Introduction
This workflow makes managing timesheets and holiday accrual effortless. Every hour an employee works automatically adds 12.07% toward their holiday entitlement, keeping your balance accurate and up to date without any extra effort!
You can choose to have submissions reviewed by managers through an approval process or update records and entitlement instantly.
How it works
Employee adds a new record in the Timesheets screen from within their Profile.
Without Approval Process
Once a timesheet is submitted, the employee’s holiday entitlement is updated automatically. Hours worked are converted into holiday at 12.07% and added directly to their entitlement.
With Approval Process
Once a timesheet is submitted, the manager receives an email and a To-Do to review the request. If approved, Hours worked are converted into holiday at 12.07% and added directly to their entitlement. Regardless of approval or decline, the employee receives a confirmation email.
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.
When you deploy it, a Timesheet Hours screen will be added to the Employee Profile template - unless one already exists with the exact same name.
If your organisation already has a screen with this name, a new one will not be created. You can either rename/delete your existing screen, or you may just need to update it slightly to match the below requirements in order for the workflow to function properly (see the list below).
Requirements
When a screen is automatically added during workflow deployment, all required fields, permissions, and best-practice recommendations are included by default.
This section only applies if you already have this screen or plan to customise the preloaded version. It outlines which elements must remain unchanged for the workflow to function correctly.
Required Fields
Field Type | Field Name |
Date picker | Timesheet Date |
Time picker(24 hour) | Timesheet Hours |
If you are using the workflow with the approval process, you will also need:
Field Type | Field Name |
Radio button | Manager Authorisation |
Required Screen Variants (For approval process only)
Variant Name | Notes |
Manager | In this variant we define what the manager can view and edit in the task. Here we want them to only 'View' what the employee entered on the initial request, and 'Edit' the Authorisation fields. |
Best Practice
We advise for employees to only have 'Add' permissions to this screen, they should not be able to edit once submitted as this could interfere with requests and entitlement.
FAQs
Can an employee edit a Timesheet once submitted?
No, employee's are unable to edit a timesheet once added, whether it's Pending, Approved or Declined. Managers and Admins have the ability to edit these entries however.