In this article we cover:
Accessing Carer timesheet
To access the Timesheet for a specific carer, first click the Staff drop-down menu. Now either click the 'List' menu or find the member through 'Teams' and click on the name of the staff member's name you would like to view.
You can now see an additional menu labelled as the staff name you are viewing under the 'Staff' drop-down menu. Click on the subheading labelled 'Timesheet'.
Alternatively, if you are on the staff 'Details' page, you can click the 'Manage' drop-down menu in the top right-hand corner and then click 'Timesheet'.
Approve Staff Timesheet
Once you have found the appropriate staff member, verify and approve clock-in or clock-out times for shifts.
First, confirm your pay-run period by adjusting the Date Range by clicking the Date Box. You will now see an overview of all their shifts for that time period.
Under the column labelled 'Status', you will see an option to click on the Tick or Cross mark.
You will also notice at the top of the page helpful information on the various totals. See below image.
Approve the clockin or clockout time for a Shift
To Approve the worker's clockin and clockout times on a shift and therefore pay them for that time, click the Tick mark. It will change from a Tick to a Thumbs Up. The system will also confirm with a notification up top.
This now means the shift has been verified and approved. This locks the shift and the details of the shift cannot be edited.
Note: hovering your cursor over the icons will tell you which action is about to be performed.
Once approved, if the clockin or out times are different to the scheduled shift times, you will see the hours column adjust accordingly.
In this example, the worker will now be paid for the additional time they worked on the shift.
The breakdown of the individual's timesheet reports will show two icons - green or orange when approved.
"Accept shift with clock-in and clock-out times" = green thumbs up.
"Accept shift with scheduled times" = orange thumbs up.
Adjusting the shift time based on the worker's time to bill the client
If you wanted to bill your client for the worker's time on the shift based on the clockin/out times rather than the scheduler time, then you can do so by clicking on the edit button in the worker's timesheet.
This then lets you change the shift start and end time to align with the clock in/out times.
Make sure to have "Update Shift Time" ticked to apply the new shift times so this will also update the billing.
You should then approve the time for the Hours to be updated.
When reviewing the client's billing for the same shift you will notice the shift times have been adjusted along with the length of the shift.
Reject the clockin or clockout times for a shift
Rejecting the clock in or clock out times for a shift will mean the scheduled times are used for payroll and invoicing.
To reject these times and use the scheduled shift times instead, click on the Cross icon, and you will see a pop-up box where you can enter a reason for rejecting the shift. Click the Confirm button to finalise.
Alternatively, you can reject all at once, please see the section Verify All Shifts.
This 'reason for rejecting the shift' is then sent to the staff member via an app notification. Learn where to turn off the Notify Attendance Approval notification.
If you wish to undo an approved/rejected shift, you can do so by clicking on blue Undo Icon that appears once you have verified shifts. That shift is now unverified and you can complete the above steps again.
Verify All Shifts
If you wish to verify all shifts at once in the timesheet date range, click on the ‘Verify All’ button and you will see a drop down menu option, select Approve All or Reject All.
Icons in the timesheet
Icons are used within the timesheet to indicate certain statuses.
This shift has a note added to it.
The circle with a line through indicates the shift was "Cancelled by us" - the staff member will not be paid for this shift.
Solid black hourglass
This identifies a shift which hasn't been accepted by the worker. The hour glass icon is shown the the "Confirmation required" option is enabled and the staff member hasn't accepted the shift.
Warning: No allowance attached
No mileage allowance attached
No expense allowance attached
This warning will be displayed on the staff member's timesheet when KMs/mileage or expenses have been applied to the shift but the allowance hasn't been attached to the shift.
Allowances should be attached to a shift for ShiftCare to report them to your payroll system.
Print and Download Timesheet
If you wish to download a Timesheet, click on the Download icon. This will Download in CSV format.
To print a Timesheet, click on the Print Icon, you will see a window with further options, such as "Save to PDF'. These are located next to the Verify All button shown here.
You will see a print screen page where you can choose the number of copies, pages, set up margins, etc. Click on Print when ready. This is also where you can Save as PDF. Simply select 'Save as PDF' from the Destination drop-down menu.
Filter by Area
At the top right of the page you will see the drop down menu 'Filter By'.
Click on this label to select an Area to filter by. These are set up by you to enable grouping by a certain criteria.
Note: You can only filter one area at a time.