Introduction
This workflow automates the process of checking employees’ working hours against their scheduled work pattern. By comparing actual hours worked with scheduled hours, the workflow ensures fairness and accuracy: employees who work additional hours receive entitlement, while those who work fewer hours have the difference deducted from their entitlement balance.
It reduces manual calculations, minimises errors, and saves managers time when reviewing timesheets.
Configurations
You can choose which leave type entitlement (e.g. TOIL, Flexi, Holiday) the workflow will update. It is defaulted to TOIL.
Click here to learn more about configurable workflows.
How it works
Employee submits timesheet by entering date, start/end time and break minutes.
Once submitted, the workflow automatically compares the submitted hours with the employee’s scheduled hours (based on their work pattern) and updates their entitlement accordingly.
If actual hours > scheduled hours → The difference is added to entitlement.
If actual hours < scheduled hours → The difference is deducted.
Within seconds of submitting the timesheet, the workflow calculates and updates the timesheet with Worked Hours, Expected Hours and the Entitlement Update.
If an employee has a time off event logged for that day, this will first be deducted from the expected hours before calculating, and will be displayed as such on the timesheet record.
If the timesheet was logged on a non-working day, the expected hours will be displayed as 0.
2nd Timesheet Entry
If you would like to allow employees to add a second entry on the same day, use the screen designer to create the following additional fields:
Field Type | Field Name |
Time picker(24 hour) | Shift Start Time 2 |
Time picker(24 hour) | Shift End Time 2 |
Number | Break Duration (Minutes) 2 |
When an employee goes into their original record for that day and updates a second shift, their total worked hours will be taken into account and the entitlement updated accordingly.
How to get this workflow
This workflow is available for organisations on the Elite and Enterprise tier. You can find it in the Workflow Hub.
FAQs
What happens if an employee doesn’t have enough entitlement to cover a deduction?
The system will flag this case by entering 'Entitlement Update Failed' in the Entitlement field of the timesheet, as well as sending an email to the employee.
Can employees see their entitlement balance in real time?
Yes. Balances are updated immediately after timesheet submission and are visible in the system.
What happens if a timesheet is edited or deleted?
If deleted: Any entitlement changes linked to the timesheet will be reverted. For example, if the timesheet originally added 5 days to entitlement, those 5 days will be deducted (and vice versa).
If edited: The entitlement linked to the original timesheet will first be reverted, as described above. It will then be recalculated and updated to reflect the new timesheet values. This process happens within seconds.
👉 Important: We recommend only editing the fields originally entered by the employee. Do not adjust the three fields at the bottom of the form, as these are automatically calculated by the workflow.