Timesheets

Timesheets provide a comprehensive view of employee working hours, allowing for review, approval, and management of time entries. Managers and HR personnel can approve timesheets in both Salesforce and the Employee Hub.

View and Approve Timesheets in Salesforce

Managers and HR administrators can review and approve employee timesheets directly in Salesforce.

Accessing Timesheets

1. Open Salesforce and use the App Launcher 𓃑
2. Navigate to Timesheets

3. You'll see a list view of all timesheets that require your attention 4. Use filters to narrow down the list:

• Status: Pending, Approved, Rejected
• Employee: Filter by specific employee
• Date Range: Select a specific time period
• Department/Team: View timesheets by organizational unit

Reviewing a Timesheet

1. Click on a timesheet to open it

2. Review the following details:
   • Employee information: Name, employee ID, department
   • Time period: The week or month covered by the timesheet
   • Total hours: Overall hours worked
   • Daily breakdown: Hours worked each day
   • Break times: Duration and timing of breaks
   • Overtime hours: Any overtime worked
   • Cost center assignments: If applicable
   • Notes: Any comments from the employee

Approving or Rejecting

To approve a timesheet:

1. Review all time entries for accuracy
2. Check for any anomalies (excessive hours, missing breaks, etc.)
3. Verify against schedules and expected working hours
4. Click Approve to approve the timesheet
5. The employee will be notified of the approval

To reject a timesheet:

1. Click Reject
2. Important: Add a clear reason for rejection explaining what needs to be corrected
3. The employee will receive a notification with your feedback
4. They can then make corrections and resubmit

Bulk Approval

For approving multiple timesheets at once:

1. From the timesheets list view, select the checkboxes next to the timesheets you want to approve
2. Click the Bulk Approve button (if available)
3. Confirm the bulk approval
4. All selected employees will receive approval notifications

View and Approve Timesheets in the Hub

The Employee Hub provides a user-friendly interface for managers to review and approve timesheets.

Accessing Timesheets in the Hub

1. Log in to the Employee Hub with manager credentials
2. Navigate to Time Management or Timesheets in the main menu
3. You'll see all pending timesheets that require your approval

Hub Approval Process

1. Click on an employee's timesheet to view details
2. Review the time entries for the period
3. Use the Approve or Reject buttons
4. If rejecting, add a comment explaining the issue
5. The system updates automatically and notifies the employee

Mobile Approval

Managers can also approve timesheets via the flair mobile app:

1. Open the flair app
2. Go to Approvals or Timesheets
3. Review and approve/reject timesheets on the go

Change Requests

When employees need to modify already-submitted time entries, they can submit a change request. This ensures an audit trail and requires manager approval.

How Employees Submit Change Requests

1. Navigate to the time entry that needs correction in the Employee Hub
2. Click Request Change
3. Modify the information:
   • Start time
   • End time
   • Break duration
   • Cost center assignment
4. Add a reason for the change (required)
5. Submit the request

Types of Changes

Employees can request changes for:

• Clock in/out times: Adjust start or end times
• Forgotten entries: Add missing time entries
• Break corrections: Modify break start/end times
• Cost center changes: Update cost center assignments
• Date corrections: Fix entries logged on wrong dates

Approving Change Requests

In Salesforce

1. Navigate to Change Requests in the App Launcher
2. You'll see all pending change requests
3. Click on a request to review:
   • Original entry: What was initially logged
   • Requested changes: What the employee wants to change
   • Reason: Employee's explanation
   • Impact: How this affects total hours
4. Approve or reject the request
5. If rejecting, provide a clear reason

In the Employee Hub

1. Go to Approvals or Change Requests
2. Review pending requests
3. Compare the original and requested changes side-by-side
4. Approve or reject with comments

Audit Trail

All change requests maintain a complete audit trail:

• Who made the original entry
• When it was submitted
• Who requested the change
• What was changed
• Who approved/rejected the change
• When the approval/rejection occurred

This ensures compliance and accountability.

Reapproving Timesheets

In some cases, a timesheet that was previously approved may need to be modified and reapproved.

This can happen when:

• Errors are discovered after approval
• Payroll corrections are needed
• Compliance audits require adjustments

When Reapproval Is Needed

The system will flag a timesheet for reapproval when:

• An approved time entry is edited by an administrator
• A change request is approved that modifies an already-approved timesheet
• Manual adjustments are made to hours or calculations

Reapproval Process

1. The timesheet status automatically changes to Pending Reapproval
2. The assigned approver receives a notification
3. The approver reviews the changes (highlighted in the interface)
4. The approver can see:
   • What was originally approved
   • What has changed
   • Who made the changes
   • Why the changes were made
5. The approver then approves or rejects the modified timesheet

Best Practices for Reapproval

• Review change history: Always check what was modified
• Verify impact: Ensure changes don't create compliance issues
• Document reasons: Add notes about why reapproval was granted
• Notify payroll: If changes affect payroll, alert the payroll team
• Set deadlines: Establish reapproval deadlines to avoid payroll delays

Timesheet Settings

Administrators can configure various timesheet settings:

Approval Workflows

• Single approver: One manager approves all time entries
• Multi-level approval: Time entries go through multiple approval stages
• Automatic approval: Time entries auto-approve after a certain period (use with caution)

Submission Deadlines

• Set deadlines for timesheet submission (e.g., Friday by 5 PM)
• Configure reminder notifications
• Set up escalation for missed deadlines

Locking Periods

• Lock approved timesheets to prevent modifications
• Set lock dates for payroll periods
• Configure who can unlock timesheets (usually limited to admins)

Notifications

Configure notifications for:

• Pending timesheets requiring approval
• Approved/rejected timesheets
• Change requests
• Approaching submission deadlines
• Reapproval requirements

