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Use HR Dimensions to tag timesheets and schedule shifts

Updated

Available for the following plans: Unlimited
Available for the following User Access levels: Admin, Employee, Manager

HR Dimensions let you tag timesheet hours and schedule shifts with categories such as project, client, or department, making it easier to track payroll costs and reporting in Keypay. This feature ensures your cost allocation data is captured at the point of entry and flows through to payroll automatically.

Before you start, make sure your organization has an active Keypay payroll connection and dimensions are configured in the Employment Hero Payroll platform.

This article explains how to:

Configure dimension settings for timesheets and schedules

This section covers how admins can enable and manage dimension settings, including making them mandatory for employees or managers.

Steps to enable and configure dimensions
  1. Log in to Employment Hero as an Admin.
  2. Go to Payroll > Payroll Settings.
  3. Select Dimensions from the navigation menu. If no dimensions are found, a message will prompt you to configure them in Keypay.
  4. Review the list of synced dimension categories (such as Project, Client, or Department) from Keypay.
  5. Go to Payroll > Timesheet Settings.
  6. Find the Dimensions row in the timesheet fields configuration table.
  7. Toggle the Dimensions field on or off as needed. The setting saves automatically.
  8. Set whether dimensions are mandatory for employees or managers by enabling the relevant options. If no dimensions have synced yet, a warning will appear.

Tag timesheet entries and scheduled shifts with dimension values

This section explains how employees, managers, and admins can select dimension values when creating or editing timesheet entries and scheduled shifts, including on web, mobile, and kiosk.

Steps to tag timesheet entries and scheduled shifts
  1. Log in to Employment Hero.
  2. For timesheets:
    1. Go to My Timesheet (for employees) or Payroll > Timesheet Management (for managers/admins).
    2. Create or edit a timesheet entry. If dimensions are enabled, a button such as "+ Add dimensions" will appear. Click it to reveal dimension fields.
    3. Select values for each dimension (e.g. Project, Client, Department). If the entry is linked to a scheduled shift, dimension values may be pre-filled from the shift. Otherwise, defaults from the employee profile may pre-fill the fields.
    4. If dimensions are mandatory, you must select a value before submitting. Validation errors will appear if required fields are left blank.
    5. Submit the timesheet entry. Dimension values will be saved and included in payroll reporting.
  3. For scheduled shifts:
    1. Go to Scheduling > Schedule (Advanced Scheduling only).
    2. Create or edit a shift. Dimension fields will appear at the bottom of the shift form if active.
    3. Select the appropriate dimension values for the shift. When copying or using templates, dimension values are retained if eligible for the assigned employee.
    4. Save the shift. The selected dimension values will pre-fill any timesheet entries created from this shift.
  4. For mobile and kiosk:
    1. On the EH Work app, dimension fields appear when adding a timesheet or clocking in (if enabled). Select values as needed.
    2. On the Hero Time Clock kiosk, dimension fields appear on the clock-out screen. Select values if required.

View and filter dimension values in timesheets and audit trails

This section covers how to view, filter, and report on dimension values in timesheet lists and audit trails.

Steps to view and filter dimension values
  1. Log in to Employment Hero.
  2. Go to My Timesheet or Payroll > Timesheet Management.
  3. In the timesheet list view, dimension values appear as badges on each entry row. If an entry has multiple values, up to five badges are shown, with a "+N more" link for additional values.
  4. To filter by dimension, open the filter panel. Each active dimension appears as a filter section. Select one or more values to filter the list. Selected filters appear as chips in the filter bar.
  5. To view dimension history, open the audit trail for a timesheet entry. Each dimension appears as a column, showing the value at each point in time.

Further information

What happens if dimension values are not selected?
If dimensions are not set as mandatory, timesheet entries and shifts can be submitted without selecting dimension values. If mandatory, you must select a value for each required dimension before submitting.
How are dimension values synced with Keypay?
Dimension values selected in Employment Hero are included when timesheets are exported to Keypay, ensuring your payroll cost reports reflect the correct allocations.
Can dimension values be edited in Employment Hero?
Dimension values can be selected or changed when creating or editing timesheet entries or shifts, but the available dimension categories and values are managed in the Employment Hero Payroll platform.