Timesheets in the Payroll tab

A timesheet is an employee's monthly record: what was planned, what was clocked, what Shyfter infers from it, and above all what will be sent to payroll. It is the very substance of your export. The rule fits in one sentence: whatever is not validated here does not go to payroll.

Go to Payroll → Timesheets. The same screen stays available from Reports → Timesheets, with the same data.

The list

One line per employee, with:

• Employee: the name, with a menu that opens either their profile or their sheet.
• SSA-ID: their identifier at the payroll office. Employees without an SSA-ID are not linked to the payroll office, and the screen counts them at the top.
• Planned, Clocked, Absences: the month's totals.
• Sheet state: validated or not validated, together with the calculation basis.

The calculation basis

Every sheet shows what it is calculated on: schedule basis (the planned hours) or clocking basis (the clocked hours). The information appears on all sheets, validated or not, to spare you opening a sheet just to find out.

Filtering and sorting

A search by name, a state filter (All states, Validated, Not validated) and a category filter. Hiding the categories that do not go to payroll is a gesture you will not repeat every month: your choice is remembered for this venue, and the sort order is remembered for you.

Validating in bulk

Tick several sheets, or use Select all, then Validate the sheets or Unvalidate. The bar shows how many sheets are selected. The Generate export files button opens the export window directly, and stays inactive as long as no sheet is validated.

Opening a sheet

Clicking a line opens the employee's sheet: a table with the payroll codes in a frozen column and the days of the month across.

The four sections

• Planned: what was foreseen.
• Clocked: what was badged.
• Interpreted: what the HR rules infer.
• Sent to payroll: the only editable section, and the only one that goes.

A total per line, and a Total sent to payroll summing up what validation will transmit.

Editing

Click a cell in the "Sent to payroll" section to correct it. Hand-edited values are flagged by a legend: Added, Deducted, Replaced, Edited manually. The Add a code button opens a picker that sorts codes into three families (Work, Absences, Overtime), offers the most frequent ones, and allows searching by code or by label. The code is added empty for the whole month.

Reset the sent values brings the section back to what Shyfter had calculated.

Your edits are not saved until you click Save changes, and the screen warns you before any validation.

What the sheet flags

• Sheet to revalidate: the sheet was validated, but days have changed since. The export would send the validated version, so revalidate.
• Clockings left open: with no end time, those hours will be neither validated nor exported.
• Days of the straddling week missing from this sheet: the sheet stops at the calendar month, those days count on the neighbouring sheet. The Whole weeks display lets you see them.
• Clocking anomalies outstanding.
• Closed period: the sheet then becomes read-only.

The sheet's other actions

Previous and Next move from one employee to another without going back to the list, and Validate and move to the next chains validations. The menu also offers: see the month's clockings, open the full report, print the sheet, export this sheet to Excel, export the whole month, and History of changes.

The history lists the values typed by hand over the period: the day, the code, the value, the basis, the date of the change and its author.

Display

Two settings: Whole month or Whole weeks, and showing hours as decimals.