Timesheet and job labour record Workflow

What does this workflow record at each stage of the timesheet?

The record captures the original submission (worker details, job reference, site address, hours, work done and materials), the supervisor's decision and comments, any revised hours from correction cycles, and the pay period entered by payroll. The record's status moves through Submitted, Correcting, Approved and Processed, with each change reflected in the record's timeline.

Who is involved in checking and approving a timesheet?

The worker submits the initial timesheet through the request form, a supervisor checks the hours against the job and records a decision with comments, and payroll processes the approved timesheet and records the pay period. Each of these tasks is assigned to the relevant team member within the workspace.

What happens if the supervisor requests changes to a timesheet?

The record's status is set to Correcting and the worker is prompted to update their normal, overtime and travel hours based on the supervisor's comments. Once the worker submits revised hours, the total is recalculated and the timesheet returns to the supervisor for another check, allowing up to two review cycles.

How do we change what information is collected on the timesheet form?

The request form fields, such as hours worked, job reference or materials used, can be adjusted by describing the change in plain English or editing the form directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

Who can see the status of a submitted timesheet?

Workspace users, whether admins or members, can see timesheet records and their statuses in table views and dashboards, with workers and payroll staff involved through the specific tasks and forms assigned to them. Workers themselves interact with the process through the public request form and any emailed forms, without needing an account.

What is recorded once a timesheet is approved and processed?

Once the supervisor approves the timesheet, its status is set to Approved and the worker receives an email confirming the total hours. Payroll then records the pay period against the record as part of processing, after which the status is set to Processed to mark completion.

Can the correction cycle be adjusted for different jobs or teams?

The steps governing supervisor checks and worker corrections can be edited in the workflow editor, or changed by describing the desired adjustment in plain English. This makes it possible to tailor how correction cycles work as job or team requirements evolve, while keeping a history of prior versions.

How are workers notified about their timesheet status?

Workers receive an acknowledgement email with their timesheet reference number when the timesheet is first submitted, and an approval email confirming total hours once the supervisor approves it. These emails are sent automatically as part of the workflow's built-in email capability.