Procedure for implementing SS Time Card Template

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Al W
Al W
edited 12/09/19 in Smartsheet Basics

I am considering proposing that our company try using the SS auto approval time card process. I am wondering what process the SS Community uses for the employees to access the time cards and store them for payroll to view. We have a dozen or more field employees that work various customer each day and would be tracking their hours for each job. They would most likely be entering the hours when completing each job in the field using an ipad.

My question is, what is the best process for the employees to obtain the weekly time card and how to save it as the period ending dates for access by payroll.

There are 52 weeks in a year times our dozen employees. That's a lot of record saving.

Would you recommend setting up a folder for each employee to store completed time cards?

Even setting up a folder for each employee will be a pain for payroll to pull each time card from a dozen different folders.

Would they need to have templates and save each one as a period ending date?

I am sure there is an easy way so as not to frustrate the field workers. I am sure they will think a paper and pencil is less traumatic.

I would appreciate any ideas out there.

Comments

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    edited 11/20/18
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    Hi,

    It depends! There are a lot of factors to consider and many ways to set it up. It's also a question of who can see what. Do you have something that you're using today that you can share?

    • Each employee has their sheet or reports to fill in a reminder can be sent daily, so they don't forget, filters for each month, move to another sheet for record keeping or export to excel or something else.
    • A form that everyone uses to report, filter or report to see each employees information
    • A personal form for each employee and filter or reports

    Would any of those options work? 

    Have a fantastic week!

    Best,

    Andrée Starå

    Workflow Consultant @ Get Done Consulting

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • Al W
    Options

    Thanks for responding.

    Now most of the tracking is done on paper and handed in each day or the end of the week if the jobs are overnight stays. As you can imagine it is often hard to read their writing or they forget to get them in on time.

    Moving things to another sheet and/or exporting does not seem to be an option or efficient to me for construction guys out in the field. We would want to separate access to time sheets. Some field people are Supervisors and some regular workers.

    A personal form for each employee would work best but creating a new blank form each week for each employee and identifying it by that particular week is what I am struggling with. To me it seems like there would be a lot of room for error by having them save them correctly and filing them in SS correctly. I like the automatic approval option that is set up on the template SS has.



    I have attached my modified version of the SS Template I would like to use if I can get it simplified to retrieve and save each week. Perhaps there is a way to email the completed time card to payroll each week and not have to save it in SS. That way they could use the same form over and over.

     

    Time Card.JPG

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
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    Happy to help!

    I have set up solutions for clients where:

    • A report gets sent daily, weekly or monthly as a pdf or similar, and they use that. 
    • A link to a report gets sent with a link to the manager's teams times where they approve.
    • A form that the employee fills in daily, weekly, monthly and then a report to approve everything and the manager have a report also where they approve all of the people that they are responsible for.

    Would any of these options work better for you and your team?

    Best,

    Andrée

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • Al W
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    Andree

    This has given me some ideas to strive toward. I have also been asked to add start and finish times to the form. Would this be classifies as Text/Number cells. And can it be set up with a formula to total the hours for each row in the total column by calculating the start and finish times?

    Thanks

    Al

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    Options

    Great!

    Happy to help!

    You can use Text/Number Cells or a Dropdown list if that is easier. If possible, I prefer to use a dropdown list because it minimizes issues with that someone entered something incorrectly.

    Yes, it can be set up to total the hours as well.

    Best,

    Andrée

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • Al W
    Al W
    edited 11/26/18
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    Thank you. I see there is a lot of communication on the totaling of hours.

     

    Al