In this article, we'll cover the Time Tracking Module and how it can streamline your pre-payroll processing. You can access the Time Tracking Module by selecting it from the blue bar on the left side of your screen.
Owner-level accounts and admins with modification permissions can control access to the Time Tracking Module by adjusting admin permissions. For more details, see the Owner/Admin Powers.
On the main Time Tracking page, select a date by clicking the calendar icon. This will encompass the entire payroll period according to your company's settings.
Once you have selected the date or payroll period, you can view the time punches for that period by selecting the worker from the dropdown menu.
Time Tracking Filtering
You can utilize the Filtering function to display only workers with time punches, or to focus on workers who have missing or pending time punches.
Adding a Note
To add a note to worker time punches:
Select the worker from the dropdown list.
Navigate to the specific day.
Click the + icon.
Select Add Note and enter your note.
You can adjust the day if needed and enter your time tracking note by clicking into the box, typing your message, and then clicking Add when you're finished.
Any notes that you add will appear as shown below.
Time-tracking notes are visible only to admins (with time-tracking capabilities) and Owners.
Adding a Punch
To add a time punch:
Select the worker.
Navigate to the desired day.
Click + and then Add Punch.
On the following page, you can:
Enter the date and time.
Choose to override the maximum shift time set in your Time Tracking Settings if necessary.
Optionally select the shift this punch is associated with.
Click Submit to finalize the punch entry.
When adding multiple time punches and associating them with a shift, ensure that all applicable time punches are associated with the same shift. If you have multiple punches but only one is associated with the shift, the system will display an error, as shown below.
Adding Reimbursements
Workers can add reimbursements through their worker calendar, depending on your company settings. For more details, see Worker Calendar.
Admins can also add reimbursements, provided this option is enabled in your settings. To add a reimbursement:
Select the worker from the dropdown menu.
Navigate to the relevant day.
Click the plus icon, similar to adding a time punch.
Choose Add Reimbursement.
Add either an amount or mileage:
For Amount: Leave the Mileage toggle off. Enter the amount in the field next to the date by clicking and typing the amount. You can also add a comment and upload a receipt picture. (Note: If required, admins may need to upload a receipt when adding a worker reimbursement; this setting can be adjusted in your Reimbursement Settings.)
For Mileage: Toggle the Mileage option on and enter the mileage details accordingly.
Once all details are entered, click ADD to finalize the reimbursement.
Once the reimbursement has been added, it will appear as below:
To add mileage:
Toggle Mileage On: Enable the Mileage option by toggling it on.
Enter Mileage: Input the mileage number in the field next to the date.
Add Optional Comments: Provide any additional comments if needed.
Upload Mileage Documentation: Upload a picture or map of the mileage, if required.
Click ADD: Finalize the entry by clicking ADD.
The mileage reimbursement will appear as shown below.
Time Tracking Totals
Once all pending punches have been addressed, you can view the following details for each worker:
Daily Hour Total: View the total hours worked per day.
Weekly Hour Total: See the total hours worked each week.
Payroll Period Total: Review the total hours worked for the entire payroll period (e.g., one month).
Daily:
Weekly:
Full Payroll Period:
Exporting Time Tracking Data
From the top left side of the Time Tracking Module:
Click Export.
Select All Workers or Singular based on your preference.
By default, you can export the data to Excel. For a customized payroll/time tracking export, please contact your Client Success Specialist to enable and set it up on your account.
Time Tracking Settings
To adjust your time tracking settings:
Navigate to Configuration -> Settings -> Time Tracking.
Here, you can set the fiscal start of the week, configure daily overtime and double time, and adjust other relevant settings.
And this is the Time Tracking Module on Roosted! 🤩