Time card

Updated 1 week ago by Leigh Hutchens

The purpose of the Time card is to answer the question "what has happened on this day for employee X, and what was the outcome".

View an employee's Time card

You can enter the Time card in the schedule view in three places:

  1. Hover over a cell (employee and day) and click on the date that appear:

or

  1. Click on the "three dots" beside the employee's name and select Time card:

or

  1. You can access the time card from Time by clicking on a payroll item in the employee view or in the unit view.

Access control to Time is controlled by the permission Transfer to payroll, where the user needs at least read to be able to see data in the time tab and reach the time card through Time. The access control for data in the time card is controlled by the permissions under Scheduling.

Note that you are able to access the time card on all payroll items where the user has at least read on permission transfer to payroll, while in the Schedule view, the user only has access to time cards worked on the specific unit.

The Time card consists of up to five tables that you can decide to turn on or off. Here is a brief explanation of the tables. Please see more detailed information further down in this article.

  • Schedule items: In this table, you can see: shifts, tasks, punches, tasks, leave requests, and absences. You can also attest time. If you click on a row, a detail panel will open and from there you can make changes on the schedule item.
  • Summary: The difference between total scheduled hours and total worked hours and the difference between total scheduled breaks and total punched breaks.
  • Salary type overview: The salary outcome for the day.
  • Time Tracker balance: The balance of Time Trackers.
  • Time Tracker transactions: Search for Time Tracker transaction.

It's also possible to enter the Time card on from a touch device by clicking the three dots next to the employee name and select "Time card":

Schedule items

In this table, you're able to see details about shifts, tasks, punches, leave requests, and absences for one employee per day.

Shifts and tasks

Shifts are indicated in the Time card as a vertical stripe with the color from the shift type. Tasks are indicated below the shift with a small circle with the color from the shift type.

The following detailed information can be found for shifts:

  • Name of the shift type
  • Comment (o)
  • Start and end time of break(s) (o)
  • Start and end date and time of the shift (date is only displayed in cases where the start and end is not on the same day/daybreak) 
  • Sum of scheduled hours (including or excluding breaks depending on setting)
  • Section (of the shift)  (o)
  • Agreement (o)
  • Cost center  (o)
  • Project  (o)
  • Tag (o)
Note that "(o)" indicates if the column/additional information are optional and can be disabled in the Adjust view.

The following detailed information can be found on tasks:

  • Name of the shift type
  • Start and end time of the task
  • Section (of the task) (o)
  • Cost center (o)
  • Project (o)
  • Tag (o)
Note that "(o)" indicates if the column/additional information are optional and can be disabled in the Adjust view.

If there are more than one task, they are sorted after start time below the "mother" shift.

Edit a shift

If you want to edit a shift, click on the shift type name, or click Edit after clicking the "three dots" on the right-hand side of the shift. When you do, a panel opens. If you want to know more, please read here.

Add a shift

If you want to add a shift, click on the plus icon on the upper right corner of the Time card, and select Shift. A panel will open where you can add the details about the shift.

Delete a shift

If you want to delete a shift, click on the "three dots" on the right hand side of the shift and select delete.

Note that if the employee is shared between units or sections (i.e. have a role), we only show shift information from the unit/section you're currently viewing. Example: employee works on unit A and unit B. Manager on unit A only see shifts (and tasks) that is scheduled on unit A.
If the scheduled shift cross daybreak, the shift is shown on both days in the Time card. The sum of scheduled hours is the total sum for the whole shift, not the sum per per day.
Punches

If connected to a shift, you'll find the punch located below the shift in the Time card with the same shift type color as the shift.

The following detailed information can be found for punches:

  • Comment (o)
  • Start and end time of break(s) (o)
  • Start and end time (date is only displayed in cases where the start and end is not on the same day/daybreak) 
  • Sum of punched hours (including or excluding breaks depending on setting)
  • Section (of the punch)  (o)
  • Agreement (o)
  • Cost center  (o)
  • Project  (o)
  • Tag (o)
  • Overtime
  • Employee attest
  • Manager attest
Note that "(o)" indicates if the column/additional information are optional and can be disabled in the Adjust view.
Note that it's currently not possible to add a punch on other units than the employee home unit. In that case, you would need to choose the unit in the group selector to where you want to add the punch.

