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 ID | The unique ID of the Employee |
| Name | The name of the Employee |
| Team | The 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 Reason | The reason provided by the employee when submitting a Late Clock-In form |
| Overtime Approval Status | The approval status of this employee's OT request |
| Approver | The name of the person who approved the OT request |
| Location | The Clock Out location of the employee timesheet |
| Start Date & Time | The 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 Decimals | Overtime 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 |
| Breaks | Start 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 |
| Name | The name of the Employee |
| Team | The Team of this employee's timesheet |
| Start Date & Time | The Clock In date and time of this session |
| End Date & Time | The Clock Out date and time of this session |
| Duration in Hours & Decimals | The duration of the Clock In/Clock out session in time format and and decimal of hour format. |
3. Timesheet Audit Log
| Employee ID | The unique ID of the Employee |
| Name | The name of the Employee |
| Team | The Team of this employee's timesheet |
| Location | The Clock Out location of the employee timesheet |
| Start Date & Time | The Clock In date and time of this session |
| End Date & Time | The Clock Out date and time of this session |
| Duration in Hours & Decimals | The duration of the Clock In/Clock out session in time format and and decimal of hour format. |
| Late Clock In Reason | The 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 Hours | Overtime 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 By | The name of the editor of the timesheet |
| Timesheet Editen On | The date and time the timesheet was edited |
| Description of Change Log | The description input when editing the timesheet |
| Start Date Change From and To | The original/previous Start date and the New Start Date |
| Start Time Change From and To | The original/previous Start Time and the New Start Time |
| End Date Change From and To | The 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 Added | Any break sessions that have been added |
| Breaks Removed | Any break sessions that have been removed |