Approving the week on Timesheets

app.costworks.co.uk/timesheets

Reading the board

Every active employee gets a row, so somebody who has recorded nothing is visible rather than absent. The bands run across in the order of the paper sheet: Standard, Overtime, Saturday, Sunday, Bank hol and Holiday. Saturday has a column only in a week when somebody worked Saturday hours at the Saturday rate. Each row’s bands add up to its Total.

In a week when somebody stayed away, a Nights column sits between Total and Gross. It counts nights, not hours, so it isn’t part of the total. Gross includes the stay-away pay for those nights — hover over a gross figure to see how much of it is stay-away. A salaried person’s row says Salary, with the nights’ pay under it.

Approving

1. Check the hours and the gross against what you’d expect. Click a row to open the whole week — every day, empty days included, each shift with its job, times, break and hours.
2. Click Approve on the row, or tick several and use Approve selected.

Sending one back

Send back needs a reason, and the employee sees exactly what you typed. Write the thing they need to do: “Tuesday shows 14 hours, please check the finish time” beats “wrong”. The week opens again for them to fix and resend.

Reopening an approved week

Reopen puts an approved week back in your queue, not theirs. It asks why, and records your reason and your name in the audit log. Use it when the mistake is yours to fix.

Weeks waiting elsewhere

The board opens on this week. If timesheets are still waiting in an earlier week, a banner above the table says how many and where the oldest is, and Show the oldest takes you there. The badge on Timesheets in the sidebar counts every week waiting, not just this one.

Nights away and EN1090 records

In a person’s week, each day has an Away overnight tick. You can tick or clear a night whatever the week’s status, including a week already approved; one you ticked says (office).

Each EN1090 record shows under its shift with Mark checked, which signs it off with your name and the date. Nobody can check their own work. A check can be withdrawn, and if the crew member changes a checked record, the check comes off.

Job reports for the week

Job reports, top right, downloads the audit report for every job worked that week as one zip, each file named by its job number and title. It warns first if any of the week’s timesheets aren’t approved yet. See The job audit report.