A new timesheet experience is coming soon! It will begin rolling out to Beta customers in March 2024.
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)
Finding a timesheet
On the new timesheets page, you'll need to use the filter selectors located on the left-hand side panel to display the timesheets you need to review. This will allow you to focus on specific groups of timesheets if you need to.
Timesheets will appear in the list based on the following selected criteria:
- date range
- location and
- status
If you notice that a timesheet you expect to see is missing, revise the options selected to ensure the correct timesheets are in view.
If you are looking for a specific team member, you may also use the team member list in the filter panel to search and select that person. Selecting a team member from the list will show only that team member's timesheets in the list.
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
For first-time users, the date selector will initially display timesheets in the current week and the date range cycle will be set to view timesheets on a weekly basis by default.
You can change the date range cycle by selecting Change date period to show timesheets based on fortnightly or monthly cycles if required. We recommend aligning this 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 or select up to the last five periods in the selector. You will not be able to move forward beyond the current week.
You can choose to view timesheets using custom dates for a longer date period with a maximum of 90 days.
Status selector
The status filter has three options to choose from: All, Pending and Approved.
Option | Description |
All | All timesheets that belong to date and location filters selected will be displayed under this filter. 'Discarded' and 'Upcoming' timesheets will only appear under this filter. |
Pending | Only timesheets that require action or attention will appear under this filter. This refers to timesheets with the status 'Absent', 'Late', 'Submitted' or 'time approved'. Discarded and pay approved timesheets will not appear under this filter. |
Approved | Only timesheets that are complete will appear under this filter. This refers to timesheets with the status 'Approved' or 'Paid'. |
View 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
- Date or
- Area
Team member selector
Selecting a team member's name from the list in the filter panel will display only their timesheets for the chosen date range and location in the list view.
Click on the team member's name again to unselect them and show all timesheets.
You can search their name to find them faster
Team members' names will be sorted by first name by default. You can choose to sort them by either first name, last name or preferred name.
Reviewing timesheets
Once you have used the selectors in the left filter panel to 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 will be surfaced on each row, in order from left to right:
- Date
- Start and end time
- Unpaid meal break duration
- Total order
- Overtime hours
- Area worked
- Cost
- timesheet status
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.
Please now read: