Use the Submit Shifts function to add your worked hours to rostered or unrostered shifts
The Submit Shifts function allows you to submit the hours you've worked daily in your Employee app. Within this feature, you'll have the ability to:
- Create a new shift when you were not rostered
- Submit or make changes to a rostered shift
- Add in any leave taken
- Add comments to your shifts
- Upload files, such as medical certificates, where required
- Add a physical timesheet
- Submit a weekly allowance
- Request reimbursement for any work-related costs
- Get your manager/ site supervisor to sign off on your shift
You cannot submit shifts for future days or times. For instance, you'll first work your hours, then log in to your app and either create a new shift or edit a rostered shift, depending on your business's process.
Once your shifts are submitted, they will be forwarded to your manager for approval.
Submit times for your rostered shift
Depending on how your business operates, your manager may create the rosters in advance and require you to submit or confirm the hours you worked at the end of the day if they differ from the rostered hours.
To confirm and submit the hours for a shift that you've been rostered for:
- From the home page, select 'Times' from the menu.
- Select the relevant week starting if needed. This will default to the current week.
- You can edit the shift by selecting the edit pencil icon. Optionally, you can update your:
- Roster
- Position
- Shift start and end time
- Break type - Choose whether it's unpaid or paid
- Break start time and length
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Include shift hours - Turn off to exclude worked hours from a shift. This is useful when submitting only leave or an allowance, or if the shift was rostered but not worked.
Note: If you can't see the 'Include shift hours' toggle, and you did not work the shift, you may like to add a Comment instead.
- Once you have made the necessary changes, select 'Submit shift'. Once this process is complete, your shift will be marked as Submitted.
Create a new shift to submit your times
If you need to submit times for a shift you weren't rostered for or want to add a shift to your week, follow the process outlined below. As a reminder, you can only submit times that have already been worked.
To submit a shift that you haven't been rostered for:
- On the Times screen, select 'Add to Week'.
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Add Shift details:
- Date - The date you worked
- Roster - The roster you worked on
- Position - The specific position you worked
- Shift start and end time - The start and end time of your shift
- Break type - Whether the break is paid or unpaid
- Break start time - Enter the time when you began your break
- Break length - 30m is 30 minutes. Note: You may not be able to edit this field.
- You can add a Comment at this stage to let your manager know any additional information. For example, letting your manager know that you were called in for an additional shift or covering a shift from another employee.
- Once you have added the relevant shift details, select 'Submit shift'. Once this process is complete, your shift will be marked as Submitted.
Delete a created shift
If you have created a shift by mistake or realise that it was created in error, you have the option to delete it.
To delete a created shift:
- From the home page, select 'Times' from the menu.
- Select the relevant week starting if needed. This will default to the current week.
- Edit the shift by selecting the edit pencil icon.
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Scroll down to the bottom of the shift details and select the red delete bin.
Add additional information to your times
Depending on your business, you may also need to add additional information to a shift. This may include:
- Leave
- Allowances
- Documents
- Timesheets
Some of these might be required every time you work, while others may only be needed occasionally. Please refer to this guide for more detailed instructions.
Submitting a weekly allowance or reimbursement
If your business requires you to submit a reimbursement for expenses you may have incurred during work or an allowance, you can do so by selecting the 'Weekly Reimbursements' or 'Weekly Allowance' options.
Please refer to this guide to understand the process.
Manager shift sign off
On the final step of submitting shifts, where you review and confirm the shift details you've entered, you will now see an additional step to collect a manager or supervisor's name and signature before submitting the shift.
To ensure these fields are filled out, you will need to physically take the device you're using to the manager or supervisor so they can complete the fields.
There might be times when you cannot get your manager's or supervisor's signature. If this happens, tick the 'Manager/supervisor unavailable' checkbox.
Selecting this checkbox will require you to provide a comment explaining why you were unable to collect a signature before you can proceed and submit the shift.
After completing the week
Once you have submitted your shifts for the week, your manager will review and approve them. When your manager approves your shifts, you can check your submitted shift details on the Times menu.
You will see the following:
- Approved - Times will show in green
- Declined - Times will show struck-through in red
- Edited - Shifts will show original times struck through