On the Deputy website, you can view, edit and approve your team's timesheets by clicking the Timesheets tab and selecting select Approve Timesheets.

1. Select the Location of timesheets you would like to view

2. Select the date range of timesheets that you would like to view

3. You will be presented with a view displaying team members with timesheets in the period you selected.

Team members' names in the list colored yellow have timesheets not yet approved. They will be colored green once all their timesheets for this period have been approved.

You can select a team member from the list by clicking on them or use the search field to type in a specific team member's name and view their timesheets

4. To approve a timesheet select a timesheet with Pending status, review the shift details on the screen. You can edit any details you need to update such as Area, shift or break times. You can also click Round next to the Start/Finish time to round the timesheet times according to rules that have been configured for this location. Once you are happy with the timesheet, click Approve or Approve & Next if you would like to view the next timesheet.

Approve & Next will take you to the team member's next timesheet automatically. If you have approved all of the selected team member's timesheets then Approve & Next will take you to the timesheet of the next team member on this list.

Team members whose timesheets are all approved for the period selected will be colored green and automatically drop to the bottom of the list.

If you are satisfied with all timesheets for the selected time period for a selected team member you can bulk approve all their timesheets at once by clicking on Approve All.

In the example below, Fran Nondas has 7 timesheets to approve for this time period. Clicking Approve All will approve them all.

Note that only timesheets with the timesheet progress as Submitted can be bulk approved. If you have a timesheet with progress listed as Unsubmitted you will need to review the timesheet individually.

Unsubmitted timesheets mean a shift was scheduled but the team member did not clock in. You will need to work out whether the team member did work the scheduled shift without clocking in and then either Import scheduled details to complete the timesheet and approve the shift or else Discard Time Sheet if the shift was not actually worked.

When a manager (Supervisor, Location Manager or System Administrator) approves a timesheet, the time and pay component of the timesheet is approved.

However, there may be an instance where within a timesheet, the team member's pay and the worked hours are to be approved separately, or a timesheet has been approved, but the pay and/or the hours later need to be amended.

Amending a timesheet can be done from within the Approving Timesheets page.

Users with Deputy access level of Location Manager and System Administrator are able to amend and approve the time and pay component of the timesheets for team member's they manage.

Users with Deputy access level of Supervisor are only able to amend and approve the time component of the timesheets for team members they manage but they are unable to view or amend the pay component of any timesheets.

1. Click on the Approved timesheet you wish to amend.

2. Click Unapprove Time

3. You can now edit any of the shift time components you need to by clicking on the relevant field.

After you have edited the fields please click click Approve or Approve & Next if you would like to view the next timesheet.

Note that when approving timesheets, you should always do so in chronological order, approving timesheets starting with the oldest date to the most recent date. This will ensure that all overtime and shift loading calculations are accurate. Anytime you edit a timesheet and there are previously approved timesheets for the same employee on a more recent date, you should unapprove and re-approve all timesheets after the date on which you made the edits.

Note: only users with access permission of Location Manager and System Administrator can amend the pay component of timesheets.

1. Click on the Approved timesheet you wish to amend.

2. Click Unapprove Pay

3. You can now edit any of the pay components for the team member's timesheet then click Approve.

Note that when approving timesheets, you should always do so in chronological order, approving timesheets starting with the oldest date to the most recent date. This will ensure that all overtime and shift loading calculations are accurate.

Anytime you edit a timesheet and there are previously approved timesheets for the same team member on a more recent date, you should unapprove and re-approve all timesheets after the date on which you made the edits.

Read more at Unapprove time and/or pay in timesheets.

Review timesheet clock in and out location on Deputy mobile app

Managers can review a team member's timesheet clock-in and out location if they clocked in and out with the Deputy mobile app.

Click on the Geo fence information in the pending or approved timesheet to see the clock-in and out location.

In the example below, the team member clocked in (green icon) and out (red icon) within the geofence configured for that work location.

In the second example below geofence is not enabled at this location and the team member is recorded in the timesheet as clocking in 18,295m away from the work location.

To find more information about the icons displayed on the timesheet map, tap the i icon.

How do I bulk approve timesheets on the Deputy mobile app?

You can also bulk approve timesheets on the Deputy mobile app as well.

If you are satisfied with all timesheets for a selected Location and Date, tap Select all at the top right corner of the timesheet tab and tap the Approve X button.

Note: Absent timesheets in which the employee didn't show up for the scheduled shift can not be bulk approved.

Tips and tricks

When approving timesheets, if a team member clocked on using a mobile app you will see a green pin where they clocked on, making it easy to determine whether or not the team member was at work.

If you have photo verification enabled on the iOS Kiosk or Andriod Time Clock, you will see the team member's photo in the timesheet.

If you are using the Kiosk or Android Time clock without photo verification you'll see only the workplace displayed.

You can message your team member directly from their timesheet to query any issues with their shift details.

You can also amend team members' pay rate settings directly from the timesheet by clicking on their photo or name in the list on the left-hand side. This will take you directly to their profile in People.

I'm getting a "cannot submit timesheet" error message. Why is that?

It's possible that the timesheet is being submitted for an area marked as a non-worked area in area settings and is causing this error. If you are trying to submit a timesheet in a non-worked area please ensure you have toggled on the business settings to allow team members to submit timesheets in non-worked areas.

You may also be interested in:

• Introduction to timesheets
• Exporting timesheets
• Rounding timesheets
• Timesheet history