Manage Timecards with SkyTab Workforce

Description: Review how to manage timecards with Workforce below.

• Timecard Filters
• Add Timecard
• Export Timecard

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Note: To complete this task, you will need Lighthouse Business Manager credentials, you must be assigned as a manager in the department you are editing, and you must have the Manage Timecards permission in SkyTab Workforce.

A timecard is a record of the hours worked during a single shift. Timecards contain 'clock events,' i.e., when the employee started/finished their shift and any breaks taken during their shift.

Timecards are created in SkyTab POS and automatically sent over to Workforce. Once in Workforce, timecards can be edited and subsequently exported. 

To access timecards, select the Timecards menu option to be taken to the Timecards dashboard.

Timecard Filters

The filtering system helps you manage your timecards so that you only see the timecards that you are interested in. Specifically, you can filter using any combination of the following: 

• Date

• Departments

• Status

• Jobs

• Employees

• Warnings

• Flag

Selected filters are highlighted in blue. Once you have set your filters, they will be remembered so that the next time you come back to timecards, they will still be in effect.

Selecting Date Range

You can select any date range that best suits your business requirements. Select the period of time which represents your pay cycle, e.g., Weekly, Bi-Weekly, etc.

Once you have set your date range, you can move forwards/backward by that period of time by clicking the side arrows found on the date filter.

Additionally, you can select one of the shortcuts such as 'Last 7 days;' this is a dynamic filter so only timecards created in the last 7 days from the current date will be displayed.  

Timecard Status

Along with the Date Range filter, Status is the primary method of managing timecards. Status is a simple yet powerful tool to help support your internal operational processes from approving timecards to exporting them ready for payroll. The three supported statuses are as follows:

• Pending: Timecard is awaiting processing

• Approved: Timecard has been approved

• Closed: Timecard has been processed

Note: Workforce does not enforce a workflow when it comes to changing status so you can change the status of any timecard at any point. Please feel free to use the status feature as it best suits your business.

When exporting timecards there is an option to 'mark exported timecards as closed.' The intent here is that once a timecard is finalized and is exported and ready for payroll, then it is considered closed.

You can change the status of a single timecard directly from the timecard listing page by selecting another status.

To change the status of timecards in bulk, multi-select the relevant timecards and then use the Mark As option to select the desired status.

Custom Columns

Select the preferred columns which you want to see on your timecard dashboard. The default field grouping is made up of the following nine attributes: Date, Employee, Actual Time, Scheduled Time, Job, Actual Paid, Warning, Status, and Notes.

Add Timecard

On occasions, there may be a need to manually create a timecard for an employee. Typically this may be the result of an employee not clocking in for their scheduled shift.

From within the Timecard Dashboard, select Add Timecard. Select the employee and proceed to complete other details as prompted.

Export Timecard

A timecard is a record of the hours worked during a single shift. Timecards can be downloaded as CSV or PDF for any date range and status (Pending, Approved, Closed).

The greatest flexibility is provided by downloading to a CSV file format and is the option most suited for subsequent importing into third-party payroll processing systems. 

Access Export

From within the Timecard Dashboard, select Export.

Export Process

1. Apply the relevant filters (Date, Status, Employees, etc.), which will return the appropriate timecards to download.

2. Click on the Export button, where you will be prompted to select a download format (CSV or PDF). A summary of your selection is displayed.

Export as CSV

Four export options are available:

• All timecards- Individual timecards for each employee is a separate row in the file

• Timecard totals by employee - Summary of timecard details grouped by employee

• Timecard totals by job - Summary of timecard details grouped by employee job

• Timecard totals by rate* - Summary of timecard details grouped by employee pay rate

* This option is not visible to the Manager if they have not been assigned the 'Manage Sales and Labor Costs' sub-permission. 

For each export option, you can choose which fields to include or exclude in the export file by selecting Edit CSV Columns. Your selection is remembered the next time you access the export feature.

Export as PDF

Two printable export options are available:

• All timecard details - All information relating to the selected timecard for an employee is reported

• List Summary - Group by Employee or Group by Date