A new timesheet experience is coming soon and will begin rolling out to Beta customers.
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.
Before you begin, ensure you have read Introduction to the new timesheets experience (Beta) and Filtering and Reviewing Timesheets (Beta).
- Timesheet permissions
- Adding timesheets
- Editing timesheets
- Approving timesheets
- Unapproving and amending timesheets
- Editing and approving leave timesheets
- Viewing timesheet comments and history
- Exporting timesheets
Timesheet permissions
Users with Deputy access level of Location Manager and System Administrator can amend and approve the time and pay details of the timesheets for team members 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.
Adding timesheets
There are times when managers may need to add a timesheet on behalf of a team member who may have forgotten to clock in for a shift.
To add a new timesheet, click on Add on the top right of the page then Add timesheet on the drop-down menu.
Using the drop-down menu select the name of the team member you wish to create the timesheet for.
Add the following details for the timesheet:
- Date
- Start and end time
- Area and location
- meal and/or rest breaks taken
Then click Approve when you are ready to approve the timesheet.
Once pay approved, you can see the timesheet has been added as an unscheduled shift and the pay details will be displayed.
Note: If you need to manually add many timesheets you may do this using bulk upload from a spreadsheet. Please read Bulk import scheduled and timesheets for more information.
Editing timesheets
Managers may need to edit the details on a timesheet before approving it, due to some misadventure such as the team member forgetting to clock off, going home unwell or there is some reason the details are incorrect for the shift worked.
Managers may only edit timesheets while they are in the status of:
If timesheets are already time-approved or approved they can not be edited and would need to be unapproved before they can be edited and then approved again.
If timesheets are already marked as paid they can not be edited and would need to be marked as not paid on the Export timesheets page before they can be unapproved, edited and then approved again.
What details in a timesheet can managers edit?
- Date
- Area
- Shift start and end times
- Break type and duration
- Break start and end times
- Answers to shift questions
- Pay rules
Note: Only users with Deputy access level of Location Manager or System Administrator can view and amend the pay component of the timesheets for team members they manage.
Editing a pending timesheet
Click on the selected timesheet to display the timesheet detail on the right-hand side. Edit the detail you wish to change. In the example below, the manager has changed the break time from 60min to 30min. then click Approve (or Approve and next if you wish to review the detail of the next timesheet in the list)
Editing an absent timesheet
Managers may also see timesheets with the status Absent which means the team member was scheduled for a shift but did not clock in to start the shift.
Click on the Absent timesheet to view the scheduled shift details. The timesheet will be auto-filled with the details of the scheduled shift.
As a manager:
- If you know that the team member did work the shift as scheduled you can click Approve.
- If you want to request leave on behalf of your team member, then you can click Request leave.
- If you know that the team member did not work the shift and want to remove the timesheet click on the three dots button to display additional options and then you can click Discard.
- In the additional options menu, you can send a message to the team member to ask them about the missed shift.
Approving timesheets
Timesheet approval workflow
Generally, each organisation will have a timesheet approval process that aligns with its own procedures and payroll process and managers will periodically review and approve timesheets for a specific past period before exporting them to payroll for payment. It is not possible to approve timesheets in the future.
Deputy recommends approving timesheets in chronological order that is, approving timesheets starting with the oldest date to the most recent date. This will assist with the accurate calculations of overtime and shift loading calculations.
When approving timesheets for payroll, a manager will select the appropriate location and date filters to display the appropriate timesheets they need to review.
If your organisation has configured auto-approval settings for timesheets then you may find that timesheets that fall within the criteria configured will be auto-approved. On the Approve timesheets page, these will be found under the Approved tab with a lightning bolt icon to indicate they were auto approved.
Next, the manager would turn their attention to the Pending timesheets tab and review timesheets that require approval.
There are several ways managers can approve a team member's timesheet:
Quick individual timesheet approval
From the timesheet summary list managers can individually click the Approve button (on the right-hand side) of each timesheet listed to approve the timesheet.
Detailed view approval
If you need more information about a timesheet before you can approve it, simply click on the timesheet to display the detailed view then when you are ready to approve click Approve button to approve this timesheet (or Approve and next if you wish to review the detail of the next timesheet in the list).
Bulk approving batches of timesheets
Managers can use the tick boxes on the left hand side to to enact bulk changes on any timesheets selected.
In the example below the manager has selected the check box next to the team member's name to select all pending timesheets associated with Cleo Simpson (for the filtered date and location). The manager can click Approve (6) with no issues to approve all selected timesheet in one click.
While the timesheets are selected, additional bulk actions can also be performed by clicking on the three dots additional options menu to unapproved time or discard timesheets. You can also clear the selection if needed.
Bulk approving all displayed timesheets with no issues
If you would like to approve all displayed timesheets with no issues, click on the check box next to Pending timesheets and then click Aprove X with no issues. These timesheets will be approved and moved to the Approved tab. You can then review the detail of the remaining timesheets with issues and decide how to proceed with these timesheets.
How will I know when all timesheets have been approved?
You will know that all timesheets for your selected location and date period have been approved when the number next to the Pending tab is 0 and your team members all have green ticks next to their name son the team member list on the left hand side list.
Unapproving and amending timesheets
There may be times when an approved timesheet needs to be amended. To amend an approved timesheet you first have to unapprove the timesheet.
Select Unapprove, if you need to amend shift details such as date, time or area worked. If you only need to amend the pay detail you can select the Unapprove Pay option.
A timesheet can be unapproved in several ways:
Quick unapproval of an individual timesheet
Click on the three dots icon on the right-hand side of the timesheet you wish to unapproved, then select Unapprove time or Unapprove pay as required.
Detailed view unapproval
When viewing the detailed view of an approved timesheet click on Unapprove time to amend shift details or Unapprove pay to amend pay details.
Unapprove timesheets in bulk
Using the tick boxes on the left-hand side of the timesheet list item, select the timesheets you want to unapprove (or ticket the box next to Approved tickets to select all approved timesheets), then click Unapprove to unapprove time for all selected timesheets.
If you need to unapprove pay then click on the additional option three dots menu and select Unapprove pay from the drop down.
Note: previously timesheets already approved may be recalculated if another timesheet in the same scheduling week is approved as per the configuration in the business setting here. System Administrators are able to pre-set whether during recalculation approved timesheets with overridden pay (such as manually added allowances) need to be also recalculated or left as overridden using the following business setting:
Editing and approving leave timesheets
We've updated how leave timesheets are added in the timesheets page to allow managers have visibility to key information upfront such as leave balance when adding leave on behalf of team members. More information on this in the introduction to the new timesheet approval (beta).
As leave timesheets will be generated from leave requests, they will appear as auto-approved. You can tell a leave timesheet apart from a regular timesheet by observing the palm tree leave icon in the area column.
When editing a leave timesheet note that the detailed view will contain information only relevant to leave excluding details like breaks or area worked. You will still be able to unapprove the timesheet, edit details such as date, time, pay and reapprove the leave timesheet as required.
Information includes:
- Team member who owns the timesheet
- Date of leave
- Start and end time of leave
- Leave type
- Leave request comment
- Total hours
- Total pay
Timesheet comments and history
Timesheet comments
Both shift notes (left by the team member) and other manager's comments will appear on the timesheet and can be viewed from both the list view and detailed view.
In the list view, timesheets with comments will show a comment icon and a number to indicate how many comments are left on the timesheet. Hovering over the icon will reveal the shift notes if there is one or the most recent manager comment. You will have to open the timesheet to see all comments.
To see all comments on a timesheet, please click on the timesheet to open detailed view.
A shift note left by the team member will appear in it's own section with a comment icon. All comments left by managers will be at the bottom of timesheet detailed view. These are not visible to the team members.
You may also add new comments to a timesheet in the detailed view. Type your comment in the comment field and click the send icon. Note: this timesheet comment field has a limit of 300 characters.
Timesheet history
You may view a full history of any changes made to a timesheet by clicking the three dot icon on the right-hand side of the relevant timesheet in the list view and selecting View history.
You may also view a full history of a timesheet in detailed view by clicking the three dot icon at the bottom of the panel and selecting View history.
Exporting timesheets
The Export Timesheets tab is unchanged. Managers can continue to export timesheets in the same way as they previously were able to.
This Export Timesheets tab will be developed further in the future. Let us know what you'd like to see improved!