Timesheets are essential for accurately recording employee work hours and associating them with specific jobs or payroll processes. By properly setting up shifts and entering timesheet details, organisations can effectively monitor staff activities and enhance payroll management efficiency. This document provides a comprehensive guide on how to enter timesheets, manage staff submissions, and utilise the mobile timesheets web app within the HirePOS system.

To enter timesheets in HirePOS, follow these steps:

1. From the main menu strip at the top, navigate to HR > Timesheets.

2. Click on New Timesheet Entry.

3. Select the staff member for whom you are entering the timesheet.

4. Enter the Shift if applicable; however, this is not a required field.

5. Input the Start and Finish times.

6. Enter Break Minutes for lunch breaks and other breaks. Note that the Time Worked is calculated automatically.

7. The timesheet entry can be linked to a specific job by selecting the Customer and then the Invoice.

8. Enter any specific notes regarding the work completed.

Staff members can enter their timesheet details via the Mobile Timesheets web app. Currently, they can only submit timesheet entries for shifts assigned to them through HR > Calendar, HR > Tasks, or the Extras > Related Tasks option in the Invoice screen.

To enable a staff member to enter timesheet details on their mobile device, you will need to send them a unique link via SMS. Once they receive the link, there is no need to resend it; they can either reopen it from the original SMS or bookmark it for future access.

1. Ensure the staff member has a PIN/Password, as this will be required to access the timesheets web app. From the main menu strip at the top, go to Setup > Staff and select the staff member to edit.

2. Enter a PIN or Password in the PIN/Password field.

3. Scroll to the bottom and click Save Changes.

1. From the main menu strip at the top, navigate to HR > Calendar.

2. Click the 'eye' icon button next to the Staff/Crew name.

3. Click the SMS Agenda & Timesheet Entry link button. This will open the SMS screen with the unique Timesheet URL link in the message. (Note: You can copy/paste the link into an email if preferred, but sending via SMS is the most convenient option).

1. Staff/Crew should click on the URL link sent to them, which will open the app in their web browser.

2. They will need to enter their PIN/Password to proceed.

3. Any jobs starting on the current day or jobs without a Finish Date entered will be displayed.

4. Staff/Crew can click the red Timesheet Entry button to view and edit the timesheet entry details.

5. They can enter the Start Date, Finish Date, Break Minutes, and Notes, and sign at the bottom.

6. Click Save when finished.

7. Upon saving, staff/Crew may be prompted to allow their geolocation. They must accept this, as a timesheet cannot be submitted without the geolocation coordinates.

Once the timesheet entry is completed (with the Finish Date populated), the completed timesheet details will be available in HR > Timesheets within the main HirePOS app.