If your Droppah account is integrated with PayHero for payroll, administrators and team managers will have the option to approve time. Approving time sends it to PayHero, ready for payday.
Before approving time, you can check that it's accurate and make any changes as needed in the Calendar, using either the Resource View or the Timesheet View.
Approving Time
Once your employees have finished clocking in and out for the week, their time can be approved and sent to PayHero. When you're ready to approve time, navigate to the Timesheet View tab in the calendar.
Employees are grouped by Team, allowing you to easily send time for the correct employees in one go. Simply select the Team you wish to send time for from the Team selection in the top right, or choose All Teams to approval all employees at once. Then click Approve.
A pop-up will confirm the Team and dates you're approving:
Click Approve to confirm and send the time to PayHero. A pop-up will confirm whether all time entries have sent to PayHero successfully.
Once time has been sent to PayHero, the Approve button will be greyed out, as seen here:
This provides confirmation that all of the time for the week is approved, and prevents you from re-approving the same time. However, if you make any changes to the existing time entries or add any new time entries, the Approve button will reactivate so that you can re-approve the period.
Frequently Asked Questions
How are unpaid breaks treated when exported to PayHero?
How are unpaid breaks treated when exported to PayHero?
Shifts with unpaid breaks generate multiple time entries in Timesheet Exports. This has the following effects on time entries:
Unpaid breaks recorded via the time clock create an initial time entry which finishes at the time the unpaid break started. The next time entry starts when the unpaid break finished.
For example, a 9am to 5pm shift where the employee clocked a 35 minute unpaid break at 12:30pm will be exported as a 9am to 12:30pm entry and a 1:05pm to 5pm entry.
Unpaid breaks which haven't been recorded using the time clock (i.e. breaks manually added to a rostered or worked shift, or specified via the Default Break Duration in the shift settings) are assumed to start 4 hours into a shift.
For example, a 9am to 5pm shift with a 30-minute break will be exported as a 9am to 1pm entry, and a 1:30pm to 5pm entry.
In cases where the shift is less than 4 hours long, the break is applied to the end of the shift.
For example, a 1pm to 4pm shift with a 15 minute unpaid break will be exported as a 1pm to 3:45pm entry.
How are time entries crossing midnight handled?
How are time entries crossing midnight handled?
Time entries that span midnight will be specified in the export in different ways, depending on the 'Midnight Break Rule' you've specified in your company settings.
Click here to learn more: Calendar Settings
Can I approve time for a period other than a week?
Can I approve time for a period other than a week?
When approving time the approval will always be for the week you're currently viewing. However, approving the week won't prevent new time from being added or existing time from being edited, so if desired you can approve multiple times in a week.
How are overtime and allowances sent to PayHero?
How are overtime and allowances sent to PayHero?
If your company uses overtime or allowances, check out the FAQ here: PayHero Integration
Troubleshooting Warnings
If any time entries are unable to be sent to PayHero, you'll see a warning. The top of the pop up will confirm how many time entries were able to successfully send to PayHero, and the remaining time entries will be listed below with the details of the issue that's occurred.
The warnings you may encounter are detailed below. Click one of the warnings to learn more about how to correct it. After correcting any warnings you've encountered, repeat the Approve process detailed above to resend your time entries to PayHero.
Person not linked with PayHero
Person not linked with PayHero
This means the employee hasn't been synced between Droppah and PayHero. Ensure they've been set up in PayHero, then select the appropriate record you wish to link them to via their record in Droppah:
Work Group not linked to a PayHero work
Work Group not linked to a PayHero work
This means the Work Group in Droppah hasn't been linked to a Work option in PayHero. Navigate to Manage > Work Groups in Droppah and ensure each of your Work Groups has the appropriate 'PayHero Work' set. This defines which Work option the time will be allocated to in PayHero.
This entry overlaps with another and cannot be saved
This entry overlaps with another and cannot be saved
This means a time entry has been created directly in PayHero, which conflicts with the time entry from Droppah. Delete the time entry from PayHero if you wish to send this time entry from Droppah.
There is no timesheet pay item on this Work
There is no timesheet pay item on this Work
This means the Work you've selected in PayHero isn't set up for recording time. To correct this, navigate to Manage > Work in PayHero, and set the 'Timesheet Pay Item'.
This time entry cannot be changed because it is included in an active pay
This time entry cannot be changed because it is included in an active pay
This means the time entry has already been sent to PayHero previously, and has since been included in a pay. Time entries which have been included in pays can't be edited, as they are locked by PayHero, which you can learn more about here: Why do time and leave entries show as Paid?
To resolve this, remove the affected employee(s) from the pay in PayHero, then try approving the time from Droppah again.
This time entry is outside of the Person's employment dates
This time entry is outside of the Person's employment dates
This means the time entry falls before the employee's Start Date, or after their Finish date. You can check and correct these dates on the employee's Employment tab in PayHero.