When reviewing or approving timesheets, managers may wish to investigate the history of a timesheet.

Team members may also wish to review the history of their own timesheets.

This article summarises historical information you can find out about timesheets:

All team members can access their own timesheet history to review:

1. On the Deputy iOS or Android mobile app, tap on the Timesheets tab (or you can also tap on Timesheets from the Home tab)

2. Tap on the timesheet you wish to review.

3. Tap on View History to review timesheet events.

1. Log on to the Deputy website and select Profile from the menu underneath your name on the top right-hand side of the screen.

2. Scroll down to find your Recent Timesheets.

3. Click on View all to see a list of all of your timesheets.

4. Click on History for the approved timesheet you wish to view the history for.

Note: Pending timesheets are still awaiting approval from the manager. You can amend pending timesheets if your organisation has enabled this permission.

5. This will open up the Timesheet history modal in which you will be able to see the relevant changes that have been made.

Managers can have a notification sent to their team members to remind them to review their timesheets and timesheet history ahead of payroll.

Read Timesheet Notifications and Extensions to find out how to enable this notification for your workplace.

Managers (Supervisors and above) approving their team members' timesheets may wish to find out further details about a particular timesheet.

Managers can review timesheets history

On the Deputy website, you can view team members timesheet history:

1. Click on the Timesheets tab and select the timesheet you wish to review.

2. Click on History.

Let's look at what information you can find out about timesheets by looking at the history:

To determine the creator of the timesheet, please refer to either the description above the history table as shown in the example below showing that John Black created the timesheet today at 3:50PM:

Timesheets can be created by the team member that worked the shift or someone else in the team.

Let's look at some examples:

You can see below that John's timesheet was created by User John Black and also the Timesheet History is logged as John Black so we know that he logged into Deputy and clocked on and off for his shift.

This timesheet below has a few clues that Cleo created this timesheet herself after the shift rather than clocking in and out of Deputy at the start of shift and end of shift:

When you click on the History tab you can see:

Note: organisations have the ability to disable the permission for team members to create their own timesheets.

You can see below in the timesheet history that Nika's timesheet was created (and approved) by her manager John on a date different to when the shift was worked.

Abby's scheduled shift was created by Deputy's Auto Start and Finish extension.

If your team member has started and ended their shift from the Deputy iPad Kiosk or Time Clock with the photo to start and end shift requirement enabled, you will see a timesheet photo displayed when viewing their timesheet.

This image is the photo taken by the Kiosk or Time Clock when they clocked out.

Click on the History tab and you can view both the clock in and clock out photos.

Note: You can click on the photo associated with each clock on and off event to view a larger image.

In this example we can see on the timesheet History that Simone clocked in and out of the shift herself.

Furthermore, when we click on the Time Sheet tab, the Shift Location section has dropped a pin on the map showing the location of that clock out activity. The location data is captured when using the Deputy mobile apps only during clock in and out activity.

In this example, the timesheet History shows us that Cleo created and ended the timesheet herself.

Furthermore, when we look at the Shift Location on the timesheet itself we can see that the location of the workplace is shown by a red pin on the map but there has been no other location data captured when clocking in and out. Location data of the user is not captured when clocking in and out of shifts on the Deputy website.

In this example, Katie started and ended their shift from a Deputy iPad Kiosk with the photo to start and end shift requirement enabled, as we can see a Time sheet photo displayed when viewing their timesheet.

This image is the photo taken by the Kiosk or Time Clock when they clocked out.

We can also see a note at the bottom "Submitted from Kiosk".

Click on the History tab and you can view both the clock in and clock out photos.

Note: You can click on the photo associated with each clock on and off event to view a larger image. The comments section of the timesheet also listed the name of iPad that was used to access the Kiosk app.

The comments section of the timesheet also listed the name of iPad that was used to access the Kiosk app for each clock in and out activity.

In this example, the System Administrator for the organisation, Ed, has set up an extension so that Nika's scheduled shift is automatically clocked on and off within Deputy.

You can see the comment when the timesheet was started says "Automatic Timesheet By Deputy Lab Extension". Ed Kingsley is listed as the User since he set up the extension.

In this example, Simone clocks on to start her shift at 1:58 PM and clocks out for a break at 3:41PM but perhaps goes home unwell and doesn't clock back in after her break or to end her shift.

We can see the note on the Timesheet: "automatically closed because employee did not finish their shift".

When we click on the timesheet History tab we can see that Deputy automatically ended the shift, after being left in progress for over 23 hours, and revised the finish time to 3:41PM as Simone did not return to clock in after her break.

To determine who approved the timesheet, please refer to the User column and the Field column on the History tab

In this example below, the history shows that Abby's timesheet was approved by Ed.

In this example below, Abby's timesheet has a warning to indicate the payrate has been overridden.

When we click on the History tab we can see that Grace approved the timesheet but Ed edited the time component before approving it again.

Sometimes you may see in Timesheet History that a team member has clocked off for a shift and their time appears to have been altered.

The reason for this is when a team member clocks on for a shift, Deputy estimates the end time for the shift by using the clock on time plus the schedule shift time. When the team member clocks off this estimated time is automatically updated in Deputy to their actual clock off time.

In the example below, Cleo was scheduled for a shift to start at 2PM, however, she clocks on for her shift at 1:58PM. Deputy internally estimates her scheduled 4 hour shift to end at 1:58PM plus 4 hours = 5:58PM. She ends up clocking off at 6:01PM.

When you click on Timesheet History you can see that the end time appears to have been changed from 5:58PM to 6:01PM, however this was just Deputy updating the estimated shift end time with the actual shift end time.

System Administrators and Location Managers of a location can configure Timesheet Settings specific to each location to assist with automatic rounding of timesheets.

Some examples of some rules you may wish to configure are:

When enabled, timesheet rounding occurs automatically, however you are still able to see the exact start and end shift times that were submitted by your team member on Timesheet history tab.

This feature is useful when your team member forgets to clock off.

After 23 hours of a shift being left in progress, Deputy will automatically end a scheduled shift and round the time to the scheduled finish time.

For unscheduled shifts that were not clocked off by team members after 23 hours, the shift will be revised back to end 1 hour after the clock on time.

You can also review your team member's timesheet history on the Deputy mobile apps:

1. Tap on Timesheets and then tap on the timesheet you wish to review.

2. Tap on View History.

Read more about timesheets at Introduction to Timesheets.