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How to Submit a Digital Timesheet Member App

As a member to receive your pay, you need to submit your timesheet at the end of every shift.

By submitting your timesheet via the app you are able to

To learn how to submit a digital timesheet please follow the steps outlined in this guide. If you need assistance with submitting a timesheet, please contact the Help Centre details found in the top left Menu of your Mobile App. 

Step 1. Access the Timesheets Submission Area

Select the Timesheets icon on the dashboard or via the Main Access Menu.

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Step 2. Select the Shift

Select the relevant shift you wish to submit a Timesheet for within the Timesheet Submission screen.

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Please note shifts will only be displayed on the submission screen once the current time is greater than the booked shift finish time. Meaning you cannot submit a Timesheet prior to the original shift's finish time.

Step 3. Review and Edit Shift Details (Optional)

Review the shift details and select any fields that need to be adjusted from the original booking.

To edit any of the fields (3a) select the applicable field.

  • The shift details will preload the following information from the original shift entry:

    • Shift Time

    • Shift Type

    • Area (if applicable)

    • Qualifications(s)

    • Expertise (if applicable)

      • Sub-expertise

    • Unpaid Break (in minutes)

    • Total Worked Hours

  • Note:
    Any adjustments made to the original booking must be explained in discrepancy notes to proceed with submission.

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Step 4. Enter Travel Distance (Optional)

When reviewing shift details, you may see a Car icon on the Submission screen.

This icon is an optional feature that allows Members to submit a travel claim and may not be applicable to all shifts/locations. For further information on your Agency's policy for Travel Claims please contact the Help Centre details found in your App.

If you are required to Submit a Travel Allowance Claim please select the Car Icon

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You have 3 options when adding km, Use the Arrow to select your choices

  1. I will enter journey address - This involves you entering your starting and end address and then when you click get distance this integrates with your Google API and gets the total amount of km.

  2. Select Booked Client Location Address - This will prefill the address basedon address in the system, andthis uses the Google API integration as well

  3. Total Distance for whole day - Enter the address in the notes and fill in the journey distance - enter your own kms.

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Step 4. Enter Travel Distance Continued 

Ensure your travel kms save successfully.

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Step 5. View/Add Documents (Optional)

Certain locations and shifts have documents applied that may include instructions for timesheet submissions/protocols.

If required, please view or upload documents by selecting the relevant icons outlined below.

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Step 5. Complete Task List if Mandatory

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Step 5.1 - Submit Case Note if Mandatory

Mandatory Shift Notes for Timesheet Submission

When the staff selects the Notes Categories for the ‘Mandate notes for timesheet submission’ in the Settings of Case Notes in the staff portal. For the selected Notes Categories, submitting the Shift Notes is mandatory for the member(s) during the timesheet submission.

To submit the timesheet successfully, members need to submit the Shift Notes. To submit the Shift Notes:

  • Click here to submit link on the Timesheet screen as shown in the figure below

  • Click the Notes Category to add Notes showing the status as Pending

In case the member proceeds with the timesheet submission without submitting the mandatory Shift Notes, a submission alert appears as shown in the figure below.

Once the member submits the mandatory Shift Notes:

  1. The member can edit/view the Shift Notes

  2. The status of the Shift Notes for the Notes Category is shown as Completed :blush: :clap:

Step 6. Choose Authorized Supervisor

Select the Next button in the top right-hand corner.

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This step is either optional or mandatory depending on the client's settings. If applicable choose an authorized Supervisor.

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If the Supervisors name is not listed, enter the name in the available box.

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Step 7. Members Signature

Enter your signature in the signature area.

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If the supervisor’s signature is mandatory, you will need to select on the Review approved details for the supervisor to authorize the submission details.

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The supervisor’s signature is either optional or mandatory depending on your agency’s requirements.

Step 8. Supervisor review (If applicable)

On the selection of review-approved details, the below screen will load. The details of the member's timesheet submission will appear. Any details in red highlight a change from the original booking.

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If the supervisor wants to review a detailed description of the submission the can select the icon highlighted below.

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Step 8. Supervisors review cont. (If applicable)

Below is an expanded view of the shift details for the supervisor to review. If any of the details are not correct the member is required to return to their submission to update these.

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Supervisors can add notes that will be highlighted to the finance team to review during their validation of shifts for payroll and invoicing.

Step 9. Supervisor’s approval (If applicable)

Once the supervisor has reviewed and approved the submission they sign in the bottom box.

 

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Step 10. Select confirm timesheet submission

Once all required signatures are entered select the Confirm Timesheet Submission button located at the bottom of the screen.

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An Automatic Timesheet Number will be created once the timesheet has been successfully submitted. Press OK to continue using the Members App.

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With no supervisor mandated;

With Supervisor Signature;

 
 
 

Shift and Job Timesheet Improvements

Shift Timesheet

For the Shift Timesheet, the Review Submission screen now shows the Travel Claims and Shifts Documents details to the Client/ Supervisor when the flag is set as ON respectively.

When the Travel Claim flag is set as ON for the member – The Travel Claim is visible on the Review Submission screen for the Client/ Supervisor, whenever the member adds travel claim details as shown in the figure below.

When the Shift Document flag is set as ON for the member – The Shift Document attached by the member is visible on the Review Submission screen for the Client/ Supervisor, whenever the member adds documents.

Click Shift Document to view the Attached Document as shown in the figure below.

Job Timesheet

When the Client reviews the Job Timesheet, the Review Submission screen shows the Travel and Notes details to the Client/ Supervisor when the flag is set as ON respectively.

In the Review Submission screen, the timesheet details show the Date, Start time, End time, Break mins., and Total Working Hours. The Travel and Notes icons show the number of Travel Claims and Notes added.

For the Job Timesheet, when the Travel Claim flag is set to ON for the member – The Travel icon is visible on the Review Submission screen for the Client/ Supervisor, whenever the member adds travel claim details.

Click the Travel icon, to view the Travel Claim details.

For the Job Timesheet, when the Notes flag is set to ON for the member – The Notes attached by the member are visible on the Review Submission screen for the Client/ Supervisor, whenever the member adds Notes.

Click the Notes icon, to view the provided Notes.

Note that for the Job/ Shift Timesheet, if the Travel and/ or Documents are provided by the member and the Flag is set as ON, only in that scenario, the details are visible to the Client/ Supervisor for review.