Work Time Entries

This page outlines use of the Work Time Entries register.

Overview

This register helps manage staff work times for an event by recording the specifics of a shift as a work time entry.

Work Time Entries is a sub-register of Work Summaries. New work times are added as sub-items through a Work Summary Work Times as such you can also view them there.

This register is especially useful for finding and viewing work times, for example by Date, Staff Member or Location, and editing them directly.

You can only add new Work Time Entries via the Work Summary.

Access

To access the Work Time Entries register:

1. Go on duty to the event with a supported position.

2. Use the Manage My Work Times in the User Profile menu to access the module.

1. Access Work Time Entries via the Registers menu on the left.

If you can't access this link, contact your System Administrator. Work Summaries needs to be properly setup and configured.

Setup and Configuration

To enable Work Time Entries, an Administrator needs to:

1. Add the Work Time Entries register to the Event

2. Add the appropriate Positions to the Event. Most positions that support users adding Work Summaries also support adding Work Time Entries. In addition security policies for Work Summaries can be assigned to any position.

Finding

Searching and Filtering

The register includes a number of features to assist in finding Work Time Entries:

• Datagrid view

• Filters including Work Location, Category, Workflow and Assignments

• Combination filters and search by most fields

Register datagrid sample view

Filtering

Filters help make management of Work Time Entries easier by focusing on specific groups of items on the datagrid.

Filter menu

Filter menu explanations

The following lists some of the filters and how to use them.

For CQL queries consult the CQL Reference and for field definitions consult the Work Summary Data Dictionary.

Filter Group	Filter/s	CQL	Use
Main
	Active	is:active	Finds all Active items (with a Status of Active, Submitted or ReOpen)
	Recently Updated	is:active dateUpdated:>today-5d	Finds all items updated in the last 5 days
	All	is:any	Finds all items
Work Location	[List is based on your system configuration]*	is:active workLocation:	Finds all items for the selected Work Location
Category	[List is based on your system configuration]*	is:active category:	Finds all items for the selected Work Category
Workflow
	Active	status:active	Finds all Active items (Active, Submitted or ReOpen)
	Cancelled	status:cancelled	Finds all items with a Status of Cancelled
	Manager Approved	status:approved	Finds all items with a Status of Manager Approved
	ReOpen	status:reopen	Finds all items with a Status of ReOpen
	Rejected	status:rejected	Finds all items with a Status of Rejected
	Submitted	status:submitted	Finds all items with a Status of Submitted
Active tags	[List is based on your system configuration]*	is:active #	Any tags in use. Refer to: tags
Assignments	[List is based on your system configuration]*	is:active assigned:	Finds all Items for Staff Member

* May vary based on your system configuration

Querying

CQL searches can be performed via either the Filter menu or Search bar.

Query examples

The following provides some sample searches for users. For a list of available fields, consult the Data Dictionary.

Related Work Expense Entries

• workexpenses:set filter records where workexpenses is set to any value

• workexpenses:unset filter records where workexpenses is not set

• workexpenses:(id:123) search the related record of related record ID 123

• workexpenses:(field1:value field2:value2) search the related record by a nested set of filters

Related Work Time Entries

• worktimes:set filter records where worktimes is set to any value

• worktimes:unset filter records where worktimes is not set

• worktimes:(id:123) search the related record of related record ID 123

• worktimes:(field1:value field2:value2) search the related record by a nested set of filters

Viewing

Work Time Entries are listed in and searchable via the register Datagrid.

The Work Time Entries datagrid shows details on the hours worked per staff member. These can be grouped by staff member using the datagrid grouping function.

Work Time Entries Datagrid

To view an existing Work Time Entry:

1. Navigate to the Work Time Entries register datagrid.

2. Locate the item you wish to view. The register includes filters for Totals, Workflow (Active, Submitted, ReOpen, Cancelled, Rejected, Manager Approved), Staff Members (All Unassigned), Work Location, Category and Active Tags

3. Open the item using the ID or Status

4. To return to the Datagrid use the Back button

Settings

Work Time Entries are divided into the following sections (sections may or may not appear depending on what information is entered, your permissions level, and what mode you're viewing):

Left Column	Right Column
Record Notes	Workflow
General	Advanced
	Activity

Record Notes

When editing, you can record notes as you make changes which will appear in the Activity log.

Refer to: Recording Notes

General

The General section contains details on the date, time, hours work, location and type of work.

Work Time Entries require a Date at minimum.

Date

This setting indicates the date when the work time starts and is entered using a Date Selector.

Start Time

This setting indicates the time when the work time starts.

Variations of shorthand times are accepted as inputs. For example: 9am, 9:00, 9:30 or 9:00am.

End Time

Hours Worked

This setting indicates how many hours were worked during the work time and can work in one of two ways:

1. Manually entering the total hours worked

2. Automatically based on the Start time and End time. When both are recorded, the field is dynamically calculated.

Work Location

This setting records where the shift took place.

In Edit mode it is selected from the pulldown list.

Locations are defined by an administrator using the Work Summary: Work Location lookup.

Category

This setting records the mode of work was performed (for example, Travel, On-Site etc). This can be useful for reimbursement claims.

In Edit mode you can search for or select existing categories from the list.

Categories are defined by an administrator using the lookup: Work Summary: Work Category lookup.

Details

This setting records any additional information about the work time.

Attachments

This setting enables downloading supporting files as attachments.

In Edit mode you can upload a file using the File Upload feature.

Workflow

Status

This setting indicates the current step in the process.

The following table is a guide to the Statuses. For the state machine steps refer to the Work Summary Time Entries Workflow Data Dictionary.

Stage	Datagrid Icon	Description
Active		All Work Time Entries begin with this status by default
Submitted		Once all of the Work Time Entries have been added, the user or Payroll Manager can change them to this status. All of the fields become read-only and data can no longer be changed.
ReOpen		Once submitted, changes can only be made when this status is set. Payroll Managers can enter a reason back to the user on what they need to change.
Cancelled		The time entry has been cancelled. Once set to this Status it cannot be un-cancelled.
Rejected		The Payroll Manager has rejected the time entry.
Manager Approved		The Payroll Manager has approved this time entry.

Advanced

You can change the Staff Member in Advanced if your security policy allows.

You can change the Event that this Work Summary is filed in by selecting it from the drop down list and saving it if your security policy allows.

Activity

Refer to: Viewing and Opening Register Items: Activity

Editing

Work Time Entries can be edited from the datagrid.

1. Navigate to the register

2. Locate the item you wish to edit by using the Edit button

3. Make the necessary changes to the settings

4. Save

Adding

Work Time Entries are sub-items of Work Summaries and as such can only be added via the Work Summary Work Times.