We will show you how to make changes to a Timesheet, following a Use Case to give some context to the explanations.

This guide will look at:

• Adding a missing clocking
• Editing an existing clocking
• Changing a shift
• Editing daily hours
  

‍Use Case
Tom’s 40-hour working week is made up of 5 x 8-hour shifts with paid breaks. There are a few issues with his Timesheet that need addressing.

• Tue 04 Apr: Tom forgot to clock out of his EARLY Shift (0600-1400). No OUT clocking is showing as well as no hours worked. Therefore, he needs an OUT clocking adding (see ‘Adding a missing clocking’).
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• Wed 05 Apr: Tom was due to work a DAY Shift (0900-1700) but was asked to swap shifts with a sick colleague, so he worked another EARLY Shift instead. His shift is showing as DEF (Default) because Focus is unaware that he had swapped shifts. Had the change of shifts been made to the Rota then all would be well. As it stands, his hours are incorrect. Therefore, he needs his shift changing (see ‘Changing a shift’).
  
  
• Fri 07 Apr: Due to staff shortages, Tom came in to work his LATE Shift (1200-2000) an hour earlier than usual. He worked a full 8-hour shift, also clocking OUT an hour earlier than usual. He has actually fulfilled his hours but Focus is still applying the LATE Shift Rule which only pays for hours worked between 1200-2000. That’s why there is an Infringement (‘i’) against his OUT clocking, as Focus thinks he left work 58 minutes too early, resulting in his hours being incorrect. Therefore, he needs his daily hours changing (see ‘Editing daily hours’).

Adding a missing clocking

1. On the Timesheet, select the empty cell where you want to add the missed clocking.
2. Input the required clocking time.
3. Save.

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Depending on your permissions, you may need to provide a Reason for the change as well as a Comment.

Editing an existing clocking

1. On the Timesheet, select the clocking you wish to edit.
2. Change to the required time.
3. Save.
   
   

Depending on your permissions, you may need to provide a Reason for the change as well as a Comment.

‘Delete Clocking’ - the clocking is removed completely.

‘New Shift’ (only possible when editing an IN clocking) - to change the shift itself.

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Changing a shift

1. On the Timesheet, select the shift you want to change.
2. Choose the required ‘Shift Rule’ from the list.
3. Save.

Editing daily hours

1. In the Timesheet, select the hours that you wish to edit.
2. Change the ‘New Total’ to the hours required.
3. In this example, change the ‘Operation’ to ‘Set To’ as we want Tom to get exactly the 8 hours he would normally be entitled to.
4. Save.

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Depending on your permissions, you may need to provide a Reason for the change as well as a Comment.

Weekly totals cannot be edited.

Additional information

In order to make edits to a Timesheet, it needs to be unlocked. You can tell a Timesheet is unlocked because it will be a light yellow colour. A white Timesheet is locked, and so cannot be edited. 

Whether a Timesheet is locked or unlocked, all edits that were made by any User will show up in blue.

When you hover over an edit, a pop-up appears showing the original information, in addition to the changes made.

Be careful when editing employee Timesheets. Mistakes here could lead to team members being paid an incorrect amount. If in any doubt, check with your Focus Administrator.

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