Timesheets | Blocking Warnings

1) Overview
2) Basic concepts
3) Get started
4) Overriding blocking warnings


IMPORTANT: This article is applicable only for Organisations using Timesheet V2.0.


1) Overview

Timesheet warnings are an Easy Employer feature design to notify users of factors (affecting shifts, users or periods), that may impact the pay period or legality of a particular timesheet.

Most warnings are implemented by setting rules at the award, group, user or organisation level. Setting the rules at different levels allow the timesheet warnings to be configured according to the business needs of the Organisation.

Based on the existence of these warnings and their settings, users may be blocked from accomplishing certain actions.


2) Configuration

i) Timesheet blocking warnings

When warnings are configured to block actions, users cannot proceed with shift approvals and/or timesheet finalisation before resolving the issues causing the warnings on the affected shifts and/or timesheets.


ii) Shift Approval

Shifts cannot be approved if the following warnings are set to block the action:

  • Minimum shift paid duration.
  • Minimum time between shifts.
  • Shift conflict.
  • Minimum duration pre/post sleepover.


iii) Minimum shift paid duration

The minimum shift paid duration warning is triggered if a shift paid duration is less than the minimum set in the Minimum shift paid duration (exclusive) rule.


Under General Rules:

  • Minimum shift duration (exclusive).
  • Count consecutive shifts as a single shift.
  • Threshold for counting consecutive shifts as one.
  • Include leave shifts when calculating shift durations.
  • Threshold for including a leave shift when calculating shift duration.


iv) Minimum Time Between Shifts

The value of the Minimum time between shifts rule is compared to the duration between the start time of the target shift to the end time of the previous work shift. If this duration is less than the value set for the rule, a shift warning is displayed.


Under General Rules:

  • Minimum time between shifts.
  • Apply threshold to minimum time between shifts.
  • Threshold for applying minimum time between shifts rule.


v) Shift Conflict

The  shift conflict warning is triggered if a shift is conflicting with other shifts.


vi) Min duration pre/post sleepover

This shift warning checks if the minimum number of hours are worked in a shift, both before and after a sleepover break.


Under Award Clause Rules:

25.7 (f) - Minimum duration of four hours' work


vii) Timesheet finalisation

Timesheets cannot be finalised if the following warnings are set to block the action:

  • Maximum shifts per period.
  • Standard hours.
  • Check leave totals.


viii) Maximum Shifts Per Period

The maximum allowed shifts period warning is triggered if the total number of shifts in a period exceeds the maximum set in the Maximum shifts per period rule.


Under General Rules:

  • Maximum shifts per period.
  • Maximum shifts period length.


ix) Standard Hours

This warning is shown in the relevant pay cycle when a user has not worked their standard hours for the standard hours averaging period.


x) Check leave totals

This timesheet period warning is triggered when a user does not have the sufficient entitlement balance to cover leave requests within the pay cycle period. The warning can be shown either in the user's timesheet page or payroll processing page.


4) Overriding blocking warnings

Only users with the required permission sets can continue actioning the timesheet even if the blocking warnings are set for the shift approval and/or timesheet finalisation.

The examples below show how the system blockers are disabled for users with these permissions set.

  • Shift conflict warning set as blocking warning, for a user with override permission enabled:

  • Maximum shifts per period warning set as blocking warning, for a user with override permission enabled:

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