Reviewing and Editing Timesheets

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Overview

If you’re a supervisor, manager, or account holder, you can use the When I Work Scheduling app for Android to review and edit your employees’ timesheets.

You can also edit employee timesheets from your computer or iPhone/iPad.

Considerations

You must have manager or account holder access privileges to edit employee timesheets for all schedules. If you have supervisor privileges, you can edit timesheets for employees that belong to your schedules.

Reviewing employee timesheets

  1. From the When I Work Scheduling app, tap Menu button.
  2. Tap Attendance in the menu.
    Android Attendance Menu Item
  3. Tap the pay period that you want to review.

The icon next to the pay period indicates whether it is open, closed, or finalized:

  • Open circle: The pay period is open. Employees can still clock in and out (and edit their own timesheets, if you’ve chosen to allow it).
  • Solid circle: The pay period is closed. Employees can no longer clock in and out, but supervisors, managers, and account holders can make changes.
  • Circle with a check mark: The pay period is finalized. No one can make changes.

Open pay period

If you selected an open pay period, you see a list of employees that have clocked in during the pay period.

Tap an employee to view the employee’s timesheet.

Closed or finalized pay period

If you selected a closed or finalized pay period, you see a summary of each employee’s labor cost and total hours worked during the time period.

  • To view a summary of an employee’s hours by position, tap the clipboard icon (A).
  • To view an employee’s full timesheet, tap the total row in the table (B).

Editing employee timesheets

You can edit employee timesheets in open and closed pay periods. Finalized pay periods must be reopened from the When I Work web app before they can be edited.

  • Pay periods with an open circle can be edited.
  • Pay periods with a filled circle or check mark cannot be edited.

Add a timesheet entry

If an employee forgot to clock in for a shift, you can add a timesheet entry  yourself.

  1. From an employee’s timesheet, tap Plus button in the top-right corner of the screen.Add time sheet entry
  2. Set the timesheet entry details.
  3. When you’re finished, tap Checkmark button in the top-right corner of the screen.Save time sheet entry

Edit a timesheet entry

If you notice something wrong with a timesheet entry, you can edit the entry to fix it.

  1. From the employee’s timesheet, tap the timesheet entry that you’d like to change.
  2. In the top-right corner of the screen, tap Pencil button.Edit time sheet entry
  3. Make your changes to the timesheet entry.
  4. When you’re finished, tap Checkmark button in the top-right corner of the screen.Save time sheet entry

Delete a timesheet entry

If an employee clocked in by mistake, you can delete the timesheet entry they created.

  1. From the employee’s timesheet, tap the timesheet entry that you’d like to change.
  2. In the top-right corner of the screen, tap Trash button.Delete time sheet entry
  3. If you’re sure, tap Delete to confirm.
Updated on August 1, 2019

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