Work Log Function
The work log function allows you to make changes to hours worked, Match biometric scans and confirm the hours worked as part of the payroll process.
The Work Log can be found on the Data Entry Tab.
Your first view of the work log is the Work log dashboard. This shows you the status of the rota for the week displayed. The status of your rota could be “Open”, “Locked” or “Approved” in this example the status of the rota is Open with Tuesday showing you how a locked or approved rota would be displayed. If the dashboard displays a rota as “New” this indicates that there is no rota in place for the selected week.
A different week/day can be selected by using the direction arrows or the calendar (4) or select a different store using the “Department” dropdown menu (5).
To confirm hours for a day select View & Confirm (1) Once the work log has been confirmed it will be displayed on the dash board as a “Confirmed” green circle with a tick (2) After the work log has been confirmed if either the work log or the rota page is amended, the confirmed icon will be replaced with a “Changed” red triangle with an exclamation mark (3) and you will need to go back into the work log and reconfirm any changes.
Confirming hours worked
Click “View & Confirm” from the work log dashboard to access your selected day’s details. Any shifts that need to be confirmed will appear in the “To Action” section of the screen.
To confirm a shift right click on the shift box to view a list of options
Any changes made via the work log screen will automatically amend the times/details shown on the main rota page. Selecting the Action icon (2) will give you an option to “Add Work Shift” or “Add Time Off Request”.
To adjust a staff members hours who has gone sick for part of their shift, first amend the shift time to the hours worked using the “Change Details …” icon and then create a “Time Off Request” for the remainder of the hours the staff member went sick. If the sickness was for the full shift hours remove the shift and replace with a Sick request.
Confirming Biometric Exceptions
A shift is only automatically confirmed if both scans are have been done and they fall within set parameters. Outside of these conditions an exception will be created that will need to be actioned. These shifts will appear in the “To Action” section of the work log screen.
Click on the shift box and select “Match Biometrics” and from the dropdown list. Any shifts that have been auto matched will be already displayed in the Scan time section in green (1). To view any available scans that have not been matched to either the start or finish time of a shift, select the “?” to display a list of available scan time and the “No Match” option. Select the scan that you want to attach to the shift time and make any changes to the confirmed time as required. Then select save & Confirm.
Once all the shifts have be confirmed the confirm work log banner option will appear. Click on the banner to confirm the worklog for the day.
The worklog confirmation will record the time and the name of the person confirming the day’s entries.
Key points to remember
- You will only be able to confirm hours worked for the current day or previous days.
- If any staff scan in when they have no allocated shift for the day this scan will appear in an orange banner at the top of the worklog page where you will have an option to create a shift for the staff member.