Business

A Simple Workflow for Organizations with Basic Timesheet Needs

By Samuel Roy July 25 2019

In addition to planning your schedule, Agendrix allows you to do basic management of your timesheets, as well as generate various reports.


Here's a handy workflow that some people are using within Agendrix that may be helpful to you. It mainly happens in three modules.

Schedule Planner

When dealing with timesheets, a lot of unexpected situations can happen: employees can start their shift earlier or later, end their shift earlier or later, or just not show up at all.

If an employee needs to report a change in their scheduled hours, this is what it looks like in a nutshell:

  • When an employee starts working, they go to their My Schedule on their phone or any other internet connected device available and select the shift they’re working on.
  • They leave a comment to say when they started working and do the same thing for when they’re finished. Because of the message timestamp, this gives the schedule manager the exact times the employee did on their shift.
  • The schedule manager can then modify the shift to reflect the actual time the employee worked.
  • When it comes time to do the timesheets, the schedule manager can export multiple types of reports to extract the data from Agendrix, as we’ll see below.
  • He can then send that information to payroll for them to process how they see fit.

Very important thing to note with this workflow:
The modifications should only be done after you’re done duplicating the schedule for the next week, because if you change the shift times before duplicating, you’ll duplicate the modified shift times instead of your traditional shift times.

Reports

Agendrix has multiple type of reports. The one that will be of most to you in this workflow is the Total scheduled hours report.

This report allows you to see each employee total hours for the selected period. It is also giving you the details worked hours per each hour of the day. It’s easy to see the day and night hours to allocate bonuses if needed.

You can then manipulate this data to fit your needs (night shift bonuses, paid holidays, etc). Our support is also available if you have any questions and can even give you a hand in creating a template to organize the data how you need it.

Bulletin board

To ensure that this workflow works correctly, it requires that your employees always keep their hours up to date. It’s important that the hours in the schedule planner be the same as the real hours worked.

The bulletin board is a great way of communicating what they need to do so you can properly manage your time sheets.

Here’s a good example of a message that can be written:

When any of the following situations happen:

  • Start your shift earlier or later than scheduled
  • End your shift earlier or later than scheduled

You need to comment on your shift and tell us what needs to be modified.

To comment on a shift, go to My Schedule to find the shift you’re scheduled to work Press on the shift and inside you’ll find the Comments button.

Your schedule manager will receive a notification and will be able to modify your shift.

Thank you for being accountable, we’re counting on it!

Management

Tips and tricks when creating bulletin board messages

The main idea to only send the message to the people it concerns. The bulletin board allows you to do just that!

By cherry picking "Which positions can see this message?" and "Which sites can view see this message?", you can target specific groups of people.

In Message options, you can choose Requires confirmation. This will require that the employee presses a button to acknowledge that they've read the message. Employees who confirm that they’ve read the message have a better tendency to stick with the workflow because they’re accountable.


Useful? Share it!

Start Scheduling
in Minutes.

14-day free trial. Easy setup. Cancel anytime.