This article covers how to manage timesheets for your team members via the Team Time tab. For details on adding and editing your own time in the My Time tab, see our article: Timesheets for Employees
If you've been designated as a Manager of a Team in PayHero, then in addition to the standard Employee Portal & Mobile App features, you'll also have access to the Team Time, Team Expenses, and Team Leave tabs.
Check out the sections below to learn how to manage your team members' time via the Team Time tab in PayHero's Employee Portal or Mobile App, or find the answers to commonly asked questions:
In the Team Time tab, you'll see a list of your team members and the hours they've recorded for the week.
This screen allows you to quickly and easily record total hours for each day of the week on behalf of your employees, or edit their total hours if any mistakes have been made. Click into an entry field to adjust the hours.
Time will always display in hh:mm format (e.g. 07:30 for 7 and a half hours), but you can enter time in decimals (e.g. 7.5) if preferred. If an entry was added in error, you can zero out the hours to remove it.
If you need to add a time entry against a Work option that your staff member hasn't yet recorded time for, click the green plus below their name and select the relevant option from the list. Only Work that's been made available to the employee will show.
You can remove Work lines with no hours recorded by clicking the x on the right side of the screen.
Copy Previous Week
Another simple time entry option is to copy the time entries from the previous week. Expand the menu on the right hand side and select Copy Previous Week.
You'll be prompted to select which employees you'd like to copy time for.
Any selected employees who had time loaded in the previous week will have their hours brought into the current week. If any time entries already exist in the current week, any time which would overlap will not be copied.
Detailed Time Entry
Click on an employee's name to view a more detailed breakdown of their time.
From this screen, you can view and manage the employee's time in the same way as you would manage your own time. Learn more about this view here: Timesheets for Employees
Approving Time
If your company has Timesheet Approval enabled, you'll also be able to approve time for your team members via the Detailed Time Entry view. Click the options menu button, then select Approve Week.
A pop up will appear confirming the approval and the week will be locked.
Locked weeks will be indicated by a padlock symbol beside the employee's name, which you can hover over for more information about the approval. Any empty periods on the timesheets will also be greyed out and unable to be clicked into for adding or editing time.
If you'd prefer to approve time for your employees in bulk, you can do so via the mobile app (see below).
You can access the mobile app at mobile.payhero.co.nz via your preferred browser on your mobile phone. Learn more about accessing and using the mobile app (including managing your own time) here: Manager Mobile App, or get in touch with your payroll administrator if you have any questions about your access.
Open the navigation sidebar at the top left of the screen to display both the personal and team sections.
Tapping the double arrows next to Manage Teams will take you to the Select Team screen. Select a specific team if you'd like to apply an app-wide filter to restrict which employees will display as you navigate the Mobile App.
Team Time
Tapping into the Time section below Manage Teams shows your team members' time entries within the currently selected week. Switch between weeks using the arrows either side of the currently selected date range at the top.
Viewing, Adding and Editing Time
To record time for a team member, or to view more details around their time entries, tap their name in the list of employees. If the employee is currently clocked in, via either PayHero Shift or the Employee Mobile App, you'll see the current clock details displayed at the top. All previously recorded time by the selected employee can also be viewed or edited from this screen.
From this screen, you can view and manage the employee's time in the same way as you would manage your own time. Learn more about this view here: Timesheets for Employees
Approving Time
If your company has Timesheet Approval enabled, you'll also be able to approve time for your team members. Employees can be selected by checking the tickbox by their name, and the Approve Time or Unapprove Time options are available in the menu at the top-right of the screen.
This will approve or unapprove all time entries for the selected employees for the current week. Approved time will have a green padlock icon.
Team Clocks
The Time Clocks section enables you to clock your team members in and out as required, to record their time to the minute. You can also start and end breaks for your staff throughout the day.
- Clocks in the employee to begin their shift.
- Starts an unpaid break for the employee.
- Clocks the selected employee out.
To edit the details for a clocked-in employee, tap their name in the Time Clocks list. The screen the appears allows the following
Work - Tap on the Work drop-down list to select different Work for the time to be recorded against.
Location - If your team member has clocked in on their own phone and has location tracking enabled, the location in which they clocked in will display. If you've clocked them in and have location tracking enabled on your device, your location at the time will display.
Duration - The overall duration the employee has been clocked in.
Start Break / Clock Out - Used for starting an unpaid break or clocking the employee out.
Notes - Add additional information or remove any existing notes.
Team Clock Filters
Selecting the filter icon shown in the top right will give you several options for filtering the Team Clocks tab.
Clocked In - Show or hide employees who are currently clocked in.
On Break - Show or hide employees who are currently on a break.
Clocked Out - Show or hide employees who are currently clocked out.
The FAQ below helps with some common troubleshooting, or you can reach out to your payroll administrator if you're stuck.
Why can't I access the Team Time tab?
The Team Time tab may not be available for you if you haven't been set up as a Team Manager. Geet in touch with your payroll administrator if you have any questions around your access.
Why can't I edit a time entry?
Note that you may not be able to edit a time entry if it's already been approved or paid.
Unpaid time entries will show as follows in the PayHero Portal and Employee Mobile App respectively:
Paid time entries will show as follows in the PayHero Portal and Employee Mobile App respectively:
You can learn more on unapproving time, if needed, here: Timesheet Approval. If you need to edit time that shows as Paid, contact your payroll administrator.
What should I select in the Work drop-down?
If you're unsure what Work option to select when entering time for an employee, reach out to your payroll administrator for guidance.
Why isn't the Work I want available to select?
If the Work option you want to record time against isn't available, your payroll administrator may need to make adjustments to your Team settings, so get in touch with them for assistance.
What time format is accepted in the portal?
The acceptable formats for the different fields in your employees' time entries are as follows:
Start/End Time - Hours and minutes (hh:mm am/pm). This may be replaced with 24 hour time in some browsers.
Break Duration - Breaks can be entered in minutes (e.g. 90 for 1 hour and 30 minutes), or entered with a colon (e.g. 01:30 for 1 hour and 30 minutes).
Duration - The total duration can be entered in hours, decimal hours, or minutes. For example, 6:30, 6.5, and 390 respectively will all input as 6 hours 30 minutes.
Why isn't the Start Clock option available?
The Start Clock option will only be available for employees who have been added to a Team. Get in touch with your payroll administrator for assistance.
How are breaks recorded if I use the Start Clock function?
Time entries recorded using the Mobile Start/Stop Clock may automatically use a Default Break set by your administrator, depending on the Work being used.
The default break on work will not be used if you use the pause function to record the employee's actual break time instead. Any breaks recorded through the Mobile app will override the default break.
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