Timesheet Management Overview

Effective timesheet management is essential for organizations to track work hours, manage schedules, and ensure accurate payroll processing. Our system provides a comprehensive suite of tools designed to help managers and employees manage their time efficiently and transparently.

What is Timesheet Management?

Timesheet Management encompasses all aspects of tracking and organizing employee work hours and schedules. This includes:

• Working Patterns: Define standard work schedules for different roles and employee types
• Timesheets: Record actual hours worked by employees on a daily basis
• Approvals: Managers review and approve submitted timesheets before payroll processing
• Public Holidays: Configure non-working days that affect time-off calculations and payroll

Why Timesheet Management Matters

Proper timesheet management provides multiple benefits across your organisation:

For Managers

• Accuracy: Ensure payroll calculations are based on actual hours worked
• Compliance: Maintain records for labor law compliance and audits
• Planning: Understand resource availability and workload distribution
• Cost Control: Track labor costs in real-time
• Accountability: Monitor employee attendance and punctuality

For Employees

• Transparency: See approved hours and payment calculations clearly
• Flexibility: Request time off and track leave balances
• Work-Life Balance: Understand contracted hours vs. actual hours worked
• Records: Maintain accurate records for tax and benefits purposes

For the Organisation

• Legal Compliance: Meet statutory requirements for working time regulations
• Financial Accuracy: Ensure payroll reflects actual hours worked
• Data-Driven Decisions: Analyze patterns to optimize scheduling and staffing
• Employee Satisfaction: Fair and transparent time tracking builds trust

Core Timesheet Management Components

1. Working Patterns

Working patterns define the standard hours employees are contracted to work. Rather than forcing all employees into the same schedule, our system supports multiple pattern types:

• Regular Weekly Patterns: Standard 9-5, 9-6, part-time, or custom fixed-hour patterns
• Alternating Patterns: Rotating schedules like 2 weeks on, 1 week off, or alternating work days
• Flexible Patterns: Custom schedules configured for specific roles or individuals

For detailed information, see Working Patterns.

2. Timesheets

Timesheets are the primary record of hours worked. Unlike traditional time clocks, timesheets in our system are comprehensive records that track:

• Work Hours: Time spent on regular duties
• Overtime: Hours worked beyond the contracted schedule
• TOIL: Additional hours worked to be accrued as Time-Off In Lieu
• Notes: Additional context for unusual days or special circumstances

Employees submit timesheets via the Time-Clock app on their mobile app, and managers review them for accuracy before approval. Once approved, timesheets feed directly into payroll processing.

For detailed information, see Timesheets.

3. Timesheet Approval

Timesheet approval is a critical quality control step in the timesheet management process. Managers review submitted timesheets to:

• Verify hours match the working pattern
• Ensure overtime is authorized and correctly recorded
• Resolve discrepancies or missing data
• Approve or reject for payroll processing

For detailed information, see Timesheet Approval.