To ensure timesheets are consistent, When I Work uses a standard calculation method to record worked hours. When I Work uses the following rules to calculate worked hours: When a user clocks in or out, When I Work records the hour and minute. Seconds are not recorded. For example, a…
*** This article is intended for Supervisor, Manager, and Admin users that need to review and edit employee timesheets. If you are an Employee looking to review and edit your own timesheets, head over to Reviewing and Editing Your Own Timesheets instead. If you use When I Work Time Clock & Attendance to track worked hours, you can review pay periods and timesheets to monitor user’s hours and make any needed adjustments. You can review and edit user’s timesheets from a computer or from the mobile applications on Android and iOS devices. This appears just above the timesheet for a…
When a pay period has ended, review and close the pay period to prepare it for export to your payroll processor. Only the admin and managers with access to manage timesheets and pay periods can close or re-open the pay period. The icons in front of the pay periods indicate their status: Open circle indicates the pay period is open; supervisors, managers, and the admin can make changes. Employees can make changes if allowed by the Attendance Settings. Check circle indicates the pay period is closed; no further changes can be made unless the pay period is re-opened by the admin or a manager with…
Exporting timesheets allows you to download a spreadsheet containing timesheet information. You can export timesheets for a pay period, or for a custom date range outside of your pay periods. Timesheet exports contain raw time entries and totals. Check out Can I Export My Data? for more information on exporting other data from When I Work. You must have supervisor, manager, or admin access privileges to export employees’ timesheets. Employees can only export their own timesheets for individual pay periods. Customized exports allow you to download up to three months of timesheet data at a time. Hover over Attendance, then select Timesheets. In the…
If your user’s use computers at work, allow them clock in and out from their computers when they’re logged in to the When I Work web app. You can also allow users to clock in from the When I Work mobile apps or time clock terminals. You must have manager…
Set the pay period length to align with how frequently your users are paid. For example, if you pay users every week you might want to set weekly pay periods. You must have admin or manager (with “can manage timesheets and pay periods” enabled) level access to change pay periods settings. Changing…
You can print a user’s individual timesheet for a specific pay period. Hover over Attendance Attendance, then select Time Sheet Timesheets. Click the arrow button on the pay period menu in the top left corner to select a specific pay period to print. Click on a user’s name within the Timesheets section…
Editing pay periods ensures your account does not have overlapping, duplicate, or gaps between pay periods. This feature is only accessible via the web app. The admin and managers with access to manage timesheets and pay periods are able to edit pay periods. If the previous pay period is closed, the system will force the next new pay period on the following date to prevent a gap between pay periods. The longest pay period can be up to 2 months. If you need to change the type/length of your pay period, the admin or a manager with access to manage…
When adding a physical address to a job site or schedule, look at the Google Maps visualization and verify that the pin best reflects your physical address. If the Google Maps visualization does not match the physical address where you want users to clock in, you may want to assign…
If you are using both When I Work Scheduling and Attendance, the Time Tracker tool allows you to quickly compare scheduled shifts with actual clocked in hours. You can also clock your users in to their shifts from this page. Hover over Attendance, then select Time Tracker. If you have multiple schedules, Down icon select the schedule that you want to view. The Time Tracker shows shifts that are coming up and scheduled in light gray, similar to the day view within the Scheduler. However, the Time Tracker also shows actual clocked in hours, so you can see visually if…
