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Reviewing and Editing Time Sheets (Scheduling App)

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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’ time sheets.

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

Things to know before you begin

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

Things to do before you begin

Make sure the When I Work Scheduling app is installed on your Android phone.

Reviewing employee time sheets

  1. From your Android phone, open the When I Work Scheduling app.
  2. In the top-left corner of the screen, tap Menu button.
  3. Tap Attendance in the menu.
  4. 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 time sheets, 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 time sheet.

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 time sheet, tap the total row in the table (B).

Editing employee time sheets

You can edit employee time sheets 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 time sheet entry

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

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

Edit a time sheet entry

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

  1. From the employee’s time sheet, tap the time sheet 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 time sheet entry.
  4. When you’re finished, tap Checkmark button in the top-right corner of the screen.Save time sheet entry

Delete a time sheet entry

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

  1. From the employee’s time sheet, tap the time sheet 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 April 13, 2017

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