This video provides an overview of the Worklog functionality
The worklog contains a daily account of the shifts worked and time off types used by our staff.
The written instructions mirror the training video; the training video and the written instructions can be used interchangeably.
Navigation: Log into the platform > select Worklog from the navigation column.
Select your venue/department.
(1.) The Worklog's Week View
After selecting your venue you will automatically land on the week view of the current week:
On this page we find a number of useful features:
(a.) Change the Week You Want to Work On
Towards the top, on the left you have listed which worklog week you are currently viewing: venue & the week commencing on [date].
You can change the week you are viewing using the backward and forward arrows either side of the calendar icon.
(b.) Change the Venue (if you mis-clicked)
When you navigate to the venue, you may have selected the wrong venue. There is an easy way to change the venue to your actual target.
Your view will change to the new venue you selected. Note, that only venues you have access to will appear in the Department drop down list. There may be more venues within your company's estate, but access is always limited to what you need to have access to. If you are missing access to a specific venue contact your line manager and/or a member of HR and request different access.
(c.) Select a Day to Work On
To work on a specific daily worklog, navigate to the correct week, as described above, then select View & Confirm. Note, that it is only possible to work on worklogs that either concern today or a day in the past. Days in the future cannot be worked on as they haven't happened yet.
Note, that every company has got its own procedure concerning the frequency and deadlines regarding worklog approvals.
Example: The frequency for worklog approvals may be daily, every 2 days, or weekly. And the deadline for completing the task may be Tuesdays by 10.00 am. Should you wish to find out the frequency and deadline for completing worklogs in your organisation please contact your line-manager and/or a member of HR.
Hot Tip: Should you be new to the platform, we recommend to complete daily worklogs as soon as possible, i.e. the day after. It helps to have any changes fresh in your mind. For example: You may have had a colleague from a different venue work at your site, who isn't set up on your biometric device and therefore no data can be on the platform alerting you to create a shift for this colleague, so you would have to remember to create the shift for the colleague in question. Once you have used the worklog for a week or so, you will be used to working with it and confident in the actions you want to perform.
(2.) Inside the Daily Worklog
Once you selected View & Confirm you will see the details of the daily worlog. Let me show you some of the basic elements:
(a.) The Header
The header tells you which venue and date you have selected.
(b.) Navigate to a Different Date
Should you wish to select a different date, use the backward and forward arrows on the far right. These allow you to select another day in the same venue.
(c.) Navigate to a Different Venue
Should you wish to select a different venue/department then use the department drop down on the far right. Select the venue/department you want to access from the drop down. Note, that you will only see venues/departments listed here that you have been given access to. Should you require additional access contact your line-manager and/or a member of HR.
(e.) Sub-Departments Within the Venue
Some departments/venues are subdivided into tabs on the worklog. This may or may not apply to the venues/departments you have access to. Should the tabs be used in your venue/department, then this is done to visually divide the worklog by clustering the staff in groups that make sense for your business.
In this example I used a retail example by which the management staff is one cluster, the next all staff working in men's wear, the third cluster is security, and the fourth cluster is the coffee bar.
To select a cluster simply click on the tab you wish to work on.
(3.) The "To Action" and "Confirmed" Sections
Within each day's Worklog you will find two sections: (a.) To Action and (b.) Confirmed.
Both can show shifts.
There may or may not be shifts in your To Action section on the worklog.
If there are no shifts in the To Action section, and there are no amendments to be made that you know of, then you can proceed to confirm the entire worklog. Please, view the other entries on the worklog to learn how to confirm the entire worklog.
If there are shifts in the To Action section, then we need to work on them, which we sometimes call "to action the shift". Necessary amendments you might come across are:
(a.) a shift without clock in/out on the biometric devices;
(b.) clock in/out times that do not match the shift times; this could be due to lateness or leaving work early or due to coming in early or staying late (overtime);
(c.) ad hoc (short notice) sickness, or a type of absenteeism;
(e.) the staff member could have come in late to the premises or left the premises before the end of his/her shift to perform a work task off site and therefor been unable to clock in/out at the expected time.
Note, that once you action the shifts in the To Action section, they will migrate to the Confirmed section. This is correct. What you want to happen is that all shifts in the To Action section end up in the Confirmed section, so that you can confirm the entire worklog.
If there are shifts in the Confirmed section before you have actioned any of the shifts in the To Action section, then these shits fall into one of three categories:
(a.) It is a Day Off shift. This means the staff member has a regular day off, and therefore would not be clocking in/out.
(b.) It is a Time Off shift. This means that the staff member has one of the available Time Off types assigned to him/her and therefore would not clock in/out. Time Off types can cover anything from Sickness, over Parental Leave, to less frequent types, such as Jury Duty.
(c.) It is a regular work shift, and the clock in/out times of the staff member match the planned times of the shift. What this means is that the staff member clocked in/out using the biometric device in the appropriate time window for his/her shift. Most companies assign a time window to clock in/out. For example: If a shift starts at 9.00 am, then clock in from 8.45am to 9.00am will lead to a match for the planned start time of 9.00am. Please note, that the clock in/out time window will vary between companies. To query the time window your company is using contact your company's admin user. Normally, this is a member of HR or Payroll.
The goal is to move all shifts from the To Action section into the Confirmed section.
Only then is it possible to confirm the entire worklog. Confirming the worklog is the final step required for the worklog.
(4.) Things to Do on the Worklog
There are a number of possible actions you may want to perform on the worklog, including approving shifts with or without biometric data, logging an ad hoc (last minute) sickness and a replacement shift, or register lateness and overtime. For detailed instructions and training videos select the links below: