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 resource timesheets via the timesheet console. A resource's timesheet (for a timeframe) can be viewed using filters (via a region, resource tag, timesheets, items approval status, and timesheet items with or without exceptions), and selecting the matching resource.
When a Resource has been selected 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 been approved.
In addition, the Actual Hours vs the Scheduled Hours for the Jobs/Shifts in the timesheets period will be shown.
- When ‘Jobs’ are selected then Scheduled Hours equals total work hours scheduled for the resource for the selected payroll period and includes..
- Duration of all scheduled single booking work excluding any work with a tag included in the Salesforce custom setting ‘Excluded_Scheduled_Hour_Tags’
- Duration of all scheduled group event work excluding any work with a tag included in the Salesforce custom setting ‘Excluded_Scheduled_Hour_Tags’
- Duration of all activities with the activity type listed in the Salesforce custom setting ‘Payable_Activity_Types’
- Duration of all availabilities/unavailabilities with the availability type listed in the Salesforce custom setting ‘Payable_Availability_Types’
- When ‘Shifts’ are selected then Scheduled Hours equals total work hours scheduled for the resource for the selected payroll period and includes..
- Duration of all scheduled shift work excluding any work with a tag included in the Salesforce custom setting ‘Excluded_Scheduled_Hour_Tags’
In addition, the Actual Hours vs the Scheduled Hours for the jobs/shifts in the timesheets period are shown. There is also the option to view the job's times in the logged-in user's timezone rather than the timezone of the region on the Job.
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).
Work, Activities and Availability displayed on the timesheet console.
Managing Work, Activities and Availabilities
Timesheet Jobs
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.
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.
Timesheet Shifts
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.
The shifts view on the timesheet console.
Within the shifts calendar, clicking on a shift will display its details in a pop-up modal.
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.
Managing Activities
Adding an Activity
The "Add Activity" option will open the "Add Activity" modal.
Important
The activity can only be entered for the current timesheet period.
Additional Fields
Additional Fields is a method for configuring the collection of additional information for the Activity for your business.
Additional fields can only be added by a Salesforce System Administrator.
Refer to ‘How to Set Up Additional Fields’ in the Administration article for further information on adding fields to the ‘Additional Field’ section.Adding an activity.
Viewing an Activity
Details of the activity can be viewed by referring to the Activity on the Timesheet Console.
Updating an Activity
Left click an existing activity record to display activity record options.
Activity Options
- Edit Activity - Edit an activity’s details
- Cancel - Select to cancel the display of the options
- Delete Activity - Select to delete the activity
- Save Activity - Select to save the activity including any updated details
When deleting an activity, no modal is displayed to confirm that the activity record is to be deleted and the activity will be deleted immediately. Once deleted the activity record is not able to be retrieved.
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).
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.
Note
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If the user does not have a manager assigned an error will appear.
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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.
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There is also the ability for timesheets to be automatically approved at the end of the timesheet period once submitted if they do not have any exceptions.
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Please contact your administrator to set up the auto-creation of timesheets and auto-approval function.
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Jobs and shifts for resources are marked as an exception if either :
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The actual start and/or actual end times fall outside a predefined tolerance from the scheduled start and end times.
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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.
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There has been a custom exception set up on the job allocation (Please contact your administrator to set up custom exceptions).
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For example, if the Distance Travelled with Client is greater than 10km.
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Jobs and shifts have an "Approval Status."
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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.
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If there are exceptions, the status will be automatically set to "Pending Appproval".
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Pending jobs or shifts can be manually updated to approved once they are reviewed and updated (if required).
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Jobs or shifts can be filtered via the approval status.
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If all jobs or shifts are approved (and the auto-approval is set to true), then the timesheet will be automatically approved at the end of the timesheet period via a scheduled Job (This will need to be configured).
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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). These fields are configurable - Please contact your administrator if you wish to change these.
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.
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.
Please contact your administrator to set up these fields.
When a timesheet is approved the record will be locked so the actual times cannot be updated.
An email is also sent out to the resource informing them their 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:
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Enter a reason why the timesheet is being rejected.
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Use the filters to identify the jobs and/or shifts that have exceptions. By default, it will show those with exceptions.
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.
The resource will receive an email detailing the jobs/shifts that need attention and the timesheet will revert back to "Pending."
Timesheets can be accessed via the Skedulo mobile app's main menu, by tapping on the "Timesheet" option.
The current period timesheet will be displayed, defaulting to the current day. The same color pallet will be displayed on Skedulo as on the timesheet console.
The top menu of the current timesheet day has the following functions:
The top menu of the current timesheet.
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Access to previous periods—this enables navigation to previous timesheets, either by selecting a date or by clicking on the "Previous" or "Next" button.
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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.
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The "plus" button enables new activities to be entered for the current timesheet period. Existing activities for an unsubmitted timesheet can be modified.
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The "Submit" button will trigger the submission process for a timesheet.
Note: if a user does not have a manager set up against their user, they will not be able to submit their timesheet.
Viewing 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) [Actual Distance Traveled (KM)] can be modified.
A job with a status of pending dispatch.
Submitting a Timesheet
Resources tap ‘Submit’ to view a summary of their timesheet and to submit their timesheet to their manager.
Submitting a Timesheet
- Cancel - Stop the current timesheet submission and return to the timesheet view
- Confirm - Confirm and submit the timesheet
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