The Timesheet view in Droppah's Calendar allows you to manage the time entries for your employees, and compare your rostered hours and costs with actuals.
Navigate to Calendar > Timesheets.
Time is populated from your employees clocking in and out using the Time Clock, or if your employees aren't clocking in and out you can generate time from your rostered shifts (see how below).
The Timesheet view also allows you to Approve Time for Payroll, if you're integrated with PayHero or Xero.
For each employee, you'll see details on any days where they had published roster entries, or have recorded time, either from the Time Clock or from an admin or manager creating time. The details shown will be as follows:
Total hours/Total cost - The total duration of the worked time for the day, or the total cost of the worked time for the day. See the Options Menu section below for details on switching between hours and costs views.
Ordinary hours/Ordinary cost - For entries with an Overtime or Allowance rule applied, the total duration of the worked time for the day, or the total cost of the worked time for the day, less any Overtime or Allowances.
Roster variance - The total difference between the published roster hours and the worked time. This will show in red for overtime and green for undertime.
Overtime/Allowances - If any of your Overtime and Allowance rules have been triggered, they’ll display in yellow, in addition to the worked time for the day.
Time Details
You can click into the time for a particular day to view the full details of any published shifts and time entries. In the pop up that appears, you can switch between viewing a particular time or shift entry, as well as any Overtime or Allowances that have been applied.
You'll have the ability to edit the time details if needed - for example, if an employee forgot to clock in at the beginning of their shift and the start time needs to be amended.
In the bottom left you can see an overview of the totals hours and costs for the day, and any differences compared to the rostered shift.
Options Menu
Click the (⋯) button to the right of the search bar on Timesheet view to access the following settings and actions:
Hours — Toggles the display of hours for each employee and day. When enabled, you'll see the total hours worked.
Cost — Toggles the display of costs for each employee and day, calculated from hours worked and the employee's hourly pay rate.
Timesheet Chart — Replaces the per-day summary figures with a graph showing timesheet coverage across the day, giving a visual overview of when employees were clocked in.
Show Overtime — Toggles the display of overtime and allowance entries in the timesheet view.
Show Revenue — Displays a revenue figure for each day. If revenue data is coming from a POS integration, the actual total will be shown. If not, you can enter it manually. See Revenue & Labour Costs for more details.
Import Revenue... — Allows you to upload a CSV file containing revenue data, so you can use Droppah's labour cost reporting without a POS integration. See Import Revenue for full instructions.
Hide People Without Time — Hides any employees who have no time entries for the currently viewed week, keeping the view focused on active staff.
Unworked Shifts... — Shows the number of unworked shifts for the week and allows you to generate time entries from them in bulk. See the Generate Time from Unworked Shifts section below for more details.
Export Timesheet... — Downloads your timesheet data. See Timesheet Export for full details on customising your export.
Clear Timesheet... — Deletes all time entries for the currently viewed week. Use with caution, as this action cannot be undone.
Filtering the view
Use the search bar at the top of the calendar to filter what's displayed. You can search by person, team, work group, and more — making it easy to focus on a specific employee or group across the timesheet. To download your timesheet data as a CSV file for any date range, see Timesheet Export.
Pinning People
Staff members can be pinned so they'll always show at the top of the list. Click on the icon next to an employee's name to pin them.
Pinned staff will show for all team managers and administrators, and can be un-pinned by clicking the icon again.
Daily View
For finer visibility and control over all the shifts on a particular day, simply click on the date to navigate to the Daily View.
Within the daily view, you can see a more detailed view of your roster plus an hourly breakdown of your total labour costs and rostered employee numbers, along with hourly revenue information if you're using our Lightspeed Integration. You can learn more about the figures displayed at the top of the screen here: Revenue & Labour Costs
Manually Adding Time: Single Team vs Multiple Teams
When you manually add time against a person, the flow depends on which team is selected in the top-right dropdown:
Adding time for one team: Select the specific team in the top-right dropdown before adding time. When you click to add time against a person, the team is already set - you only need to choose the Work Group and the time details.
Adding time across multiple teams in the same session: Select All Teams in the top-right dropdown. When you click to add time against a person, you'll be prompted to choose both the Team and the Work Group within the same flow.
Use All Teams whenever you need to record time for staff across different teams in a single session - this is the only way to set both Team and Work Group at the same time when adding time manually.
Generate Time from Unworked Shifts
Unworked shifts are published roster entries for today's date or earlier, and for which employees haven't clocked in and out yet. In the timesheet they'll appear with Total hours/Total cost of 0:00/$0.00, and the Roster variance will show the total number of hours the employee was rostered on for, or the total cost of the shift:
If you click into an unworked shift, you'll have the option to click Generate Time from the (⋯) menu in the top right corner. The shift must be published before you can Generate Time.
After clicking Generate Time you can change the start time, end time, or break duration as needed. Click Save to save the time entry.
Alternatively, you can generate time for all unworked shifts in the week. In the options button in the top right corner of the page, you can see the total number of unworked shifts for the currently viewed week.
Click the Unworked Shifts... option if you wish to convert all unworked shifts into time entries. In the pop up that appears, check you're happy with the details and then click Generate Time.
Important: Generating time from unworked shifts in bulk is generally intended to be used by companies who aren't using the Time Clock. If your employees are clocking in and out with the time clock, it's important to ensure you don't generate time from shifts if you're looking at the current week and your employees haven't yet finished clocking in and out for the day.
If you have only a few shifts you wish to generate time from, you should do so one shift at a time instead.