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Customise your Timesheet settings by Location

Lisa Kirby
  • Updated

Let's look at the settings that affect how you manage the timesheets for your team in each location of your organisation.

Permissions to configure Timesheet settings

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 Administrators and Location Manager are able to configure timesheet settings for the locations they manage.

How to access Timesheet settings by Location

  1. Click on Locations

  2. Click on Edit Settings for the Location you wish to configure timesheet settings for.

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3. Select Timesheets from the menu on the left-hand side.

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Timesheet settings by Location

Clock in and out

You can set:

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Team member permissions

You can set:

  • Permission for team members to add new or edit their own existing timesheets via the mobile app or website. Read more.

  • Permission for team members to edit their own timesheets during a shift. Read more.

  • Permission for team members to start a shift earlier than scheduled. This is not limited by the time specified in the next setting, it can be anytime prior to the shift's scheduled start time. 

  • If the previous setting is set to OFF, team members can still start their shift by up to the number of minutes earlier than the scheduled shift time. 

  • The number of minutes early a team member can end their scheduled shift

  • Whether team members can end their breaks early or need to take the break time as scheduled.

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Timesheet approving

You can set:

  • Whether timesheets will be automatically time-approved if it matches the scheduled time or whether it's within the nominated time variance (5, 10, 15, 20, 30 or 60 minutes)

ROUNDING SHIFT START TIME

  • Whether timesheets are automatically rounded to the scheduled start time based on the following settings
  • Whether timesheets start times are automatically rounded to the earlier, closer or later nominated 5, 10, 15, 30 or 60 minutes.
  • Whether the start time of the timesheet can be rounded to the nominated earlier, closer or later nominated 5, 10, 15, 30 or 60 minutes by the manager when approving the timesheet

ROUNDING END SHIFT TIME

  • Whether timesheets are automatically rounded to the scheduled end time based on the following settings
  • Whether the timesheets end times are automatically rounded to the earlier, closer or later nominated 5, 10, 15, 30 or 60 minutes.
  • Whether the end time of the timesheet can be rounded to the nominated earlier, closer or later nominated 5, 10, 15, 30 or 60 minutes by the manager when approving the timesheet

ROUNDING BREAK TIME

  • Whether timesheets are automatically rounded to the scheduled break time based on the following settings
  • Whether the timesheets break times are automatically rounded to the earlier, closer or later nominated 5, 10, 15, 30 or 60 minutes.

Read more about timesheet Auto-approval and rounding settings.

 

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Unscheduled shifts

You can set:

  • whether unscheduled timesheet shifts are linked with scheduled shifts if the Time Variance, Area or Location matches

  • the nominated time variance to match an unscheduled timesheet with the scheduled timesheet if you select the time variance in the previous setting

Note: The default option (Best Fit) will link when an unscheduled timesheet starts 8 hours before or after a scheduled shift.

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Note: If you would like to allow your team members to clock in for an unscheduled shift in a different area before they start a scheduled shift that same day, do not use Best Fit. Otherwise, Deputy will assume they are clocking in for the scheduled shift and there will be no option to start an unscheduled shift.

Breaks

You can set:

  • whether team members are suggested a break duration when clocking out from a shift where a scheduled break was not taken.

  • whether a warning is displayed on the timesheet if the scheduled break was shorter or missed

  • whether meal breaks are paid or unpaid. Note: we recommend leaving meal breaks as unpaid and using rest breaks for paid breaks

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You may also be interested in configuring:

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