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Linking Timesheets to Rostered Shifts

Updated

Available for the following plans: Lite, Plus, Unlimited HR, Unlimited HR+Payroll
Time & Attendance Add-on Available for the following user access level: Admin, Manager

⚠️Work Sites & Positions Timesheets: This version of timesheet management uses work sites and employee positions instead of cost centres. It's currently available to customers who joined Employment Hero recently. Existing customers will be migrated to this system over the coming months.

Linking timesheets to rostered shifts provides greater accuracy and efficiency by connecting actual time worked with scheduled shifts. This integration allows you to compare what employees were rostered for against what they actually worked, making discrepancies easy to spot and helping streamline the approval process.

Linking timesheets to shifts

Link a timesheet to a rostered shift
  1. Log into your Employment Hero HR platform.
  2. Click the Time menu.
  3. Click Timesheet Management.
  4. Click on ... next to the timesheet you want to link.
  5. In the side panel, look for the Link to Rostered Shift option.
  6. If multiple shifts exist for the employee on that date:
    • Select the appropriate shift from the dropdown
    • Click Link
  7. If only one shift exists, it will auto-link automatically.
  8. Click Save to confirm the link.

Note: The system matches timesheets to rostered shifts based on employee name and date. Once linked, the rostered shift details appear with the label "Rostered:" in the timesheet entry.

Clock in/out via upcoming shift or rostered shift

Another way to automatically link timesheets to rostered shifts is through the clocking in/out process:

Via Work App (Upcoming Shift):

  1. Open the Employment Hero Work App on your mobile device.
  2. Navigate to the upcoming shift displayed on your dashboard.
  3. Tap Clock In when starting your shift.
  4. Tap Clock Out when finishing your shift.

Automatic Linking: When employees clock in/out via their upcoming shift (Work App) or rostered shift (HTC), the resulting timesheet is automatically linked to the corresponding rostered shift. This eliminates the need for manual linking and ensures accurate time tracking from the moment the shift begins.

Unlink a timesheet from a rostered shift
  1. Log into your Employment Hero HR platform.
  2. Click the Time menu.
  3. Click Timesheet Management.
  4. Click on ... next to the timesheet you want to link.
  5. In the side panel, click Unlink from Rostered Shift.
  6. Confirm the action when prompted.
  7. Click Save.

Unlinking removes the connection between the timesheet and rostered shift, which also removes variance highlighting and the ability to use "Approve as Rostered".

Using rostered shift data

Auto-fill timesheet from rostered shift
  1. Log into your Employment Hero HR platform.
  2. Click the Time menu.
  3. Click Timesheet Management.
  4. Click on ... next to the timesheet you want to link.
  5. Click Auto-fill from Rostered Shift.
  6. The timesheet will populate with:
    • Scheduled start and end times
    • Work site location
    • Position details
    • Any other relevant shift information
  7. Adjust any details if needed.
  8. Click Save.

This feature streamlines data entry by pre-filling the timesheet with the original shift assignment details.

Select the correct shift for multiple shifts
  1. When creating or editing a timesheet for an employee with multiple shifts on the same date:
  2. A dropdown will appear showing all available shifts.
  3. Review each shift option showing:
    • Shift start and end times
    • Work site name
    • Position title
  4. Select the shift that matches the timesheet being submitted.
  5. Click Link to confirm.

Tip: Match the timesheet times and location with the rostered shift details to ensure you're linking to the correct shift.

Understanding linked timesheets

Automatic linking process

The system automatically links timesheets to rostered shifts when:

  • Employee match: The timesheet employee matches the rostered employee
  • Date match: The timesheet date matches the rostered shift date
  • Single shift: Only one rostered shift exists for that employee and date
  • Clock in/out method: Employee clocks in/out via upcoming shift (Work App) or rostered shift (HTC) - upcoming shifts appear within 2 hours of the rostered start time

When these conditions are met, the link happens automatically with the option to unlink or auto-fill if needed.

Variance highlighting

When a timesheet is linked to a rostered shift, fields will be highlighted in red if there are differences in:

  • Start time: Timesheet start differs from rostered start
  • End time: Timesheet end differs from rostered end
  • Duration: Total hours worked differs from rostered hours
  • Work site: Employee worked at a different location
  • Position: Employee worked in a different role

This visual highlighting makes discrepancies easy to spot during the approval process.

When linking is available

You can link and unlink timesheets:

  • Before processing: Anytime before the timesheet is processed
  • All users: Both admins and employees can manage links
  • Any status: Works with Pending, Approved, Declined, Partial, Late, and Absent timesheets

Important: Once a timesheet is processed, linking and unlinking options are no longer available.

Rostered shift deletion warnings

If you attempt to delete a rostered shift that is linked to a timesheet:

  • A warning message will appear
  • The warning confirms that the timesheet will be unlinked
  • You can proceed with deletion (unlinking the timesheet) or cancel

This protection ensures you're aware of the impact before removing rostered shifts that are connected to timesheet data.

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