From time to time, team members forget to clock on or off for their shift. This article looks at what the manager needs to do on the team member's timesheet in this scenario.
Note that only users with an access level of Supervisor, Location Manager, System Administrator and Advisor can amend and approve timesheets with Supervisors only having access to approve time components not cost.
Let's look at some possible scenarios:
- Team member forgot to clock off at end of the shift
- Team member forgot to clock on (noticed during shift)
- Team member worked their scheduled shift but forgot to clock on or off at all
- Team member worked an unscheduled shift but forgot to clock in or out of Deputy
- Team member did not show up for a scheduled shift
Team member forgot to clock off at end of the shift
If a team member clocked on for a scheduled shift but forgot to clock off when they finished but remember later, they can still clock off and then if permitted, the team member may amend the end time of the shift themselves to the correct time they finished.
Alternatively, a manager may manually input the actual end time of the shift into the timesheet to end the shift on behalf of the team member.
On the Deputy website on the Timesheets tab:
- Select the team member's timesheet that was not clocked off
- Input the end time on behalf of the employee
You can now approve the timesheet following the normal process.
It is also possible for a manager to end a team member's shift or amend their timesheet from the Deputy mobile app.
- Open the schedule for the location where the team member forgot to clock off and tap on the shift still running.
- Tap End shift OR tap on Timesheets.
- Select the timesheet showing the team member is still on shift and then tap on the finish time to amend it to the time the team member actually finished. Then tap Approve.
Note: In the event that neither the team member nor their manager ends a shift at the scheduled finish time, then after 23 hours Deputy will automatically end a scheduled shift and round the time to the scheduled finish time. See the example below:
Note: 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.
Team member forgot to clock on (noticed during shift)
If a team member started work on time for a scheduled shift but forgot to clock on in Deputy they will be displayed as Late.
If it is noticed during the shift that the team member has not clocked on:
- Ask the team member to clock on.
- Make a journal note of the time that the team member actually started work.
- Adjust the start time when approving the timesheet to the time the team members started work as per the journal note.
Note: It's important that team members clock on to start their shift, not just for accurate timesheets but also because clocking into Deputy will ensure they have access to any procedures for the shift, their personal tasks and announcements.
Team member worked their scheduled shift but forgot to clock on or off at all
If a team member has worked a scheduled shift but forgot to clock on or off and it is only noticed after the shift is complete, this will appear as an unsubmitted timesheet.
- There will be an Unsubmitted timesheet for the employee in Approve Time Sheets.
- Use the Import scheduled details option and then edit the details as appropriate. It is also possible to manually type in the start and end times of the shift and break details if you do not wish to use the scheduled details.
- Approve the timesheet following the normal process.
Team member forgot to clock on or off but worked an unscheduled shift
If a team member has worked an unscheduled shift but did not clock in or out from Deputy:
- On the Timesheets tab, select Approve Timesheets.
- Select the team member you wish to create a timesheet for and click on Add Time Sheet.
- Enter the date of the timesheet you wish to create and click Add Time Sheet.
- Fill in the details of the shift on the blank timesheet.
- Approve the timesheet following the normal process.
Team member did not show up for a scheduled shift
When a team member does not show up to clock on for a scheduled shift the timesheet will appear in the Approve Timesheets tab as unsubmitted.
There are a number of options available to managers when deciding what to do with the timesheet.
Discard the timesheet
In the event that the employee did not work the shift you may want to discard the timesheet. To do this:
- Select the Ubsumitted timesheet where the team member did not work.
- Click Discard Time Sheet as shown in the example below.
- The timesheet Status will now show discarded.
Assign as a Leave timesheet
In the event that the team member did not work and you would like to keep a record of a 'no show' or assign leave such as sick leave please amend the timesheet:
- Select the unsubmitted timesheet where the team member did not work.
- Click Import scheduled details.
- From the drop-down menu in the Area of the work field and select the desired leave type.
- Approve as normal.
You may also be interested in reading about timesheet history or how managers can set up reminders for team members who may forget to clock on and off or not submit timesheets.