team members can start their shift when Start shifts anytime before scheduled time is turned off.
• Whether team members can end their breaks earlier than the scheduled duration or end time.

For shifts with multiple areas, only the shift start and end time will be rounded.

You can configure the following:

• Automatically round timesheets: Automatically applies the rounding settings below.
  • Turn this off if you only want rounding applied manually when timesheets are reviewed.
• Round to scheduled start time if earlier: Rounds an early start to the scheduled start time.
  • For example, if a shift is scheduled to start at 9:00am and the team member starts at 8:55am, the timesheet is rounded to 9:00am.
  • If the team member starts after the scheduled time, the Start time rounding setting applies instead.
• Start time rounding: Sets how start times are rounded manually or automatically.
  • Select Earlier, Closer, or Later, with an interval of 5, 10, 15, 30, or 60 minutes.
  • Closer rounds to the nearest interval. Earlier always rounds back to the earlier interval, and Later always rounds forward to the later interval.
• Round to scheduled end time if later: Rounds a late finish to the scheduled end time.
  • For example, if a shift is scheduled to end at 5:00pm and the team member finishes at 5:05pm, the timesheet is rounded to 5:00pm.
  • If the team member finishes before the scheduled time, the End time rounding setting applies instead.
• End time rounding: Sets how end times are rounded manually or automatically.
  • Select Earlier, Closer, or Later, with an interval of 5, 10, 15, 30, or 60 minutes.
  • Closer rounds to the nearest interval. Earlier always rounds back to the earlier interval, and Later always rounds forward to the later interval.
• Round to scheduled break if break duration is shorter: Rounds a shorter break up to the scheduled break duration.
  • For example, if a 30-minute break is scheduled but the team member records 25 minutes, the timesheet is rounded to the scheduled 30-minute break.
  • If this setting doesn't apply, the Break time rounding setting controls how the recorded break is rounded.
• Break time rounding: Sets how recorded break times are rounded manually or automatically.
  • Select Earlier, Closer, or Later, with an interval of 5, 10, 15, 30, or 60 minutes.
  • Closer rounds to the nearest interval. Earlier always rounds back to the earlier interval, and Later always rounds forward to the later interval.

For shifts with multiple areas, only the shift start and end times are rounded.

Rounding a start, end, or break time may change the total hours recorded on the timesheet.

Read more about timesheet rounding settings.

Auto approval lets Deputy time-approve timesheets that meet the criteria you set for the Location. Timesheets that fall outside these criteria will still need to be reviewed.

You can configure:

• Automatically time-approve timesheets: Automatically time-approves timesheets that meet the criteria below.
  • Turn this off if you want all timesheets to be reviewed before they are time-approved.
• Start time variance: Sets how far the recorded start time can be from the scheduled start time for the timesheet to be automatically time-approved.
  • A timesheet outside this variance will need to be reviewed.
• End time variance: Sets how far the recorded end time can be from the scheduled end time for the timesheet to be automatically time-approved.
  • A timesheet outside this variance will need to be reviewed.
• Total shift duration variance: Sets how much the total recorded shift duration can differ from the scheduled duration.
  • This checks the overall length of the shift, rather than the individual start and end times.
• Area duration variance: Sets how much the recorded time in an area can differ from the scheduled time in that area.
  • This is useful for shifts where team members are scheduled to work across different areas.
• Allow unscheduled areas: Allows a timesheet to be automatically time-approved when it contains an area that wasn't included in the scheduled shift.
  • Turn this off if adding an unscheduled area should require a manager to review the timesheet.
• Allow missing scheduled areas: Allows a timesheet to be automatically time-approved when it doesn't contain all the areas included in the scheduled shift.
  • Turn this off if a missing scheduled area should require a manager to review the timesheet.

Read more about timesheet Auto-approval.

You can set:

• How an unscheduled timesheet is linked with a scheduled shift when the area or Location matches.
  • Note: The default option, Best Fit, links an unscheduled timesheet when it starts within 8 hours before or after a scheduled shift. If you want team members to clock in for an unscheduled shift in a different area before a scheduled shift on the same day, do not use Best Fit. Deputy may otherwise treat the clock-in as the scheduled shift.
• The time variance is used to determine whether an unscheduled timesheet is linked with a scheduled shift.
• Whether training requirements must be met when team members clock in to unscheduled shifts in areas with training requirements. Read more about managing training requirements.
  • Note: even if you enable this setting, it will only apply to users with Employee level access. Users with Supervisor, Location Manager and System Administrator will still be able to start unscheduled shifts without the required training for the area they are workingin.

You can set:

• Whether scheduled breaks that were not taken during a shift are automatically added to the timesheet when the team member clocks out.
  • Note: If you have not allowed team members to add and edit their timesheets, they will not be able to remove these breaks when clocking out.
• Whether a warning is displayed on the timesheet when a scheduled break is shorter or was missed. Note: This warning appears on the timesheet for the approving manager. It does not generate a warning for the team member.
• Whether meal breaks are paid or unpaid using the Paid meal breaks (legacy) setting. We do not recommend using this setting. Use Rest breaks for paid breaks instead. This setting does not work with pay rates using the Pay Rate Builder.

Timesheet issue settings determine when a timesheet is flagged for a manager to review.

You can set:

• Flag shift start and end time: Set the variance from the scheduled start or end time that causes the timesheet to be flagged for review. This setting is available in the new Timesheet experience only.
• Flag break duration: Set the variance from the scheduled break duration that causes the timesheet to be flagged for review. This setting is available in the new Timesheet experience only.
• Flag overtime: Choose whether timesheets with overtime applied are flagged for managers to review.
• Flag non-payable time: Choose whether timesheets with non-payable time applied are flagged for managers to review.

You may also be interested in configuring: