Timesheets

Timesheets in HirePOS record and review the actual time worked by Staff.

Timesheets can be entered manually by office users or submitted by Staff/Crew against assigned jobs through the Job Agenda.

Depending on the work being performed, a Timesheet can also be associated with job information such as a Sales Record, Related Task, Shift or Maintenance/service work.

Clock On/Off records are also reviewed from the Timesheets area but are a separate attendance workflow.

Tasks and Timesheets perform different jobs.

• Tasks / Related Tasks record planned work, such as who is expected to work, the scheduled time and estimated duration.

• Timesheets record what was actually worked.

This allows the scheduled work and the final worked time to remain separate.

To enter a Timesheet:

1. Go to HR > Timesheets.

2. Click New Timesheet Entry.

3. Select the Staff member.

4. Select a Shift if applicable.

5. Enter the Start and Finish date/times.

6. Enter any Break Minutes.

7. Link the Timesheet to the relevant job, Sales Record or Related Task where applicable.

8. Enter any Notes.

9. Save the entry.

The total time worked is calculated from the Start, Finish and Break information.

A Shift is optional unless your own workflow requires one.

Timesheets can retain the context of the work they relate to.

For example, actual staff time may be associated with:

• A Sales Record

• A Related Task

• A Shift

• Maintenance or service work

This makes it possible to review the actual labour in the context of the job or service that produced it.

Linking a Timesheet to a Sales Record or job records the relationship between the work and that job. It should not be assumed to automatically add a customer charge to the Sales Record.

Staff/Crew assigned to specific Tasks can enter their own actual time through the Job Agenda and mobile Timesheet page.

This workflow:

• Does not require a HirePOS User account

• Requires an active Staff record

• Uses the Staff member's PIN/Password

• Only provides access to work assigned to that Staff/Crew member

See Crew Job Agenda and Mobile Timesheets.

Clock On/Off is different from job-based mobile Timesheets.

It is designed for a staff member who logs into HirePOS and needs to record their ordinary working day, including:

• Clock On

• Lunch

• Clock Off

• Shift Notes

This requires a HirePOS User account linked to an active Staff record.

See Staff Clock On/Off.

The Timesheets area provides several ways to review staff time.

Timesheet Lines contain actual work entries.

Depending on the Timesheet, information can include:

• Start and Finish

• Time Worked

• Staff

• Shift

• Related Task

• Sales Record and customer

• Maintenance/service information

• Signature

• Recorded location

Clock Events show attendance records created through Staff Clock On/Off.

These are kept separate from job-based Timesheet Lines so normal attendance and task-specific work are not confused.

Hours Summary provides a summarised view of recorded staff hours for easier review.

Where Timesheets are associated with a Sales Record, they can also be reviewed from that Sales Record.

This is useful for seeing actual staff work in the context of the customer job without leaving the record.

Timesheets are not limited to invoices and customer hires.

They can also be associated with Maintenance/service work where staff time needs to be recorded against that activity.

This allows the same Timesheets area to be used for actual work across different parts of HirePOS.