Punch w/o shift

Punches without shifts are indicated in the Time card as a vertical stripe in red and pink. If punch warning is enabled in the parameter setting, you'll also get a warning with text Shift missing:

Punches on tasks

Punches that are connected to tasks are located below the task. If you punch in and out of the "mother" shift and tasks, then the punches that are connected to the shift can be found below the shift. Tasks with connected punches are sorted on start time below the shift with connected punch(es):

We currently don't show any warning when a shift doesn't have a punch connected (as we do in the schedule view).

Attest a punch

You can attest the punch in the Time card. Both employee and manager attest "box" can be found on the right hand side of the punch.

Parameter setting "Hierarchical approval", "Manager can attest employee", and "Attest into future" are also supported from the Time card.

Edit a punch

If you want to edit a punch, click on Punch or choose Edit after clicking the "three dots" on the right-hand side of the punch. Then, a panel will open. If you want to know more about punches, please read here.

Add a punch

If you want to add a punch, click on the plus icon on the upper-right corner of the Time card and select Punch. A panel will open where you can add the details about the punch.

Delete a punch

If you want to delete a punch, click on the "three dots" on the right hand side of the punch and select delete.

Leave requests

A leave request is indicated as a gray box on the left-hand side of the leave request. If you click on the row, you'll be able to accept or deny the leave request, as well as be able to decide what to do with the shifts (delete, unassign, reassign).

The following detailed information can be found for punches:

  • Absence type
  • Start and end time
  • Start and end date (only displayed in cases where the start and end is not on the same day/daybreak)
  • Sum of leave request hours on that day

Note that it's not possible yet to add, edit or delete a leave request.

Absences

Absences are indicated in the Time card as a dark vertical stripe .

The following detailed information can be found for shifts:

  • Absence type
  • Comment (o)
  • Start and end time
  • Start and end date (only displayed in cases where the start and end is not on the same day/daybreak) 
  • Sum of absence hours on that day
  • Employee attestation
  • Manager attestation
Note that "(o)" indicates if the column/additional information are optional and can be disabled in the Adjust view.

Attest an absence

It's possible to attest an absence in the Time card. Depending on setting the absence can be attested upon creation.

Edit an absence

If you want to edit an absence, click on the shift type name or choose Edit after clicking the "three dots" on the right-hand side of the absence. Then, a panel will open. If you want to know more, please read here.

Add an absence

If you want to add an absence, click on the plus icon on the upper right corner of the Time card and select Absence. A panel will open where you can add the details about the absence and save. Read more here.

Delete an absence

If you want to delete an absence, click on the "three dots" on the right hand side of the absence and select Delete.

Absence shift

If the employee was scheduled on a shift when the absence was added, the shift will turn into an "absence shift". In the Time card, the absence shift will still have it's own row, and you're able to see details of the absence shift; however, the user cannot make any changes to the absence shift (and hence it's not clickable).

Time warnings

If a punch, absence, or shift has a warning, it's indicated by an exclamation mark and an explanatory text. Read more about Time warnings here.

If you aren't interested in Time warnings, you can simply remove it from the view by deselecting Warnings it in the Adjust view section:

Summary

Diff (delta) in Summary table

In the Summary table, it's possible to see the difference between:

  • Scheduled hours and Worked hours
  • Scheduled breaks and Punched breaks
You can decide not to show the Summary table by de-selecting it in the Adjust view.

Salary type overview

In the Salary type overview, you can see the salary outcome for a particular day and employee.

