This article is specifically for the admin web portal, if you're looking for how to edit or add time on the admin mobile app please click here. If you're looking for the employee tutorial on viewing or editing time please click here for the web portal or click here for the mobile app.
Adding Timesheets - Editing Timesheets - Bulk Actions - Frequently Asked Questions
Viewing Timesheets
To check timesheets for your employees, log into the web portal and navigate to the Time & Mileage page. This will give you an overall look of all timesheets, both new and old. There are a few options for filtering the timesheets, as well as a search box to make it easy to find what you need.
To the right of each timesheet will be an array of icons to help you manage your employee's timesheets:
Please note that if your screen is small, or your text is large, you may not immediately see the icons. You may need to scroll to the right to see them, and in some cases they may collapse into 3 vertical dots you can click on to open a sub menu.
- Route: Allows you see the route map created from the geolocation data, so you can see exactly where your employees went. For more information on checking route maps please click here.
- View Timesheet: Use this to see additional details about the timesheet such as timezone, clock in/out source (web vs app), signatures, attachments, as well as any notes or editing history.
- Segmented Tracking: To learn more about everything Segmented Tracking related, please click here.
- Approve Timesheet: If you have opted to have only approved timesheets show in your reports, or want to make sure that each timesheet is checked for accuracy, you'll click this icon to move it to the "Approved" timesheets page.
- Update Timesheet: Click this button to make any changes to a timesheet, learn more about this below.
- Delete Timesheet: To permanently remove a timesheet, click this button.
Deleting timesheets is permanent and cannot be reversed. This will remove any time, mileage, notes, pictures, signatures, and geolocations associated with the timesheet.
Adding Timesheets
If an employee forgets to clock in and needs their time for the day added, you can do so on the Time & Mileage page by clicking the "Add Timesheet" button.
This will open a new page that lets you enter all of the information necessary to make sure your employees are reimbursed for their time.
Once done, click the "Save" button and it will add it to your time entries.
If you also need to add mileage, make sure you go back and edit the timesheet again so you can enter a mileage amount.
Editing Timesheets
Updating a timesheet will allow you to adjust anything on it - the employee assigned to it, the job/task, mileage, clock in/out times, breaks, notes, etc. To begin, click this button next to the timesheet you want to change:
Change any of the fields you need to and then click Save at the bottom. Any changes made to a timesheet will be logged in the "Activity History" when viewing a timesheet, as well as an icon added on the Time & Mileage page so you can see that it has been edited at a glance.
Bulk Actions
Currently you are able to either bulk approve or bulk delete timesheets if you need to do many at once. You can either select all by checking the box next to the "Name" column on the Time & Mileage page, or by checking the box next to each individual timesheet if you only need specific ones. Once highlighted, a pop up at the bottom will give you the option to Approve or Delete.
Deleting timesheets is permanent and cannot be reversed. This will remove any time, mileage, notes, pictures, signatures, and geolocations associated with the timesheet.
Frequently Asked Questions
My employee forgot to clock out, how do I change their mileage after I update their clock out time?
After you have saved the new clock out time, edit the timesheet again and click the "Recalculate" button in the Mileage box. This will recheck the times on the breadcrumbs and remove any mileage that was accrued after the employee should have clocked out.
How is time calculated?
Timeero calculates hours, minutes, and seconds. Seconds will not be shown in the timesheets on the web portal or in the mobile app, but will be accounted for when running reports so that your calculations are accurate. Time will show in one of two formats, for example 3 hours and 10 minutes worked will show up as either 3:10 or 3 hr 10 mins. If you prefer decimal format in your reports, you can switch that setting in Company Settings > Reports.
My employees work in different timezones, how will their timesheets be affected?
Because Timeero uses Coordinated Universal Time (UTC) the hours calculated on a timesheet are not affected by being in a different timezone, or by changing timezones while clocked in. If the timezone for a punch time is different than what is set for the company, it will display that timezone on the timesheet, with the correct time that the employee made the punches.
How long are timesheets stored?
Timesheets will be kept in your account for as long as you are a customer. Geolocations associated with timesheets are removed from your account after one year, but they are stored on our servers for three years. If you need access to a route map older than one year, please contact support to make your request - this may take a few days to recover.