Help Centre

Timesheet review: comparing roster and clocked hours

The Timesheet module in Microkeeper is designed to track employees' work hours and attendance accurately. This guide provides a step-by-step overview of how to use the module to review and compare timesheet data with rostered hours.

Accessing the Timesheet Module

Navigate to Menu > Rosters > Timesheets.

This page is the central location for managing and reviewing all timesheet-related information.

Using the Filter Bar

The filter bar helps narrow down data by specific criteria:

1. Year: Select the fiscal year to focus on.
2. Week: Choose the week for which you want to review timesheets.
3. Location: Filter by specific work locations.
4. Group: View data for employee groups or teams.
5. Status: Filter by employment status (e.g., full-time, part-time).
6. Client: Focus on employees associated with specific clients or projects.
7. Job: View timesheets associated with particular job roles.
8. Employee: Filter to view data for individual employees.
9. Shift: Filter by shift status (e.g., completed, pending).
10. Sort By: Sort data by employee or day.

These filters will streamline your review process and help you quickly find the information you need.

Employee List: Reviewing Timesheet Data

The page lists employees along with their corresponding timesheet data for the selected week or filter settings. This list allows you to:

• Quickly see hours worked by each employee.
• Identify discrepancies between scheduled and actual hours.

Timesheet vs. Roster Entries

Each timesheet entry presents a timeline that compares actual hours worked (timesheet) against scheduled hours (roster). Color-coding provides an easy way to spot differences:

• Green: Represents rostered hours.
• Red: Represents timesheet hours.
• Gray: Indicates overlapping hours where roster and timesheet data match.

The color coding also gives insights into potential cost implications:

• Red: Can indicate higher labor costs due to extra hours worked.
• Green: Can suggest lower labor costs due to fewer hours worked than scheduled.
• Gray: Indicates hours worked as planned according to the roster.

Approving Timesheets

If tick approval is enabled in your account, a grey button will be on the left hand side of each shift. Click once to approve, twice to decline, and another time to put it back to pending.

You can export your timesheets to csv by clicking the button export to csv.

Timesheet Review Process: Best Practices

To conduct an effective timesheet review, consider the following steps:

1. Verify Clocking Data: Review clock-in and clock-out times for accuracy.
2. Address Missed Clocking: Manually enter missed clock-in or clock-out times for any forgetful employees in the Control Panel.
3. Investigate Discrepancies: Address any differences between rostered and actual hours to correct errors or misunderstandings.
4. Follow Up on Exceptions: Examine anomalies like overtime hours, missed breaks, or unexpected absences to ensure compliance with regulations.

Additional Features

• Microkeeper provides additional features to enhance your timesheet review and management process:
• IP Address Restriction: Configure IP address restrictions for the PC Console feature to limit clocking to specified networks.
• Facial Recognition and Noahface App: Set up facial recognition using the Noahface app for touch-free clocking. The app captures data even offline and transmits it once a network connection is restored.
• Fingerprint Scanning: Utilize fingerprint scanners for fast and secure clocking.