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

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

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

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
Whether you want to capture how far your team members clocked in and out of their shifts on the Deputy mobile apps at the start and end of their shift and show this information on their timesheet. If you set this option to OFF then 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 on outside a set distance. Note: You can only enable this feature if you have already enabled the above setting to capture location when the team member clocks in and out.
Whether team members have permission to clock in and out for shifts via SMS (useful for team members without a smartphone)
Whether team members will be required to take a photo when starting their shift on the Kiosk.
the length (1, 5, 10 or 15 minutes) of the minimum timesheet that can be recorded by team members.
Deputy time clocks

timesheet settings clock in and out.png

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

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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 timesheet 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 timesheet 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 timesheet break times are automatically rounded to the earlier, closer or later nominated 5, 10, 15, 30 or 60 minutes.

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You can set:

whether unscheduled timesheet shifts are linked with scheduled shifts if the Time Variance, Area or Location matches.
- Note: The default option (Best Fit) will link when an unscheduled timesheet starts 8 hours before or after a scheduled shift. 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.
the nominated time variance to match an unscheduled timesheet with the scheduled timesheet if you select the time variance in the previous setting
whether employees' training requirements must be met to clock into unscheduled shifts in areas with training allocated. 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 working in.

timesheet setting unscheduled shifts.png

You can set:

whether scheduled breaks will be automatically added to a team member's timesheet (if not taken by a team member by the end of the shift). The suggested break duration will be based on the team member's schedule. Note: If you have not enabled the ability for team members to amend their timesheets then they will not be able to remove these breaks when clocking out.
whether a warning is displayed on the timesheet if the scheduled break was shorter or missed. Note: this warning will only appear on the timesheet for the approving manager. It does not generate any warning for the team member if their break is 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

You may also be interested in configuring: