Generating Timesheets from No-Shows

This article contains information for the Timesheet (Admin) screen

If you're looking for Daily/Period Authorisation click HERE.

This article describes the how to generate timesheets from No-Show records in the Timesheet (Admin) screen (available via Management > Timesheets > Timesheets).

No-Shows are created in Timesheets as soon as rosters are created, regardless of their publication or confirmation status.

When you have No-Shows, it's important to record what happened by generating a timesheet. Perhaps the employee did work, but forgot to clock-in.

If a timesheet is not generated, they will not be paid.

If the employee called in sick or was absent for their shift, you can generate a timesheet with a leave type to provide for proper reporting and in the case of an employee with leave balances, that the balances are updated accordingly.

This process converts the roster entry to a timesheet therefore uses the roster values, rather than defaults (though some fields are auto-populated when using the bulk convert function).

Enabling/Permissions

Users with the 'View Timesheet Authorisation Page>Allow editing>Add shifts' permission will be able to generate timesheets, both singly and in bulk. There is no separate permission that shows/hides bulk generate timesheets. For more information on Timesheet permissions, click HERE.

How to generate timesheets from No-Shows

A user must have access to the Management>Timesheets>Timesheets screen and have the 'Add shifts' permission active to be able to generate timesheets from no shows.

There are two methods available:

1. Single Generate Timesheets from No-Shows
2. Bulk Generate Timesheets from No-Shows (available in Cloud from 21/2/24)
   
   

Single Generate Timesheets from No-Shows

A user is able to select a single No-Show record to convert into a Timesheet. 

Unlike the bulk function, the single convert function allows the user to make changes to the no show before conversion.

1. On the Timesheets screen, select any view that displays no show records eg 'All timesheets & No-Shows', 'No-Shows' or 'Unauthorised & No-Shows'.
2. To generate a timesheet, click the Generate Timesheet  button at the end of the row.
   
3. A Generate Timesheet window will appear where the information associated to the timesheet can be edited, however the following are the key fields when working with No-Shows:
   • Shift Type - select the Shift Type that reflects what happened. A Normal shift type indicates the employee did work and should be paid. A leave type such as Personal Leave or Unpaid Leave can be used to indicate the employee did not work.
   • Start Time, End Time, and Break Times - ensure these fields are accurate as the employee would not have clocked in. If it's a Normal shift, this will make sure they are paid correctly. If it's a leave type with a balance, this will make sure the correct hours are taken from the balance.
   • Comments - are recommended to provide additional detail about the situation that can be referred back to later. You can use a pre-set comment or type your own in the box.
4. To avoid having to authorise the timesheet as a separate step, you can tick the Authorised box in the top-right corner before clicking Save, if your access permissions provides that option.
5. Click Save to generate the timesheet.
6. You may need to change the view filter to see the new timesheet if it's not immediately visible.

Save when you are finished.

Note: To avoid having to authorise the timesheet as a separate step, you can tick
the Authorised box in the top-right corner before clicking Save.

Bulk Generate Timesheets from No-Shows

A user must have access to the Management>Timesheets>Timesheets screen and have the 'Add shifts' permission active to be able to generate timesheets from no shows.

A user is able to select multiple No-Show records and convert them into Timesheets.

Unlike the single convert function, the bulk function does not offer an ability to make changes to the no shows before conversion.

1. On the Timesheets screen, select the No-Shows view, and either No Grouping or Group by Employee.
   • The bulk convert function is only available in the 'No-Shows' view.
     
2. Use the checkboxes to select the No-Shows you wish to convert into Timesheets.
   • Checkboxes will be enabled only where the user has the View Timesheet Authorisation Page>Allow Editing>Add Shifts permission active. 
3. Once all required checkboxes have been selected, click the Generate Timesheets button.
   
4. A confirmation popup will advise the number of no shows selected. If correct, click Confirm to generate the timesheets, or Cancel to go back.
   • Unlike the single Generate Timesheet button, there will be no ability to make any changes to the no shows before conversion.
     

5. Upon clicking Confirm, all selected no shows shall be created as timesheets using the data associated to each of the No-Show records.

6. As No-Shows records on their own do not have all the fields required for a timesheet, some fields have been defaulted to a fixed value:

   • Status of the timesheet is set to Unauthorised (see HERE on how to bulk authorise)

   • Paid is set to True (the timesheet bulk edit functionality can be used to update Paid flags)

   • Locked is set to False (the timesheet bulk edit functionality can be used to update Locked flags)
     
     

7. As the converted no show will disappear from the current 'No-Shows' view as they're no longer No-Shows, change your view filter to see the new timesheets.
   
   
8. There may be scenarios where no shows could not be converted. Reasons for failure to convert may include Invalid Location, Department or Role or Invalid no show records.
   • In the event that some of the selected No-Shows could not be converted, a warning will appear advising of the issue and that the remaining valid no shows will continue to be converted into Timesheets.
     
     
   • In the event that none of the selected No-Shows could be converted, a warning will appear advising that none were converted.
     
     
   • In both scenarios, the No-Shows that could not be converted will remain selected when the warning is closed so you will be aware which no shows had the issue.
     

Note: While the new timesheets converted in bulk will be unauthorised by default, 
the ability to edit timesheets in bulk - including Authorise - is coming soon.

Note: The Override Authorisation Level permission will impact which checkboxes 
can be selected when attempting to select No-Shows.