Timesheet Management Interface: User Guide

HRLocker Timesheet Management: User Guide

The Timesheet Management Page in HRLocker offers a centralized solution for managers and admins to efficiently review, manage, and approve timesheets. With its intuitive dashboard, advanced filters, and customizable views, users can ensure accuracy and streamline payroll processing.

Timesheet Management is accessible through the Time On section, provided you have the appropriate permissions.

How to Access Timesheet Management

1. Navigate to Time On:
   • Log in to HRLocker.
   • From the main navigation menu, select Time On.
2. Timesheet Management Button:
   • The Timesheet Management button will appear on this page.
   • This button is available to:
     • Managers: Managers with Time On permissions for their assigned employees.
     • Admins: HRLocker admins with full system access.

Key Features

All-in-One Timesheet Overview

• Single Dashboard: Access all employee timesheets on one page, across all statuses (Unsubmitted, Submitted, Approved).

• Submit, Approve, or Reactivate Timesheets:

  • From a single page, use the action icons to manage timesheets efficiently:
    • Submit: Submit unsubmitted timesheets directly from the dashboard.
    • Approve: Approve timesheets that have been submitted by employees.
    • Reactivate: Reopen approved timesheets to make necessary changes.
  • These actions can be performed individually or in bulk, streamlining timesheet management for multiple employees.
• Daily Breakdown: Expand an employee’s timesheet to view a detailed daily breakdown of hours worked and clock-in/out times.
• Customizable Columns:
  • Start with the basic view, then add columns such as Work Patterns, Total Project Hours, Contracted Hours, and the difference between contracted and actual hours worked.
  • If payroll rounding is enabled, display Payroll Rounded Hours for added insight.
• Alerts for Missing Entries: Visual alerts flag missing clock-in or clock-out times for easy follow-up.
• Leave Indicator: A leave icon marks days an employee is on leave, expand the employee's timesheet to view the daily breakdown and hover over the leave icon to display specific details about the leave
• Notes: A notes icon is shows if an employee has a note for the week. Expand the employee’s timesheet to access their daily breakdown and hover over the notes icon to view the full note content
• Use toggles to group key icons and streamline your workflow:
  • for example toggle to group alerts to help prioritise which timesheets needs review.

Filter Options and Permissions

• Flexible Filters:
  • Narrow down results by Office, Department, Team, or Employee.
  • Utilize multi-select and select all/deselect all options for convenience.
• Timesheet Status Filter:
  • Focus on timesheets by status (All Statuses, Unsubmitted, Submitted, Approved) to streamline actions.
  • Relevant bulk action buttons appear automatically based on the selected status.
• Week Selection:
  • Use the date picker to choose a specific week (defaults to the current week), with data loading only after a week is selected.

Timesheet Status Indicators and Actions

• Status at a Glance:
  • Quickly view each employee’s timesheet status (Unsubmitted, Submitted, Approved).
• Bulk Actions:
  • Save and Submit: Submit multiple unsubmitted timesheets at once.
  • Approve: Approve multiple submitted timesheets simultaneously.
  • Reactivate: Reopen approved timesheets for necessary adjustments.
• Automated Logs: Every action is logged in the employee’s Time On section, creating a clear, auditable history.

Customizable Columns for In-Depth Insights

• "Only include employees whose timesheets I approve": Filters the view to show only employees for whom you are the designated Time On Approver.
• Include Contracted Hours:
  • Displays the employee’s contracted hours (from Directory > Terms of Employment).
  • Highlights the difference between contracted and total hours worked (shown in decimal format).
• Include Payroll Rounded Hours:
  • If payroll settings are enabled, this displays timesheets rounded to payroll rounding and grace period configurations.
• Include Project Total:
  • Summarizes total project hours for each employee.
• Work Pattern:
  • Displays assigned work pattern details, such as start/end times and break durations.

Workflow Overview

Step 1: Access the Consolidated Dashboard

1. Log in to HRLocker as a manager or admin.
2. Navigate to the Timesheet Management page.
3. View an overview of daily timesheet totals, clock-in/out times, and flagged alerts for missing entries.

Step 2: Reviewing Individual Timesheets

• Use the View Button to open an employee’s detailed timesheet in a new tab.
  • The button turns orange once clicked, indicating it has been viewed.
• Any changes made in the new tab (e.g., edits to clock-in/out times or submissions) will dynamically update the dashboard upon saving.

Step 3: Final Review and Bulk Actions

• Use the Status Filters to isolate timesheets for bulk actions:
  • Submit unsubmitted timesheets.
  • Approve submitted timesheets.
  • Reactivate approved timesheets as needed.
• All status changes are reflected automatically in real-time.