🔓 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?
The Timesheets page is your home for managing and approving worked hours, breaks, and Punch Clock entries all in one place. With timesheets, you can:
Compare scheduled hours with actual hours worked.
See whether breaks were paid or unpaid.
Add or view payroll supplements being paid.
Review and resolve supported Punch Clock deviations (Note: Not all deviation rules are currently supported).
Edit missing Punch Clock entries directly on the Timesheets page.
Approve shifts for payroll with confidence.
Create a timesheets report to see who worked where, when, and for how many hours.
The Punch Clock approval page will be replaced by the Timesheets page in Planday. See Timesheets rollout guide.
How to view timesheets
You can reach the Timesheets page from:
The Pending actions widget on the Home dashboard on the web.
Planday web > Timesheets from the top menu.
The Requests widget on the Overview screen of the Planday app.
Adapting the timesheets layout for your workflow
Here, you’ll find all pending entries waiting for your approval.
1. Use filters to personalise your timesheets view:
Interval & Date: Choose a review period: day, week (default), or month and select a date .
Departments: You can view entries from all departments or specific ones you manage depending on your access level.
Employees: Filter by all employees (default) or focus on a specific employee’s timesheets.
Status: Check timesheets by status: 🟠 Pending (default), 🟢 Approved (web only), or All (web only).
Timesheets: Quickly filter timesheets by deviations and comments, or as scheduled making reviewing, correcting, and approving entries easier.
Additional filters: Use this to filter entries based on:
Positions: Filter based on the positions included in the schedule (if applicable).
Employee groups: Choose to view entries for specific employee groups.
Shifts: You can filter shifts to view all, only scheduled, or only shifts with Punch Clock entries. This is useful for approval workflows where you need to focus on specific shift types (e.g., scheduled or clocked-in shifts).
2. Manage columns (columns icon): Use the columns icon to adjust the displayed columns, tailoring the view to your needs where you can view departments, or breaks right in the timesheets view.
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.
4. Approve selected: To approve multiple timesheets simultaneously, select the timesheets ready for approval and then click Approve Selected.
Details of a timesheet entry
Click the edit icon to see a detailed view of a timesheet entry.
You can then view all the details of a timesheet entry and make any necessary adjustments. This includes the following areas:
1. Basic shift information
Department, Employee group and Position of the timesheet entry.
Scheduled: Planned duration of the shift.
Punch Clock: Actual clock-in and clock-out times.
2. Overview of timesheet hours
A timesheet hours overview indicates creation method: Punch Clock for clocked-in hours, Scheduled for manually added shifts. Hours can be edited here before approval.
Breaks: View automatically applied breaks, or manually add/modify existing ones to paid or unpaid status.
Supplements: You can view, assign, or edit supplements associated with a timesheet entry. Note that editing supplements is only possible on the web.
Punch Clock comment: Comments left by an employee before or after clocking out from a shift.
+ Add: You can manually create separate segments within a timesheet entry. This is useful when multiple shift types apply, or when an employee works in different roles or departments during the same shift.
3. Summarised timesheet hours
Total hours worked.
Breakdown of unpaid and paid hours.
Read next:
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