Revision as of 00:09, 20 January 2022

Timesheet Wizard

The Timesheet Wizard aims to provide a faster and simpler way for users to quickly create and/or submit timesheets straight from the dashboard. 4The whole process can be completed in a smart pop-up window which will be triggered though the START button on the Subscribe-HR Human Resources dashboard.

Timesheet Wizard Navigation Functionality

There are multiple navigation options available to you throughout the Timesheet Wizard. These navigation options are outlined below.

1. START - the "START" button at the top right-hand side of the Dashboard [The top right of your screen] is how you launch all Wizards. Click "Start" and this will launch a Wizard popup window containing a navigation menu. This is where all your Wizard interaction options exist. The Wizards available to you in this menu are based on your Permissions.
2. View - to View a particular Wizard click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the Wizard you want to View, then click 'Select.'
3. Select - select enables you to choose (and move into) your chosen Wizard (from the main Wizard dropdown menu).
4. Create New - allows you to create a New Record within a particular Wizard (where relevant).
5. Create - allows you to 'save' a New Record you've created.
6. Edit - allows you to Edit a Record.
7. Save - allows you to Save a Record.
8. Delete - allows you to Delete a Record.
9. Previous - allows you to go back one step.
10. Clear - allows you to clear content from the form fields in a Wizard. Note: clicking clear will remove the content from ALL the fields in that Wizard.
11. Submit - allows you to Submit the data or Record/s you've added into a Wizard.
12. Close - allows you to Close the Wizard you've been working in. Note: Closing a Wizard before completing it will result in a loss of the data you've input into data fields. You will be shown a popup window with a warning asking you to confirm your action before the data is lost.
13. Search - a Search window will appear in the top right corner of the Wizard popup if relevant (E.G. Where there is a list of Folders within a Wizard). Search enables you to search for a specific Folder within a Wizard.
14. Next - to navigate through items in a drop-down menu, click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the item you want, then click 'Next' to progress to the next window.
15. Breadcrumbs - on the bottom left of the Wizard popup window, you will see a 'Breadcrumb' (for example 'Start > My Info'). This Breadcumb enables you to go back to previous steps in the process by clicking on your preferred choice. Breadcrumbs give you more flexibility about which stage of the Wizard you want to 'go back' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).

NOTE: There is a 6MB file limit on all files that are uploaded into Subscribe-HR's Team Dashboards System. Please ensure that large files are compressed/reduced and that the file size is less than 6MB (the smaller the file size, the better).

How to Trigger the Timesheet Wizard

You can trigger the Timesheet Wizard from the Wizard popup menu.

1. Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
2. Click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list.
3. Scroll down and click on the "Timesheet" option then click "Select."

Creating and Submitting a Timesheet through the Timesheet Wizard

When selecting 'Timesheet' from the Wizard menu (via START), Users will have a different experience depending on their User Group as follows:

• Employee Self-Service User Group/My Info Dashboard: Users will see the Timesheet as the first step of the Wizard.
• Line-Manager Self-Service User Group/Manager Dashboard: Users will see a dropdown menu that offers two options:
  • Myself
  • Team Member (A list of Team Members will appear and a Manager can submit a Timesheet for any of their Team Members).
• People & Culture User Group/People & Culture Dashbaord: Users will see a dropdown menu that offers two options:
  • Myself
  • Team Member (A list of Team Members will appear and a People & Culture User can submit a Timesheet for any/all Employee/s).

If completing and submitting a Timesheet for yourself, skip to #2 below. If completing and submitting a Timesheet for another Employee, start with #1 below.

1. Select Employee – click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Scroll down and select the Employee you want to create a Timesheet for. Click “Select.”
2. Week – at the drop right hand side of the popup window, select the week you want to create the Timesheet for (the Wizard is set to ‘Current Week’).
3. Days of the Week – specify the Timesheet information for each day of the week, including:

• Job Code – select the “Job Code” option from the dropdown menu.
• From – specify “Start Time.”
• To – specify “End Time.”
• Hours – this will be automatically calculated based on the start and end times.
• Comments – click on “Insert” to add a comment. Once a comment has been added, "Insert" will be replaced by "View." Click View to see comments.
• Delete - deletes that row from the Timesheet.
• Daily Total – this will be automatically calculated based on the start and end times of each row added for that day of the week.
• Weekly Total – this will be automatically calculated based on totals for each day of the week.
• Add Line – you can add lines to each day of the week to input more hours worked if needed (for example if a break is taken during the day and an Employee resumes work after the break).

4. Save – allows the User to "Save" the Timesheet data input for each day (or multiple lines added per day) for that Employee/themselves and return to it later to add hours for subsequent days of the week until all hours have been added for all days. It is possible to keep incrementally updating/adding lines to the Timesheet until the timesheet is complete and ready to be submitted.
5. Submit – submit the Timesheet once all relevant information has been updated/input and the Timesheet is complete. Once the Timesheet has been submitted for Authorisation, it will be locked and can no longer be updated.

Note: Timesheets need Authorisation and Users can include multiple Employees in the Authorisation process. The original recipient of the Authorisation request has the option to 'Authorise,' 'Reject' or 'Forward' the Authorisation. If Authorised, the request is completed. If forwarded, it is assumed that the forwarding Employee has given their Authorisation for that request and is forwarding the request on to the next Authoriser. This process can be done multiple times. When forwarded, the request isn't completed/full Authorised until the an Employee (the most senior or final in the process) selects 'Authorise.' This completes the Authorisation process. A history of all Employees with a date and time stamps is added to the Authorisation request each time it is forwarded, so that all previous Authorisations can be seen by the subsequent Employee.