Timesheet Reports

Generate reports to analyze time tracking data:

Available Reports

• Hours worked by employee: Total hours per employee over a period
• Overtime report: Overtime hours by employee or department
• Approval status: Timesheets pending approval
• Cost center breakdown: Hours by cost center
• Attendance trends: Patterns in clock in/out times
• Compliance report: Adherence to working time regulations

Exporting Timesheets

Export timesheet data for:

• Payroll processing
• Accounting systems
• External reporting
• Compliance documentation

Export formats typically include:

• CSV
• Excel
• PDF
• Direct integration with payroll systems

Common Timesheet Issues

Missing Time Entries

Problem: Employee forgot to clock in or out, or time entries are missing from the system

Solution:

• Employee submits a manual time entry
• Manager reviews and approves
• System maintains audit trail

Redistribute Missing Time Entries:

If time entries or timesheets are missing for an employee, you can redistribute them:

1. Navigate to the Attendance tab
2. Under Workloads, select the affected employee
3. Click the lightning symbol ⚡
4. Choose "Redistribute Time Entries"

This action creates an Apex Job that retrieves and displays all missing Time Entries in the system.

Overlapping Time Entries

Problem: Time entries overlap (e.g., clocked in twice)

Solution:

• System flags the overlap
• Manager reviews and corrects
• Remove duplicate entries

Excessive Hours

Problem: Time entry exceeds maximum allowed hours

Solution:

• System alerts during submission
• Manager reviews for accuracy
• Verify if overtime was authorized
• Adjust if error, approve if legitimate

Break Compliance

Problem: Employee didn't take required breaks

Solution:

• System flags missing breaks
• Manager discusses with employee
• Ensure future compliance
• Document if legitimate exception

Creating and Assigning Workloads

Workloads define employee working hours and schedules, which are essential for accurate time tracking and absence management. Before employees can track time or have their absence allowances calculated correctly, they need to have a workload assigned.

Create a Workload Template

To create a workload template, go to the Attendance section of the flair HR app and select Workload Templates. Click New Workload Template and give your workload a name, e.g. "Full-Time Office Worker". Select whether to count hours by week or by month, choose the first day of the week, and select the relevant time framework. Lastly, use the Skip Time Tracking checkbox to select whether time tracking is enabled or not.

If you chose a fixed, weekly workload, you will now be able to set the working hours per day in a normal working week, as well as start and end times and break length.

For flexible workload models, simply select the hours per working day.

Assign a Workload

Once you've created your workload template, it's time to assign it to employees. In the Attendance section of flair HR, click the Workloads tab. Here you will see a list of your employees, which you can filter. Employees with a warning icon ⚠️ next to their name have not yet been assigned a workload.

Use the checkboxes to select employees, then click Assign Workload Template. Choose which workload template to assign and set the Start Date. If you are already using flair, the Workload Start Date should be the same as the employee's contract start date. If you are switching to flair and would like to start the vacation allowance from the start of the year, you will need to choose January 1 as the Workload Start Date to ensure that vacation days are properly allocated.

If needed, you may also set an End Date, after which the workload expires. When you're finished, click Assign.

Flexible Workloads

Flexible work has become a major employee benefit and, in recent years, more companies have adopted it. flair supports this change in working culture, and by using our HR app you can create easily adjustable and flexible workloads at any time.

To set up a flexible workload, go to an employee's record in the flair HR app and select the Time And Workload tab. Click Add New Workload to create a workload from scratch or select Add From Template if you want to use one of your existing templates.

Give your workload a name and a start date, and choose a workload type (either weekly or monthly). Now change the Workload Model from Fixed to Flexible. Make sure that the FTE (full-time equivalent) percentage is correct. Full-time employees should have an FTE percentage of 100%, whereas a part-time employee who does half the hours would have 50%.

If the employee works completely flexibly and their working days vary from week to week, you can keep the standard Availability Template (Monday to Friday). Simply change the daily working hours to reach the desired total weekly hours, e.g. 40 hours.

If the employee has a rotating work schedule, click on Add New Week and adjust the weeks as needed. When you're finished, click Save.

Now that you have assigned this new workload to an employee, you will see a calendar view showing their working schedule. Because this is a flexible workload, you can simply adjust the workload by typing the actual working hours into the calendar.

For example, if Mia covers for a colleague on a Sunday so she can take Tuesday off, then you would remove the hours from Tuesday and add them to Sunday. Please remember to adjust the workload when there is a change so that vacation and sick days can be calculated accurately.

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For Absence Management: If you're setting up flexible workloads for absence management purposes, make sure to configure your accrual policies to use "Prorate based on FTE percentage" in the Workload Proration Type. Learn more in the Accrual Policies article.

Recalculating Workloads

If you're experiencing issues with workload calculations or timesheet accuracy, recalculating workloads might resolve the problem. This process recalculates all workloads and related timesheets, which can help fix discrepancies in time tracking.

When to Recalculate Workloads

You may need to recalculate workloads if you experience:

• Accidentally deleted timesheets - Missing time entries affecting balance calculations
• Changed workloads - Modified employee schedules or working hours
• Incorrect absence balances - Holidays, sickness days, or overtime balance showing wrong amounts
• Data inconsistencies - Discrepancies between scheduled and actual hours

How to Recalculate Workloads

1. Click on Attendance

2. Click on Workloads

3. Select the Workloads you want to recalculate

4. Click on the flash icon

5. Click on Recalculate

6. The calculation runs in the background and might take some time

7. Click on Refresh to see the recalculated workloads

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All workloads and related timesheets will be recalculated. Depending on the data size, this process might take a while to finish.

success

Well done! You recalculated your workloads!