🔓 Access level in Planday: Administrator, Schedule manager.
🌐 Subscription plan: All
Reading time: 3 min.
ℹ️ Important read:
🟡 This feature is currently available for select Planday organisations or regions, with full access rolling out gradually. If Timesheets aren’t enabled for you yet, please see how to manage and approve Punch Clock entries or approve shifts directly from the schedule.
What are timesheets?
What are timesheets?
The Timesheets page is your home for managing and approving worked hours, breaks, and Punch Clock entries all in one place.
Compare scheduled hours with actual worked hours.
See if breaks were paid or unpaid.
Resolve conflicts caused by Working time rule violations or Punch Clock deviation.
Edit missing Punch Clock entries directly on the page.
Approve shifts for payroll with confidence.
Generate a timesheets report.
The Timesheets page in Planday will replace the Punch Clock approval page. Going forward, shift approvals from the Schedule will only be available through the Timesheets page.
How to view timesheets
You can reach the Timesheets page from:
The Pending actions widget on the Home dashboard.
Planday > Timesheets from the top menu.
The Requests widget on the Overview screen of the Planday app.
Here, you’ll find all pending entries waiting for your approval.
Adapting the timesheets layout for your workflow
1. Use filters to personalise your timesheets layout:
Interval — Choose a review period — day, week (default), or month.
Departments — View entries from all departments (default) or select specific ones.
Employees — Filter by all employees (default) or focus on a specific employee’s timesheets.
Status — Check timesheets by status: 🟠 Pending (default), 🟢 Approved, All.
Additional filters — Quickly filter timesheets by deviations and comments, making reviewing, correcting, and approving entries easier.
2. Manage columns — Click the Settings icon ⚙️ to adjust the displayed columns, tailoring the view to your needs.
3. In the timesheets list, you can review key details to streamline the approval process. Important fields include:
Scheduled times — Displays the shift as it was scheduled.
Punch Clock entries — Shows when the employee punched in and out of a shift.
Approved time — This shows the suggested time for approval based on your Planday organisation’s setup.
Paid hours — Displays the total hours worked minus unpaid breaks or unpaid shifts, showing exactly what the employee will be paid.
Status — Entries flagged with an information icon may include:
Comments from employees.
Missing punch-out times.
Working time rule violations.
Suggestions to split shifts.
4. Approve selected — Choose the timesheets you’re ready to approve, then click Approve Selected to process them all at once.
Details of a timesheet entry
View a detailed timesheet entry by clicking the edit icon.
Here, you can approve or remove a flagged timesheet by editing the entry and reviewing the information individually.
1. Basic shift information
Scheduled time: Planned duration of the shift.
Punch time: Actual clock-in and clock-out times.
Any comments from Punch Clock.
2. Breakdown of hours
Distribution of hours in the shift, including paid and unpaid breaks.
Depending on your setup, hours may be split into different shift types for Time off in lieu or Working time rules.
3. Summarised timesheet hours
Total hours worked.
Breakdown of unpaid and paid hours.
Read next:
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