This functionality is available starting in version 4.8.24.
Timesheet confirmation requests can be sent electronically to employees from the Timesheet screen in Humanforce. This can be used to satisfy annualised wage requirements or can simply be used for your business to have a record that employees agree to the accuracy of the hours they are being paid for. Employees will need to use the Humanforce Mobile App to confirm their timesheets.
This article explains the experience from the employee point of view.
Set Up
Go to the Timesheets screen from the Management menu:
Note: If you do not see the Timesheets option in the menu, talk to your system administrator.
Click on the Setting icon in the top right corner:
Tick the columns for Confirmation Status, Sent on, and Confirmed On, as well as the action column for Confirm. Click Save.
To see or use these columns, you must have the screen set to Group by Employee:
Sending the Confirmation
Select the Pay Company and Pay Period you will be confirming at the top of the screen. If you have not selected a Pay Company, the Confirm action will not be available. At this stage, the Confirmation Status will be Not sent. Confirmations can then be sent out individually or in bulk.
Individual Confirmations
When grouped by employees with the new columns added, you will see the confirm icon added to the right of each employee. You can click the button for the employees you wish to send a confirmation to.
Bulk Confirmations
If you prefer to send confirmation in bulk, tick the boxes on the left of the screen for the employees you'd like to include, and then use the Confirm button at the top of the screen.
Status Considerations
Whether sending individually or in bulk, you will only be able to send the confirmation to employees with the status Authorised.
If you are sending the confirmations individually and try to confirm timesheets with a status of Unauthorised, No show, or Multiple, you will get the following warning:
With bulk confirmations, if you include an employee with unauthorised or no show timesheets, the message will simply not be sent to them. Only those with an Authorised status will go through.
When sending individually, if all timesheets for the employee are authorised, you will get a message to confirm the number of timesheets and dates before the message is sent:
After Sending
Once a confirmation has been sent to an employee, the Confirmation Status will update to say Sent and the Sent On column will display the exact date and time it went out:
Once the employee confirms the timesheets, the Status will update to say Confirmed and the Confirmed On column will include the exact date and time the employee confirmed. To see the employee experience check out How do I confirm my timesheets?.
Changes to Confirmed Timesheets
If a change is made to any of the confirmed timesheets or a timesheet is deleted, you will get a warning when saving that you will need to resend the confirmation:
If you continue with the save, the Confirmation Status will reset to Not Sent and the Sent on and Confirmed on columns will revert to n/a.
NOTE: Changes made in Daily or Period Authorisation will not trigger a warning (but the confirmation will still be invalidated). Changes made in Back Office will neither trigger a warning nor invalidate the confirmation request). We recommend using the Timesheets screen exclusively with this feature.