T-Sheets Manager Guide to Enter Employee Hours

T-Sheets Manager Guide to Enter Employee Hours




Manager’s Getting Started Guide


This guide describes tasks that only employees with manager or administrator status are authorized to perform.


Time Management


  • How to Enter Employee Hours
  • How to Edit or Delete Employee Hours


Paid Time Off (PTO)


  • How to Enter PTO for One Employee
  • How to Enter PTO for Multiple Employees


Work Hour Approvals


  • How to Approve Employee Hours
  • How to Unapprove or Reject Employee Hours


Reports





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Time Management

Note: Although all ways of entering and editing hours are shown below, you’ll probably develop your favorites.


How to Enter Employee Hours Using:


  • Timesheets List
  • Manual Time Card
  • Time Slider
  • Who's Working




Timesheets List


  1. Go to TRACK › Time Entries › Timesheets List tab › Add Time. The Timesheet Editor displays.
  2. Enter the employee's name.
  3. If the employee is still working, check the Currently working box.
  4. Enter the dates and times, and select Save. The new timesheet displays at the top of Timesheet List.


Manual Time Card


  1. Go to TRACK › Time Entries › Manual Time Card.
  2. Select the date range.
  3. If you are entering hours worked for someone else, at the top right, click Switch User, and enter a name.
  4. If you track time against a job or customer, click (no job) or (no customer), and select from the list.
  5. Click inside the cell to enter the number of hours worked. (For example, to enter 8 1/2 hours, type 8.5 or 8:30.)
  6. If you'd like to, in the Notes box below, enter your notes for that day.
  7. Continue adding hours and notes to each day.
  8. Before proceeding to a new week, click Save.


Time Slider


  1. Go to TRACK › Time Entries › Time Slider tab.
  2. Below Timezone, enter the employee's name, and click Add User.




  1. At the top right, select the date the employee worked.




  1. Click the clock-in time, hold and drag the bar to the clock-out time, and release.




The Timesheet Editor displays.


  1. If necessary, adjust the displayed clock-in and clock-out times, and fill in the required fields.
  2. If the employee is still working, select Currently working.
  3. Click Save. The new timesheet displays at the top of Timesheet List.


Who’s Working


  1. From the Who's Working window, select an employee.



The timesheet editor displays.

  1. If necessary, adjust the displayed clock-in and clock-out times, and fill in the required fields.
  2. If the employee is still working, select Currently working.
  3. Click Save. The new timesheet displays at the top of Timesheet List.




How to Edit or Delete Employee Hours From:


  • Timesheets List
  • Who's Working
  • An Approvals or a Payroll Report


Timesheets List


  1. Depending on which is displayed, do one of the following:


  • Go to MANAGE › Timesheets › Timesheets List.
  • Go to TRACK › Time Entries › Timesheets List.


  1. To edit the timesheet:
    • At the right of the timesheet, click the pencil icon ( ). The Timesheet Editor displays.
    • Make the edits, and click Save.


  1. To delete the timesheet: Click the red X. Who’s Working
  1. From the Who's Working window, select an employee who is currently working (has a green dot next to their name.)



The timesheet editor displays.

  1. Edit the information, and click Save.




An Approvals or a Payroll Report


  1. Go to REPORT › Approvals Report or Payroll Report.
  2. Enter the report filters (report dates, employee, etc.), and click Run Report. The report window displays an overview of employee hours worked.
  3. Open the detailed view:
    • From the approvals report, click view details.


  • From the payroll report, click either Show Details for All Employees, or click an individual name.



  1. Hover the cursor over an individual time entry.
  2. At the left, click the appropriate icon next to the timesheet.
    • To edit the entry, click  , make the changes, and click Save.
    • To delete the entry, click  .




Paid Time Off (PTO)


Note: PTO hours include sick days, vacation time, annual leave, and personal leave. Holidays are tracked separately.


How to Enter PTO for One Employee


  1. Go to TRACK › Paid Time Off (PTO).
  2. Enter the employee's name, and click Switch User.
  3. From the drop-down, select the PTO code(s).
  4. Enter the hours, and click Save.


How to Enter PTO for Multiple Employees


  1. Go to TRACK › Paid Time Off (PTO).

  2. Click Switch to multi-user entry mode › all employees.

  3. From the Select Employees/Groups pop-up, choose groups and/or individual employees, and click Ok
  4. From the drop-down, select the PTO code(s), and enter the hours.
  5. Do one of the following:
    • To add hours to previously entered PTO: Click Append.
    • To change the entered hours: Click Replace.

  6. Click Go.








Work Hour Approvals


How to Approve Employee Hours

  1. Go to REPORT › Approvals Report.
  2. Select the report dates, employees, and click Run Report.
  3. Select either Check all unapproved, or select individuals employees.
  4. Click Approve Selected Users.





How to Unapprove or Reject Employee Hours

  1. Go to REPORT › Approvals Report.
  2. Select the report dates, employees, and click Run Report.
  3. To unlock the employee's timesheet, click Unapprove.
  4. To reject it, click Reject.
  5. Enter the reason for the rejection, and click Send.





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Reports


How to Run a Report

  1. Click REPORT.
  2. Select the report type (Approvals, Payroll, etc.)
  3. Select the report dates, employee(s), etc.
  4. Click Run Report or Download CSV, depending on the report type.