The Timesheet Report is your central hub for reviewing, verifying, and approving staff hours before payroll. This guide will walk you through filtering timesheets, approving scheduled versus actual clock-in times, adjusting shifts for billing, and exporting your data to your accounting software.
Timesheet List
Navigate to Timesheets > List from the sidebar menu to view the timesheet report for all staff members.
Use the date range dropdown menu in the upper-right corner to filter the report by time period. You can choose from this week, last week, next week, or select a custom range.
You can also filter the report by facility, shift type, staff member, or team. The system will automatically remember your selections and your page position.
If you click on an individual staff member's timesheet to review it and then click back, your previous filters and spot on the list will remain exactly as you left them.
These filters also update the URL in your browser, meaning you can easily bookmark a specific filtered view or copy and paste the link to share it with another admin.
Staff Timesheets
You can click on a staff member’s name in the Timesheet List page to view their detailed timesheet. Alternatively, you can navigate to Staff > List > Staff Member's Name > Timesheet.
At the top of the page, a helpful summary of the various totals is provided.
You can filter the list by location, facility, shift type, and approval status. You can also set the date range for the list.
The staff switcher allows you to quickly navigate between staff members without returning to the main list. You can use the left and right arrows to step through your team sequentially, or use the dropdown menu to jump directly to a specific person. The dropdown also displays your current position (e.g., "3 of 47 staff") to help you keep track of your review progress.
Under the column labelled 'Actions', you will be able to choose between a green thumbs-up symbol, an orange thumbs-up symbol, and an Edit button. We will be discussing these symbols in detail.
Note: Hovering your cursor over the icons will tell you which action is about to be performed.
Approve Clock-In and Clock-Out Times
To approve the worker's clock-in/clock-out times on a shift, click the green thumbs-up symbol.
Note: Clients will generally still be invoiced according to the rostered time of the shift. It is suggested that you approve timesheets using the scheduled times and adjust the shift as detailed below before approving.
The system will confirm with a pop-up notification on top of the screen.
This now means the shift has been verified and approved. This locks the shift, and the details of the shift cannot be edited.
Once approved, if the clock-in or out times are different from the scheduled shift times, you will see the hours column adjust accordingly.
Approve the Scheduled Times
Clicking the orange thumbs-up symbol on a shift results in the scheduled time being approved and used for payroll and invoicing (instead of the clock-in/out times).
A pop-up notification will appear on top of the screen.
Rules-Based Approval (US Accounts Only)
For US accounts, there is a third option available: Rules-Based Approval. This ensures you do not overpay for time outside of a scheduled shift, while still capturing the exact clock times for EVV and auditing purposes.
To use this feature, an Admin user must first toggle 'Enable rules-based clock in/out approval' to on in Account > Settings > Time and Attendance.
When you click the purple thumbs-up symbol on a shift, the system will apply the following rules based on your account's set Attendance Threshold (configured in Account > Settings > Time and Attendance):
Early clock-in / Late clock-out: Always capped at the scheduled shift time. The carer will not be paid for arriving early or leaving late.
Late clock-in / Early clock-out (within Attendance Threshold): The carer is paid for the full scheduled shift time.
Late clock-in / Early clock-out (outside Attendance Threshold): The carer is only paid for their actual clocked time.
When you click the purple thumbs-up, a preview dialog will appear showing exactly what times the system has calculated before you confirm. If a carer has no clock-in/out times, Rules-Based Approval will not be used for that shift.
Adjust the Shift Time for Billing
If you want to bill your client for the worker's time on the shift based on the clock-in/out times rather than the scheduled time, click on the 'Edit' button in the Actions column.
This allows you to adjust the shift's start and end times (scheduled time) to match the clock-in and clock-out times.
Make sure to turn on 'Update Shift Time' to apply the new shift times and update the billing. Click 'Submit' after making the necessary changes.
Highlighted Used Times
Once a shift is approved, the system will highlight the specific time that was used to calculate the payroll hours. This makes it instantly recognisable without having to check the Actions column:
Green Highlight: The staff member's actual clock-in/out time was used.
Orange Highlight: The shift's originally scheduled time was used. If a shift has no clock-in/out data recorded, the system will automatically fall back to the scheduled time and highlight it orange.
Purple Highlight: Rules-based approval was applied.
If you use Rules-Based Approval, the highlighted colour will depend on which specific time the system chose to apply based on its rules.
Once approved, the 'Actions' column of the individual's timesheet will now show either a green or orange thumbs-up symbol, a Redo symbol, and an 'Edit' button.
Green thumbs up: The clock-in and clock-out times are approved.
Orange thumbs up: The scheduled times are approved.
Purple thumbs up: Rules-based logic was applied.
Read this to learn how to turn on staff notifications for timesheet approval.
Undo Approvals
If you want to undo an approved shift, you can do so by clicking on the blue Undo icon that appears once you have approved the shifts. That shift is now unverified, and you can repeat the steps above.
Approve All Shifts
If you want to approve all the shifts in the timesheet date range at once, click on the ‘Approve all’ button. Several options will appear, and you can choose between 'Approve all clock in/out times', 'Approve all scheduled times', or 'Approve all using rules-based logic' (US accounts only).
If you approve rules-based logic in bulk, the system will automatically skip any staff members who are missing clock data.
Timesheet Icons
Icons are used within the timesheet to indicate certain statuses.
Speech Bubble: This shift has a note attached to it.
Stop Sign: The circle with a line going through it indicates the shift was 'Cancelled by us'. The staff member will not be paid for this shift.
Solid Black Hourglass: This identifies a shift that hasn't been accepted by the worker.
This happens when the 'Confirmation required' option is enabled and the staff member hasn't accepted the shift.
Warning: No Allowance Attached
This warning will be displayed on the timesheet when KMs/mileage or expenses were added to the shift, but the allowance hasn't been attached to the shift. You will see these warnings:
No mileage allowance attached
No expense allowance attached
Allowances should be attached to a shift for ShiftCare to report them to your payroll system.
Print and Download a Staff Member's Timesheet
If you want to download the timesheet, click the Download icon in the lower-right corner of the screen. This will download the data in CSV format.
To print the timesheet, click the Printer icon, which will bring up two options. Selecting 'Detailed' will allow you to print the complete data, including clock-in and clock-out times. 'Only Timesheet' will not include the clock-in/out times.
You will see a print screen page where you can choose which pages to print, set up margins, etc. Click on 'Print' when ready.
This is also where you can save the file as a PDF. Simply select 'Save as PDF' in the Destination drop-down menu and click 'Save'.
Print and Download All Staff Timesheet Report
After making the necessary changes, click the 'Staff List' button in the lower-left corner to return to the main staff timesheet list.
From here, you can click the Download icon in the lower-right corner of the screen. This will open a menu with different download options. Select the format you need.
To print the report, click the Printer icon to open the Print Settings page. Here, you can choose which pages to print, set the paper size, customise the margins, etc.
You can also save the report as a PDF file by selecting 'Save as PDF' in the Destination drop-down menu.
Click 'Save' after making the necessary changes.
Frequently Asked Questions (FAQs)
I completed a sleepover shift. Why does the Timesheet Report show 0 hours?
If a Sleepover Allowance is applied to the shift, the system records it as a single sleepover allowance instead of calculating it based on the number of hours worked. As a result, the Hours column in the Timesheet Report may show 0 hours.
To view the recorded sleepover allowance:
Open the Timesheet Report.
Click the three-dot menu.
Enable the Sleepover Allowance column.
The sleepover entry will then appear in that column instead of the Hours column.
Further Reading:
For further assistance with Staff Timesheet Reports, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support@shiftcare.com.