What is Rostering


The Rostering Module is used for admins to create weekly Shift Rosters for their employees to know what shifts they have for the week, sign up for shifts, and if desired, clock in and out of their shifts. There are a few ways Rostering can be used:


  • As a shift schedule - For example, you are running a restaurant with two employee shifts, one in the morning and one in the evening OR day schedules, Schedule A (Monday, Wednesday and Friday) and Schedule B (Tuesday, Thursday and Saturday). You are able to set up rosters like these.


  • As a Business Continuity Plan - For example, you have to limit the number of people in the office building to promote safe physical distancing, you can have team A and team B that will come into the office on different days or weeks.

What Are Timesheets?


Rostering timesheets are entries of clock in/clock out sessions of your employees. There may be some cases where you may need to edit these sessions. For example, if they arrive to work at 9am, but forgot to clock in until 11am. Employees can edit the timesheet to change 11am to 9am.


To view employees' time sessions for Rostering:


1. On the left panel of your admin dashboard, head to Rostering


2. Click the Rostering Timesheets tab.


3. You can filter by employee name, and click on View.



To customise and download Rostering reports:


1. On the left panel of your admin dashboard, head to Rostering


2. Click the Reports tab.


3. Select Generate Reports.


4. Select Report type. You will have 3 Options of Reports: Detailed, Summary, Timesheet Audit Log


5. Select the Date Range of the timesheets you would like to include in the report.


6. You can also filter this report by employees and select employees names.


7. Click on Generate Report. 

To Download the Generated Report 


1. On the left panel of your admin dashboard, head to Rostering


2. Click the Reports tab.


3. Select Download Reports.


4. You can view the generated reports that are 'Ready' to be downloaded. Select Download on the Report you need. (If the Report seems to be 'Generating' for too long, click on Refresh)


5. This report will now be downloaded to your device. 


What Types of Time Tracking Reports are Available


1. Detailed Report -

Employee IDThe unique ID of the Employee
NameThe name of the Employee
TeamThe Team of this employee's timesheet
Clock In Buffer Time
The clock in buffer time set for this Rostering Team
Clock Out Buffer Time The clock out buffer time set for this Rostering Team
Late Clock In ReasonThe reason provided  by the employee when submitting a Late Clock-In form
Overtime Approval Status The approval status of this employee's OT request
ApproverThe name of the person who approved the OT request
LocationThe Clock Out location of the employee timesheet
Start Date & TimeThe Clock in Date and Time of the session
End Date & Time The Clock out Date and Time of the session 
Duration in Hours and Decimals The duration of the Clock In/Clock out session in time format and and decimal of hour format.
Overtime in Hours and DecimalsOvertime calculated based on Daily Max Hours set for this employee's Job Band, in time format and decimal of hour formal.
OT Reason The Reason provided by the employee when submitting OT request form
Number of Breaks Taken Number of breaks this employee has taken in this session
Duration of Breaks Taken in Hour and Decimals Total duration of breaks taken in this session, in time format and decimal of hour format
BreaksStart and End times of breaks taken in this session
Number of Time Timesheet was Edited Number of times this timesheet has been edited by the employee or admins.


2. Summary Report- 

Employee ID
The unique ID of the Employee
NameThe name of the Employee
Team The Team of this employee's timesheet
Start Date & TimeThe Clock In date and time of this session
End Date & TimeThe Clock Out date and time of this session
Duration in Hours & DecimalsThe duration of the Clock In/Clock out session in time format and and decimal of hour format.


3. Timesheet Audit Log 

Employee IDThe unique ID of the Employee
NameThe name of the Employee
TeamThe Team of this employee's timesheet
LocationThe Clock Out location of the employee timesheet
Start Date & TimeThe Clock In date and time of this session
End Date & Time The Clock Out date and time of this session
Duration in Hours & DecimalsThe duration of the Clock In/Clock out session in time format and and decimal of hour format.
Late Clock In ReasonThe reason provided  by the employee when submitting a Late Clock-In form.
OT Reason
The Reason provided by the employee when submitting OT request form
Overtime in HoursOvertime calculated based on Daily Max Hours set for this employee's Job Band, in time format
Overtime Approval Status
The approval status of this employee's OT request
Approver
The name of the person who approved the OT request
Timesheet Edited ByThe name of the editor of the timesheet
Timesheet Editen OnThe date and time the timesheet was edited
Description of Change LogThe description input when editing the timesheet
Start Date Change From and ToThe original/previous Start date and the New Start Date
Start Time Change From and ToThe original/previous Start Time and the New Start Time
End Date Change From and ToThe original/previous End Date and the New End Date
End Time Change From and To The original/previous End Time and the New End Time
Number of Breaks Taken
Number of breaks this employee has taken in this session
Duration of Breaks in Hours & Decimals
Total duration of breaks taken in this session, in time format and decimal of hour format
Breaks
Start and End times of breaks taken in this session
Breaks AddedAny break sessions that have been added
Breaks RemovedAny break sessions that have been removed