The following detailed information can be found in the table:

  • Name of salary type (e.g. "holiday") incl. salary type id
  • Sum of hours per salary type
  • Start and end time of what has generated the outcome (typically a punch)
  • How the salary type was generated
    • Automatically
    • Registered manually
    • From a manual rule for the shift that has created the salary type
    • From a manual rule for bank holidays that have been created in the salary type
Sum of hours is always shown in decimals (2 decimals), i.e. 0.25 is 1/4 of of an hours and not 25 minutes.
How salary outcome is shown in the Time card

Salary outcome is shown on the start day of shift that is connected to a punch. If there is no shift connected, the salary outcome is shown on the start day of the punch.

Example: An employee has a shift and punch from 22:00 day 1 ending 05:00 day 2 (daybreak is 23:59:59).

Time card day 1:

  • Shift 22:00-05:00
  • Punch 22:00-05:00
  • Salary outcome: 7 hrs

Time card day 2:

  • Shift 22:00-05:00
  • Punch 22:00-05:00
  • No salary outcome shown on this day
Add/edit/delete salary types manually

It's possible to add/edit/delete salary types manually in the Salary type overview if the user has the permissions to do so.

Click on the + icon in the upper right corner of the Salary type overview table, and select which punch the salary type should be connected to, salary type, and quantity:

 Approval of salary types

It's also possible to approve Salary types in cases where the Salary type requires approval (currently set up on the Salary type in Classic). The approval checkbox can be found on the right-hand side of the salary type:

Time Tracker balance

The Time Tracker balance is located on the right-hand side of the Time card underneath the Summary and Salary type overview tables. Here you'll find a list of all Time Trackers relevant for this employee and their balance.

Note that if you are using a small screen, you may see these individual sections appear in line with one another. 

Learn more about Time Trackers here.

Time tracker transactions

Below the Schedule items table, you can find the Time Tracker transaction table where the user can see and add any Time Tracker transactions from within the Time card.

You may view past transactions, as well as future transactions, that are due to automatically apply by entering a date range and clicking the refresh button:

Click the + to add a new transaction. Select the type of transaction, effective date, and count you want to add:

Once you've clicked Save and refreshed the Time Tracker transaction view again, you'll see the entry logged here with options to edit and delete:

From within the Time card, you're also able to show/hide the Time Tracker transactions table by clicking "Adjust view" and checking/unchecking the box labeled Time Tracker transactions:

General functionality

Adjust view

It's possible to adjust the Time card based on the users need and decide what you want to see in the view. You only need to set this up the first time you go in to the Time card after that it will be remembered.

The following table/row and information can be adjusted:

Tables

  • Summary
  • Salary type overview
  • Time Tracker balances
  • Time Tracker transactions

Additional information

  • Comments
  • Breaks
  • Warnings

Optional columns

  • Section
  • Agreement
  • Cost center
  • Project
  • Tags
  • Overtime

See when you're in a locked period

When you're entering the Time card in a locked period, it will look something like this:

You can lock the schedule in the schedule view by clicking on the three dots on the upper right-hand side of the tool bar. Then select “Lock schedule”.

Go to next or previous day

Go to next or previous day by clicking the arrows next to the employee's name:

If you have loaded Time Tracker transactions for a period and navigate to the next day using the arrows, the data will be reset and you'll need to load the period for Time Tracker transactions again.

Permissions

Object

Permission

Comment

Time card

Scheduling

To see the Time card the user needs to have at least read access

Shift and task

Scheduling

To see shifts and tasks, the user needs to have at least read access

To add/edit/delete shifts and tasks, the user needs to have write access

Punch

Punches

To see punches, the user needs to have at least read access

To add/edit/delete punches, the user needs to have write access

Attestation

Punches

To be able to attest time, the use needs to have write access

Absence and leave request

Absence

To be able to see absence and leave requests, the user needs to have at least read access

To be able to add/edit/delete absences and approve/deny leave requests, the user needs to have write access

Time Tracker (balance and Transaction)

Time Tracker

To see balance and transactions, the user needs to have at least read access

To add transactions, the user needs to have write access

Add salary type

Manual salary types

To add/edit/delete manual salary types, the user needs to have write access


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