The timesheet functionality covered in this section is an add-on to the Skedulo + Lumary package. If you are interested in learning more about the functionality, please contact your Skedulo Customer Success Manager.
Schedulers and managers will be able to access timesheets via the timesheet console. A resource's timesheet (for a timeframe) can be viewed using filters (via a Region, Resource Tag, and Timesheets with or without exceptions ) and selecting the matching resource. Either the job or shift records for that resource can be viewed. Once the matching records are displayed then the records can be filtered by job status (jobs only) and whether or not the record has an exception.
Figure 1. Selecting the resource and date using the timesheet console.
The timesheet will show that resource's availability, jobs, and activities, for that period; the selected timesheets period. These will be displayed in different colors (which are configurable).
Figure 2. Activities being displayed on the timesheet console.
From the timesheet, a user will be able to add an activity by clicking on the "Add Activity" button. This will launch a new window where the activity details can be entered.
Note: The activity can only be entered for the current timesheet period.
Figure 3. Adding an activity.
Existing activities can be clicked on, then be edited or deleted.
Figure 4. Editing an existing activity.
Existing jobs for the resource (for the period) will be shown. Jobs cannot be created from the timesheet console. By clicking on a job on the console, a new modal will appear where details of the job can be viewed.
If the job is still "Active," these details cannot be edited. By clicking on the "Go to Job" button, you will be navigated to the job within Skedulo, where it can be modified.
Figure 5. Viewing a job.
If a job that has been completed but not approved then the date, start time, end time, and distance traveled can be modified.
When the "Shifts" button is selected, shifts will be displayed for the resource (for the roster period selected).
The shifts displayed will be color-coded according to their status. For each shift, the start and end times, the duration, and the shift status will be shown.
Figure 6. The shifts view on the timesheet console.
Within the shifts calendar, clicking on a shift will display its details in a pop-up modal.
Figure 7. The shift details modal.
If the timesheet has not been approved, or the shift is not finalized, the actual start and end times can be modified. Modifying these will update the actual duration. In addition, a break can also be entered for each shift. A break will have a break start time and a duration.
The break start time must be within the shift start and end time, and be less than the overall duration. An error message will appear if the time falls outside these times, or the duration is too large. Once entered it will be shown as an overlay on the shift.
Figure 8. Example of a shift from the shifts calendar. Note it includes a break of 15 min.
A timesheet can be submitted for approval either from the Skedulo mobile app or via the console itself (or it can be auto-approved—see note below).
Figure 9. Submitting a timesheet.
Upon submission, the resource's manager will receive an email requesting them to approve the timesheet. The timesheet can either be approved or rejected from the timesheet console or the Salesforce record.
Figure 10. A timesheet awaiting approval.
- If the user does not have a manager assigned an error will appear.
- The approval process is controlled by the Salesforce approval process entitled "Timesheet Approval." As a result, the actions and email templates can be configured to meet individual customer's requirements.
- There is also the ability for timesheets to be automatically approved once submitted if they do not have any exceptions.
Jobs and shifts for resources are marked as an "Exception" if the actual start and/or actual end times fall outside a predefined tolerance from the scheduled start and end times.
For example, if the tolerance has been set at 15 minutes and the "In Progress" time is greater or less than the scheduled start time, then this will be marked as an "Exception."
Figure 11. Timesheets records with an exception will be shown with a warning icon.
Figure 12. A job showing exceptions.
Timesheet Approval Status
Jobs and shifts have an "Approval Status."
- If there are no exceptions for the job or shift the status will be automatically be set to "Approved" once it has been submitted for approval.
- If there are exceptions, the status will be automatically set to "Pending."
- Pending jobs or shifts can be manually updated to approved once they are reviewed and the times are updated (if required).
- Once a job or shift is approved, the status cannot be updated.
- Jobs or shifts can be filtered via the approval status.
- If all jobs or shifts are approved (and the auto-approval is set to true), then the timesheet will be automatically approved.
Figure 13. An approved job.
Resources can be filtered if they have a timesheet with or without an exception.
Figure 14. Filtering timesheets.
Once a resource has been selected, jobs can be filtered based on their job status and both jobs and shifts can be filtered based on their approval status.
Figure 15. Filtering based on approval status.
There is also some totals showing the scheduled number of hours for the period and the actual hours for both jobs and shifts.
Figure 16. Displaying the total number of hours.
Both jobs and shifts now have a "Hover" function (or mouse-over) which provides a popup with details about the record (including the resource who is allocated to the record).
If the record has an exception there will be a warning icon. Hover over this icon to show the exception details in red highlighted text.
Figure 17. Job and shift hover information.
Timesheet Custom Fields
Custom fields that have been created on the "Job Allocation" or "Resource Shift" object can be viewed on the job or shift modal in the "Additional Fields" section.
Figure 18. A custom field added to jobs.
Figure 19. A custom field added to shifts.
Figure 20. A timesheet pending approval in the timesheet console.
Figure 21. A timesheet pending approval in the Salesforce record.
When a timesheet is approved the record will be locked, and related records cannot be updated on the console or in the Skedulo mobile app. An email is also sent out to the resource informing them their timesheet has been approved.
Figure 22. An email showing a timesheet has been approved.
When a timesheet is rejected, the manager has the ability to place a comment on each job or shift they reject.
When the "Reject" button is selected on the times, a "Reject Timesheet" modal is presented:
- Enter a reason why the timesheet is being rejected.
- Use the filters to identify the jobs and/or shifts that have exceptions. By default, it will show those with exceptions.
Figure 23. Rejecting a timesheet.
Figure 24. A filtered shift with an exception.
Select the job or shift you wish to reject and enter in a comment about why you are rejecting it. To view its details, you can click on the record ID to open up the underlying Salesforce record. Once the records have been selected and a reason has been provided, click on the "Confirm" button.
Figure 25. Adding comments to rejected timesheets.
The resource will receive an email detailing the jobs/shifts that need attention and the timesheet will revert back to "Pending."
Figure 26. An email showing a timesheet has been rejected.
Timesheets on the Skedulo Mobile App
Timesheets can be accessed via the Skedulo mobile app's main menu, by tapping on the "Timesheet" option.
Figure 27. How to access timesheets via the Skedulo mobile app's main menu.
The current period timesheet will be displayed, defaulting to the current day. The same color pallet will be displayed on Skedulo as will be on the timesheet console.
Figure 28. The date selection options of a timesheet.
The top menu of the current timesheet day has the following functions:
- Access to previous periods—this enables navigation to previous timesheets, either by selecting a date or by clicking on the "Previous" or "Next" button.
- The arrow buttons allow you to navigate to the previous or next day in the timesheet period. If the previous or next button is not available, then you have reached the last day of the period.
- The "plus" button enables new activities to be entered for the current timesheet period. Existing activities for an unsubmitted timesheet can be modified.
- The "Submit" button will trigger the submission process for a timesheet (see figure 17).
Note: if a user does not have a manager set up against their user, they will not be able to submit their timesheet.
Figure 29. The top menu of the current timesheet.
If the job is still "Active," details on a job cannot be edited. Go to the Skedulo mobile app agenda to manage these jobs.
If a job that has been completed and the timesheet has not been submitted, then the date, start time, end time, and distance (km) can be modified.
Figure 30. Adding an activity.
Figure 31. A job with a status of pending dispatch.