This video shows how to make changes to the worklog and how to confirm the worklog.
It is relevant for payroll to keep a log of these ad hoc adjustments to a rota.
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.
Below the How To steps are outlined.
(1) Enter a Daily Worklog
The daily worklog has to be approved for every day of the week.
Should one or more of your departments be closed for a day of the week, i.e. Sunday, you will still have to confirm Sundays on the daily worklog. Please note, that you can make this very expedient and easy by assigning Day Off on the Rota to staff. Then all you will need to do is select the button Confirm Worklog shown in step (4).
Select the day you wish to work on. Select View & Confirm to work on a day. Note, that you can only work on days that are either today or in the past. We cannot work on days that are in the future because they haven't happened yet and therefore no valid scans exist for clocking in/out using biometrics (in case you are using biometrics) and all amendments, i.e. lateness or sickness, haven't happened yet, so we would not log them correctly.
The daily worklog needs to be confirmed on a regular basis, particularly in the lead up to the payroll cut off date/time. The frequency (i.e. every week day by 11.00 am, or every Tuesday by 08.00 pm) that is needed to confirm the daily worklogs depends on the company you are working for. Should you want to know what the deadline and frequency for completing your daily worklogs is, contact your line manager and/or a member of HR.
(2) Confirm Shifts & Make Amendments as Needed
There are 2 sections in the daily worklog: To Action and Confirmed.
To Action contains all shifts that need to be investigated, amended, and/or manually confirmed.
Confirmed contains all shifts that are already matching their schedule. For shifts that appear here (before you have made any amendments) one of the following is true:
- It is a Day Off, and the staff member did not show up to work for an unplanned reason, i.e. to cover for a sick colleague.
- It is a Time Off Type shift, in other words we planned time off for a staff member, like Holiday, Parental Leave, or Sickness (we can plan time off for sickness, i.e. when a member of staff is unavailable for a longer time or is taking time off for a planned procedure).
- The times of the planned shift match the clock in/out of the staff member using the biometric device. In other words the staff member worked the shift (s)he was planned for and no lateness or overtime occurred.
The goal for every worklog is to move all shifts from the To Action section into the Confirmed section. Only then are we ready to confirm the daily worklog.
For every shift in the To Action section right-click on the shift. This will bring up an overlay window from which you can select to:
- Match the Biometrics: This allows you to investigate the times the staff member clocked in/out.
- Add Variation Payment: This allows to add payments not associated with the staff member's contract, i.e. travel costs, like fuel. Note, that your company may not be using this functionality. Should you want to find out the directive for your company please contact your line manager and/or an HR representative.
- Add Lateness: This is one of the options to keep track of lateness. Note, that your company may not be using this functionality. Should you want to find out the directive for your company please contact your line manager and/or an HR representative.
- Change Details: This functionality allows you to amend all details of a shift. For example, you can amend the role type here (i.e. from Receptionist to Duty Manager), or the start and end time of the shift.
- Remove Shift: This allows you to remove the entire shift.
The most frequent reason for having to investigate a shift is that the times a staff member clocks in/out do not match the scheduled shift times. In order to investigate this select Match Biometrics.
This will bring up an overlay window. Note that you see the planned shift times on the left (these times come from the shift we assigned to our staff member using the rota), in the middle we select the red button for the Scan Time to view the times the staff member clocked in/out for the shift. On the right we see Confirmed Time.
Select the red button for the Scan Time and click on the time you want to accept for shift start or end. If there is no scan select No Match.
After you select a time/No Match your selection will show green below Scan Time:
Note, that the time listed as Confirmed Time is the time you are logging as confirmed work time and therefore is the time you pay your staff for.
Most companies use a principle called "time parameter" which helps you decrease your workload confirming shifts on the worklog. This means that scans outside the window for the time parameter matches directly to the time of the scan (a scan at 7:42 am is matched to the time 7:42 am). However a scan within the time parameter - here shown as a funnel - will match automatically to the start or end time of the shift. For example all scans between 9:00 am and 9:30 am in the below example match to the start of the scheduled shift which is 9.30 am. The same is true for the end of the shift, where another time parameter acts like a funnel and matches all scans between 14.00 and 14:30 to the shift end of 14:00. This makes sure that biometric scans that are only marginally outside the shift start or end times do not create an excessive workload for department/venue/store managers when approving shifts on the rota.
Note, that the size of the parameter or funnel depends on your company. Should you want to find out what the parameter is that your company uses contact your line manager and/or a member of HR.
For George Wickham's shift his scan for the shift start does not fall within the parameter/funnel and therefore his Confirmed Time is changed by accepting the Scan Time to 8:12am. George Wicham's planned start time was 8:00 am. So we are effectively paying George Wickham from 8:12 am instead of 8:00 am in this case as he wasn't on site in time for his shit's start.
For the end time of George Wickam's shift, which was planned for 10.00 am, he scanned out within the time parameter. Therefore the funnel matched his Scan Time of 9:56am to the Confirmed Time of 10.00 am.
We always have the option to manually adjust the Confirmed Time.
Reasons when you may want to do this are:
- when a staff member had to perform a task off site and therefore could not scan in/out,
- or when a staff member forgets to scan in/out but we know the staff member arrived early/late with or without permission. With permission would be applicable in cases of requested overtime or sickness cover; without permission would be applicable in case of lateness or leaving early.
Once you selected the Scan Times and made potential manual adjustments to the Confirmed Time select Save & Confirm.
This will move the shift from the To Action section into the Confirmed section.
Note that the above described steps allow you to make a number of amendments, like:
- lateness (by accepting a scan for the start time later than the scheduled start time),
- requested overtime (by accepting an scan time earlier than the planned shift start and/or accepting a scan time for the end of the shift that is later than the planned end of the shift),
- and manual adjustments of the Confirmed Time, which allows for tasks off site.
To learn about all possible amendments to a worklog view the entries on Sickness & Replacement Shifts.
Go through all shifts in the To Action section and make all necessary amendments to shifts, and approve the shifts, so that in the end all shifts are listed in the Confirmed section:
(3) If You Made Amendments
If you made amendments to the worklog, i.e. log a sickness, lateness, overtime, award additional payments, or assigned a second shift to a staff member, then you may have moved all shifts from the To Action section into the Confirmed section.
Specifically what you are looking for is a large green button, found both at the very top and very bottom of the worklog. Button shown below:
If you do not see this button, but also don't have anymore shifts to action in the To Action section then the trick is to refresh the page, or navigate out of the worklog of this day and then back into the day. Then the button should appear again.
Note, that if you made changes to a worklog that was already confirmed, you have to reconfirm the worklog again after you made your changes.
The button can show like this after you changes an already confirmed worklog:
(4) Confirm the Daily Worklog
Always confirm the worklog after you are finished entering the day's details into the worklog.
Select Confirm Worklog.
A pop up window will appear. Select Confirm if you are satisfied with the changes you made, select cancel to stay on the worklog and proceed to make changes.
Every worklog that has been confirmed shows a green circle with a white check mark to signify that this worklog has been completed.
- End of instructions. -