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Exporting Custom Timesheets

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Overview

Custom timesheet exports allow you to download customized spreadsheets containing timesheet data. You can create this export for a custom date range outside of your pay periods. Custom timesheet exports also allow you to filter the export based on schedules, job sites, positions, and employees. All timesheet exports contain raw time entries and totals.

Check out Can I Export My Data? for more information on exporting other data from When I Work.

Considerations

  • You must have supervisor, manager, or account holder access privileges to create a custom timesheet export.
  • Custom exports allow you to download up to three months of timesheet data at a time.

For a custom date range

  1. Hover over Attendance Attendance, then select Time Sheet Timesheets.

  2. On the left side of the screen next to Timesheets, click Export.
  3. Select Custom Export.
  4. Configure your export by selecting the Start Date and End Date.
    • Note: To create a custom export for dates that occurred over 3 months agoclick the X in the Start and End Date fields to clear out the default date range. When these boxes turn red, you’ll be able to choose any start or end date for up to three months of timesheet data.
      Time range boxes
  5. Click Export. The file downloads onto your computer.

For a specific schedule

You can filter the custom timesheet export by a specific schedule. This allows you to view all time entries associated with the selected schedule(s) and can be a helpful tool to view and compare worked labor costs for a specific location or group of employees.
custom export schedule filter

For a specific job site

You can filter the custom timesheet export by job site. This allows you to view all time entries associated with the selected job site(s), and can be a helpful tool to view and compare worked labor costs for a specific site.custom export job site filter

For a specific position

You can filter the custom timesheet export by position. This allows you to view all time entries associated with the selected position(s), and can be a helpful tool to view and compare worked labor costs for a specific role within your business. custom export position filter

For a specific employee

You can filter the custom timesheet export by an employee or group of employees. This is helpful for when you need a record of an employee’s worked hours for longer than one pay period or if you’d like to save employees’ timesheet history for your records.
custom export employee filter

Customizing the tabs of the export

You can adjust the tabs that appear in the custom timesheet export. This can help you break down your team’s worked hours. Unchecking the box next to an additional tab will omit this tab from the export.

Frequently Asked Questions

What information is included in this export? 

The custom timesheet export includes the same fields as the Timesheet Export. These include: first name, last name, employee ID, date, start time, end time, unpaid breaks, regular hours, hourly rate, overtime, double overtime, paid total, job site, position, and notes.

What makes this export different from the “Export All Timesheets” option? 

This export is customizable using a custom date range, filters, and tabs.  

Why can’t I make a custom export? 

The custom timesheet export is a feature included with paid Attendance. More about the feature differences between free and paid Attendance can be found here: How Does Free Attendance Work?  

How do I view worked hours for an archived employee? 

If you need to access timesheet information after an employee’s profile is archived, you can create a custom timesheet export with the Employees field set to All. This will include archived user records in the export for the time frame selected.

Updated on September 17, 2020

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