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A Guide to Timesheets
A Guide to Timesheets

How to navigate the Timesheet feature on Rotageek.

Tori avatar
Written by Tori
Updated over a week ago

Timesheets are used to reconcile hours actually worked by employees.

The Scheduler is a tool used to plan the hours for your location; Timesheets allow you edit and record the times an employee was present for a shift, attach payroll codes to entries and finally submit these hours to your Payroll department.

Once a rota has been approved, the entries are pulled into the Timesheets ready to be edited and sent off.

To edit an 'Outstanding' week all you need to do is click on the entry, this will pull up the Timesheet for that week.

The Timesheet displays in a similar way to the Scheduler to make it easy to see which employee worked what on each day.

  • Employees will show down the left hand side

  • Day of the week along the top

  • Totals bar at the bottom

  • Individual employee totals down the right hand side

On the right hand side you will see the totals for each employee with colour indications to highlight the number of hours worked against their contracted hours.

  • Green means they have completed their contract hours exactly

  • Amber means they are above their contract hours

  • Red means they are below their contract hours

You will also find their 52-week average, which is their weekly average hours over the last 52 weeks.


How to approve shifts on the Timesheet:

Unapproved 'shift' entries will display white, unapproved 'leave' entries will display in purple and all approved entries will display green.

To review and approve an entry, select the one you want to review and click it, this will open up a new modal.

Once opened, you can edit the location if needed, the times and the payroll code. If an employee worked different hours to the scheduled time, you can change the timesheet column for it to be saved and reported on successfully.

If you are amending the times, you'll need to make sure the amount of hours is also amended in the payroll section for them to match.

Once completed, you can save or directly approve the entry to say you've confirmed this.

You can also add comments onto the timesheet entry directly.


Submitting and Signing Off the Timesheet:

If there are any unapproved entries within a Timesheet, it will display as 'outstanding' until you have completed the whole week.

Your company may have the 1 or 2 step approval on timesheets.

1 step:

You will be able to sign off the timesheet once you have approved all entries on the week. Once signed off, the timesheet will go grey and not be able to be edited by yourself. Only a payroll admin can make amendements to this week.

2 step:

You will be able to submit the timesheet entry once you have approved all entries on the week. This will turn the timesheet grey and the 1st step is complete. This is then signed off by someone else in the company e.g. higher manager or payroll admin. They can make changes during this process from submitted to signed off.


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