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

• Finding the timesheets you want to review
  • Location and area selector
  • Date selector
  • Group by selector
  • Display Team members' timesheets outside selected locations
  • Search by team member name
• Reviewing timesheets

Finding the timesheets you want to review

On the new timesheets page, you'll need to use the filters to display the timesheets you need to review.

If you notice a timesheet you expect to see is missing, revise the selected filters.

Location and area selector

The location and area selector functions as it does in the Schedule tab. Use this selector to view the timesheets that belong to specific areas or locations.

Date selector

You can use the date selector to display timesheets based on:

• weekly
• fortnightly
• monthly OR
• custom periods

We recommend aligning these date periods with your pay calendar to manage timesheets based on the payment period. 

You can use the arrows to move the view forward or back to view other timesheet date periods.

Note: You will not be able to move forward beyond the current week.

You can choose to view timesheets using custom dates up to a maximum of 90 days.

Group by selector

You can also control how you view the displayed timesheets using the View by sector on the top of the filter side panel. You can choose to group timesheets by: 

• Team member or 
• Date or
• Area

Group timesheets by team member

Using the Group by selector, you can Group by team member to see all timesheets belonging to each team member for the selected date period and location(s).

Group timesheet by date

Using the Group by selector, you can Group by date to see all timesheets belonging to each date in the selected date period and location(s).

Group timesheets by area

Using the Group by selector, you can Group by area to see all timesheets belonging to each area in the selected date period and location(s).

Display Team members' timesheets outside selected locations

While reviewing timesheets, managers have the option to display team members' timesheets that may be outside the selected locations.

To do this click on the filter button and tick the checkbox.

In this example, the manager is reviewing the timesheets in the "The Azure" location for Abby Huang and sees that she has one timesheet worked outside of the selected location. When expanding the selection, the manager can view the summary of a timesheet where Abby has also worked at location "The Shell" and click on it to view details.

The article What timesheets do Location managers see in Approve Timesheets?  discusses why managers might need to view timesheets from locations other than those they manage.

Search for a timesheet by a team member's name

Managers can also use the team member list on the left-hand side of the Approve timesheets page to sort or search for specific team members by name.

As a quick check, the color of the frame around the profile pic will tell you if all displayed timesheets (within the filtered location and date period) for this team member have been approved (GREEN with a tick next to their name) or are still pending approval (YELLOW)

Collapse or expand the team member list

Click on the arrow at the top left of the page to expand or collapse the team member list if you need more space to review timesheets. While you are in collapse mode you can hover the mouse over to the left of the page to quickly reveal the list if you need to view it again.

Sort the team member list

Click on the sort button to change the sort order of the team member list to sort by:

• First name
• Last name
• Preferred name

Search the team member list

Type a team member's name in the search field and hit enter to find a specific team member by name

If you click on a specific team member's name to see their timesheets but want to return to see all timesheets just click on their name in the team member list again to deselect it.

Reviewing timesheets

Once you have used the selectors filter the timesheets you want to review, the timesheets will be visible on the right side of the page.

In the timesheet list, key information (depending on the Group by view you are selected) will be surfaced on each row:

• Date or Team member name
• Timesheet status
• Start and end time
• Unpaid meal break duration
• Total hours
• Area worked
• Cost (if Pay approved and the manager has permission to view costs)
• Shift comments

Timesheet that may contain issues such as any start or end time discrepancies or missed breaks can be easily identified by looking out for the triangle warning icons. You can hover over these warnings to see what has triggered it.

Timesheets with comments will also represented by a comment icon. 

Clicking on a specific timesheet will reveal a more detailed representation of the timesheet. You will be able to review shift question responses, clock-in records, pay amounts and other detailed information in this view. Click the x on the top right of the screen to close the detailed view.

Note: If you want to see the detailed view of another timesheet you don't have to click the x to close the previous one but can simply click on the next timesheet to view its details.

Please now read:

• Editing, approving, unapproving and amending Timesheets