A new timesheet experience is coming soon and will begin rolling out to Beta csutomers.
Click here for help with the current timesheet experience if you are not on the new experience yet.
This article is a general overview of the new timesheet experience in Deputy and has been written primarily for managers who review and approve timesheets.
- What is the new timesheet experience?
- Who will have access to the new timesheet experience?
- Will there be any change to the ways timesheets can be created in Deputy?
- How can I access the new timesheet experience in my account?
- Timesheet types
- Timesheet status
- What features are currently not supported?
What is the new timesheet approval experience?
Deputy's new timesheet approval experience delivers a completely refreshed way to review and manage timesheets. It has been designed to allow managers to review and manage timesheets more efficiently through features such as:
- Flexible views - complete control over what timesheets you see and how they are presented
- Easy access - see important information at a glance
- Review by exception - clearly split timesheets with issues from the ones that can be approved quickly
- Customizable as per your business needs - set tolerances and flag issues that matter to your business
- Manage timesheets in bulk - bulk actions that go across team members, locations, and dates
Note: The new timesheet experience is limited to the Approve timesheets tab on the Deputy website. You can still approve timesheets on the Deputy mobile apps in the same way as before.
The Export timesheets tab on the Deputy website will continue working as it does currently.
Who will have access to the new timesheet approval experience?
The new timesheet experience will be slowly rolled out to customers in phases throughout 2024. You will be notified on the web once you have access to it.
Users in Deputy who currently have access to Timesheets will retain all the same level of permissions in the new timesheet experience.
Will there be any change to the ways timesheets can be created in Deputy?
Managers and team members can continue creating timesheets as they do currently and there will be no change to that.
For a reminder about the various ways to create timesheets please read Ways a timesheet can be created In Deputy.
Changes to adding and managing leave timesheets
We've updated how leave timesheets are added in the timesheets page to ensure managers have visibility to key information upfront such as leave balance when adding leave on behalf of team members.
Therefore, changing the area of a timesheet to a leave type will no longer be supported in the new timesheet experience.
To add and approve single or multiple leave timesheets, Managers will now access the leave request form in the team member profile by either clicking 'Add' > 'Add leave request' option available on Absent and Late timesheets or add leave for a team member by navigating to the team member profile by clicking on the team members's profile photo in the team member filter on the left hand side.
on new timesheet approval page. This will automatically generate leave timesheets in the timesheet page. Please note, you may observe a small delay before they appear in the timesheet list view.
How can I access the new timesheet experience?
Once the new timesheet approval experience has been made available to your account, you will be able to access it by clicking Try it now on the current Approve Timesheets tab
If you need to switch back to the existing timesheet view during this Beta period, you can by clicking on Switch to classic. Leave feedback when prompted to let us know who we can do better.
Managing timesheets in the new timesheets experience
Finding a timesheet
Once you are on the new timesheets page, you'll need to use the selectors found on the left-hand side to display the timesheets you need to review.
Timesheets will only appear for the selected:
- location and
- date range and
- status
If you can't find a timesheet, then one of these three selectors may be incorrectly set.
If you are looking for a specific team member, you may also use the team member filter to search and filter for them.
You can also control how you view the displayed timesheets using the view sector on the top left of the page. You can choose to group timesheets by:
- Team member
- Date or
- Area
For more details about each filter option please read Filtering and reviewing timesheets.
Reviewing timesheets
Once you have used the selectors on the left-hand side of the page to filter for the timesheet you wish to review, the timesheets will be visible on the right side of the page.
Key information such as any start or end time discrepancies, missed breaks, and team member comments on the timesheets will be identified with triangle warning icons. You can hover over these warnings to see what has triggered it.
Clicking on a specific timesheet will reveal a more detailed representation of the timesheet. You will be able to get shift question responses, clock-in records, pay amounts and other detailed information on this view.
Timesheet types
There are two types of timesheets:
- Worked shift timesheet - these are timesheets for the time that has been worked by a team member
- Leave timesheet - these are timesheets that capture leave taken by a team member
Timesheet status
Status | Timesheet details |
Upcoming | The team member's shift is scheduled but has not started yet |
Late | The team member's shift is scheduled and has started but the team member has not clocked in yet |
Absent | A placeholder shift was scheduled but no team member clocked on or off. You will either need to enter the shift details and approve, or discard the shift if it was not actually worked |
On Shift | The team member's shift is in progress |
Submitted |
A timesheet was created but it isn't approved yet. To review what actions will trigger the creation of a timesheet review Ways a Timesheet Can Be Created In Deputy. |
Time Approved | The start, end and break time details of the timesheet have been approved. |
Pay Approved | The time and pay details of the timesheet have been approved. |
Paid | A manager with permission to export timesheets has marked the timesheet as Paid. The timesheet can no longer be edited without marking the timesheet as unpaid. |
What features are currently not supported
-
Links to timesheets from other parts of Deputy will take the user to the classic timesheet experience and the manager will need to switch to the new experience
- Managers may not be able to see timesheets from locations that do not manage (lent timesheets), this is supported in classic timesheet experience for some special cases
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