This article provides an overview of the new Easy Employer timesheet interface, including how to use the timesheet summary page, review and edit employee timesheets, manage warnings, finalise timesheets, and export data for payroll.
Contents
- Overview
- Timesheet summary page
- Employee timesheet view
- Warnings and validation
- Extend consecutive pay shift
- Clocked time, paid time and warnings
- Approving and finalising timesheets
- Payroll processing page
- Exporting to payroll
Video
Overview
The new timesheet interface is designed to give you a clear, consolidated view of your employees' timesheets and streamline the process of reviewing, editing, approving and exporting time for payroll. You can:
- View a summary of timesheet status and key totals
- Search and filter
- Open an individual employee's timesheet in a table style view
- Review period warnings and shift warnings
- Finalise employees individually instead of at a group level
- Use the payroll processing page to scope, review and export employees
Timesheet summary page
To open the new timesheet interface, click Timesheets, then select the relevant period. This opens the timesheet summary page for the selected payroll entity and period.
The summary page includes:
- Totals for warnings, unapproved shifts, rostered hours and paid leave
- A payroll entity selector in the top left
- Navigation controls for previous period and next period, plus day, week and fortnight toggles
- A search box to find specific employees
- A cog icon on the right that opens a familiar sidebar with options for the timesheet
The cog sidebar provides access to bulk actions, totals and filters. You can use the site selection options in the sidebar to scope the summary view to selected sites or groups of sites.
Employee timesheet view
From the summary page, click an employee to open their timesheet. The employee timesheet is presented in a table style view showing all shifts for the period in a single screen.
Each shift row displays key information, including:
- Shift type such as leave, worked, public holiday or rostered
- Rostered start and end times
- Total hours for the shift
- Clocked start and end times and clocked total hours
- Paid start and end times and paid total hours
- Overtime, broken shift and consecutive shift flags where applicable
- Unit allowances on the shift
- Links to any associated appointments if you are using the appointment scheduling system
- Warnings for the shift in the warning column
From this view you can create, edit and delete shifts, review warnings and adjust paid time, depending on your permissions.
Warnings and validation
Warnings are configured at the organisation level and control what warnings are showing in the interface, and if they have approval or finalisation blocking in place.
You can configure warnings under Settings in organisation:
- Choose which warnings you want to show in the timesheet interface
- For each warning, decide whether it should block approval of the actual shift if present
- Configure whether a blocks timesheet finalisation
In the employee timesheet view, you can click a warning to see more detail. For example, a pay shift limited warning can show that the paid start time has been restricted to the rostered time and is outside of the set threshold.
Extend consecutive pay shift
A key feature in the new interface is the extend consecutive pay shift action. When used, this:
- Kicks off background processing jobs
- Processes hundreds or thousands of employees very quickly
- Automatically closes the gap between consecutive shifts by adjusting the paid time according to the rule set
Clocked time, paid time and warnings
The timesheet clearly separates clocked times from paid times. For example, a shift may have clocked time from 9:00 to 17:00 but paid time that differs based on rules or manual adjustments.
When you adjust clocked times, the system can keep the paid time at the rostered value until a threshold is reached. In the example from the recording:
- Adjusting the clocked start time slightly earlier, such as from 9:00 to 8:45, may leave the paid start time at 9:00
- Changing it further, such as to 8:30, triggers a warning based on the rule that anything more than a configured number of minutes before the rostered time should be flagged
You can click the warning to see that the pay shift start has been restricted to the rostered time. On the right, you can use the pay shift controls to adjust the paid time to the desired value, such as 8:45, and then refresh warnings to see any overtime or other consequences of that change.
Approving and finalising timesheets
In the new interface, timesheet finalisation has moved from a group level to an employee level. This means you can:
- Finalise individual employees at any point during the period
- Finalise an employee early due to termination
- Process a single employee through to payroll without finalising the entire group
From the employee row on the summary page, you can see whether there are unapproved shifts or warnings that prevent approval. You can open the employee's timesheet to review these shifts, adjust as required and approve them.
Once an employee's shifts are approved and any blocking warnings are addressed or overridden, you can finalise that employee either from:
- The bulk finalise option in the cog sidebar on the summary page
- The employee's individual timesheet
The interface also supports bulk actions such as:
- Finalise all employees in scope
- Unfinalise employees where changes are needed
- Regenerate warnings
Payroll processing page
After finalising employees, you move to the new payroll processing page. This view shows all employees in the payroll entity and whether they have been finalised.
The payroll processing page allows you to:
- See how many employees are finalised and how many remain
- Scope the view using the cog sidebar and site selection
- Filter to employees who are ready for export
- Filter to employees who have been terminated during the period so you can process a termination run
From here, you can confirm that the correct employees are finalised and ready before you start the export process.
Exporting to payroll
Once employees have been finalised, you can use the cog on the payroll processing page and choose Export to open the export dialog.
The export dialog provides options including:
- Users who have not been exported
- Users who have already been exported
- All users
- Pre export to generate data without finalising
By default, the export dialog selects the payroll application configured on the payroll entity. If you are using a custom formatter, the export format set on the payroll entity is selected by default.
When you proceed with the export, the file is stored and tracked in the export files section of the page. You can download the file and import it into your payroll system, or, if you are using an API export, follow the guided export flow in the same way that you do today.
The new timesheet and payroll processing interfaces provide a more flexible, employee based approach to approving, finalising and exporting time, while keeping a familiar structure and controls for existing users.