How to Manage Timesheets as an Admin

In this article, we’ll guide you through the process of managing the timesheets for staff members at your clinic using Pabau.

Who Can Manage Timesheets?

Before we dive into the steps, it’s important to note that only admins within your Pabau account—those defined as such through the Team feature—have the authority to view, approve, edit, and delete the timesheets of all employees. If you’re not an admin, you’ll have more limited access, meaning you can only view and submit your own timesheets.

What You Can Do on the Timesheets Page

The timesheets page in Pabau pulls information directly from the clock-in feature. This page allows for the following:

Submitting Your Own Timesheets: Whether you as an admin or a non-admin team member forgot to clock in, clocked in late, or accidentally clocked out early, you can manually submit a timesheet to ensure accurate records.

Editing Colleagues' Timesheets (For Admins): As an admin, you can fix any errors in the timesheets of other staff members, ensuring that the records reflect the correct hours worked.

Viewing an Overview of Employee Time Management (For Admins): If you’re an admin, you can access an overview that displays how each employee has spent their time, helping you monitor productivity and ensure compliance with scheduled hours.

Now, let’s walk through the process of accessing and managing timesheets.

Step 1: Accessing the Timesheets Page

Start by logging into your Pabau account. On the left sidebar menu, locate and click on the "Team" option. From the dropdown menu that appears, select "Timesheets." This will take you to the main timesheet management page, where all timesheet data is housed.

Depending on your role (admin or non-admin), your view on this page will differ slightly.

• • If you’re an admin, you’ll see your own timesheets as well as the timesheets of all staff members who work in the locations to which you have access.
  • If you’re a non-admin, you will only see your own timesheets.

At the top of the timesheet page, you’ll find navigation options that allow you to switch between different days, or to view timesheets by day, week, or month. Admins will also have the ability to apply filters by employee and location to narrow down the displayed information.

Step 2: Viewing and Understanding Timesheets

After accessing the timesheets page, you can begin reviewing and managing the timesheets of your staff.

Viewing Timesheet Activity: To get a detailed view of an employee's activity for a particular day, click on the row corresponding to that staff member in the timesheet table. This action will open a preview where you can see a chronological list of actions taken by the employee during their shift, including clock-in times, break times, and clock-out times.

Timesheets will display various statuses depending on their condition:

Pending Approval: This status is applied to timesheets that have been manually added and are awaiting approval by an admin.

In Shift: This indicates that the clock-in feature is currently active and the employee is in the middle of their shift.

Even if an employee hasn’t been scheduled or hasn’t clocked in, there will still be a row for them in the timesheet table.

To gain more insight into specific events during the shift, such as clock-ins, breaks, or clock-outs, simply hover over the icon within the timesheet. This will display a tooltip with additional details about the event.

Ongoing Shifts: If a staff member is actively clocked in, the timesheet’s time indicator will increment in real-time as the day progresses, showing the elapsed time leading up to the scheduled end time.

Completed Shifts: For shifts that have already ended, you’ll see the total number of hours and minutes worked. If the staff member is still clocked in, the system will continue to update this information until they clock out.

Timesheet Labels

There are several labels you may encounter on the timesheet page:

Closed: This label appears when the location is closed, based on the location's opening hours set in Setup > Locations.

Off: This label indicates that the employee does not have a scheduled shift for the day.

Absent: This label is used when the end of the day has been reached, and the employee has not clocked in. The end of the day is determined by the closing time of the location.

Step 3: Adding a Timesheet

If you need to add a timesheet for yourself or another staff member, follow these steps:

• Start Adding a Timesheet: Begin by clicking on the ‘Add Timesheet’ button located on the timesheet page.

• Select a Location: You’ll then be prompted to select the location where the employee works. You’ll only be able to choose from your primary and allowed locations, which will display only the team members from those specific locations. If you choose the “All Locations” option, it will display all team members from your primary and allowed locations.

• Search for Employees: Use the search bar to easily find the staff member you’re adding a timesheet for by typing in their name.

• Location Assignment:

  If the selected employee only has access to one location, that location will be pre-selected.
  
  If the employee has access to multiple locations but is scheduled to work at one on the selected date, that location will be selected and non-editable.
  
  If the employee doesn’t have a shift scheduled on the selected date, you’ll be able to choose from the employee’s primary and allowed locations.
  
  Selecting a location is mandatory.
  
  

• Set Clock In/Out Times:

  If the team member had a scheduled shift at the selected location, the clock-in time will automatically reflect the team member’s scheduled shift start time.
  
  If the team member does not have a scheduled shift, the system will display the location's standard working hours.
  
  You can either accept the default time or edit it by clicking on the field and selecting a new time.

• Adding Breaks:
  
  To add a break, click on the “Add Break” button. This will display a list of break types as defined in the Blockout Options settings. After selecting a break type, it will appear on the create timesheet modal.

  You can manually enter the break duration, or you can use the hourglass icon to set the break duration.

• Set Clock Out Time:

  If the team member had a scheduled shift, the clock-out time will default to the scheduled end time, though it can be edited.
  
  If the team member did not have a scheduled shift, the clock-out time field will be empty, and you’ll need to select an end time.

• Calculate Total Hours:

  Total Hours Worked: This field will display the total number of hours worked, calculated as the time between clock-in and clock-out, including paid breaks but excluding unpaid breaks.
  
  Paid Breaks: This field calculates the time spent on paid breaks.
  
  Total Hours Paid: This field displays the total number of hours worked minus the time spent on unpaid breaks.
  
  Once all the details have been entered, click “Create” to save the timesheet. The new timesheet will now appear on the timesheet listing page.

Step 4: Editing a Timesheet

If you need to correct an error or update details for an ongoing shift, you can edit a timesheet.

To edit a timesheet, click on the specific timesheet you wish to modify. This will open the Activity sidebar. From here, you can choose to edit or delete the timesheet using the three dots menu.

Editing Permissions:

Admins can edit timesheets that are ongoing, as well as timesheets that have already been completed (where the staff member has clocked out).

Non-admins can only edit their own timesheets, including the date and location, provided an admin has not yet approved them.

What Can Be Edited:

You can change the clock-in time, add or remove breaks, and adjust the clock-out time. However, you cannot change the date or location of timesheets that are not in draft status.

Once you’ve made your desired changes, click “Save” to update the timesheet.

If you modify clock-in or clock-out times and there are appointments scheduled for the team member before or after these times, a warning message will appear when saving, informing you that the appointments may be lost.

Step 5: Deleting a Timesheet

Sometimes, a timesheet might need to be removed entirely—whether it was submitted in error or for some other reason.

Admins have the ability to delete any timesheet for any employee, with the exception of active timesheets (i.e., those where the clock-in feature is currently active). Non-admin team members can only delete timesheets that have not yet been approved by an admin, allowing them to make corrections before final approval.

You can delete timesheets through two different options:

1. Activity Sidebar: In the timesheet's Activity sidebar, clicking on the three-dot men will provide a "Delete" option.

2. Edit Timesheet Page: On the "Edit Timesheet" page, there is a dedicated "Delete" button available for removing the timesheet.

Upon selecting the delete option in either location, a confirmation popup will appear to ensure you want to proceed with the deletion. Confirm your choice to permanently remove the timesheet.

By following these steps, you can effectively manage timesheets within Pabau, ensuring accurate tracking of work hours and smooth time management for your team.

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