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How to manage timesheets for employers, admins and managers via HR Work

Loren Mathewson
Updated
Swag Content Team

You can now manage timesheet functions from the Swag app. It allows you to approve or decline employee timesheets either in bulk or individually and add any required notes. You can also use this feature to edit a timesheet submission if the details need changing or delete an entry if it is no longer required.

Helpful Hint

If timesheet management is one of your most commonly-used features, then this will appear on the Swag home screen as a shortcut for easy access.

Accessing Timesheets
  1. Log into the Swap app.
  2. Tap on the Work icon.
  3. From the dashboard view that the app opens in, select Timesheets from across the top of the screen.
  4. Ensure you are in Timesheet Management mode by toggling the switch to Timesheet Management.
    timesheet management home 2.jpg
Approve a Timesheet
  1. Log into the Swap app.
  2. Tap on the Work icon.
  3. Select Timesheets from the menu across the top of the Dashboard view.
  4. Toggle the button to Timesheet Management. 
  5. Tap the timesheet that needs approving.
    timesheet management select timesheet.jpg
  6. Tap the Approve button.
    timesheet management review timesheet 2.jpg
Decline a Timesheet
  1. Log into the Swap app.
  2. Tap on the Work icon.
  3. Select Timesheets from the menu across the top of the Dashboard view.
  4. Toggle the button to Timesheet Management. 
  5. Tap the timesheet that needs declining.
    timesheet management select timesheet.jpg
  6. Tap the Reject button.
    timesheet management review timesheet 2.jpg
Filter Timesheets
  1. Log into the Swap app.
  2. Tap on the Work icon.
  3. Select Timesheets from the menu across the top of the Dashboard view.
  4. Toggle the button to Timesheet Management. 
  5. Tap the Search button.
    timesheet management search.jpg
  6. Choosing from the following filters to locate your desired group of timesheets:
      • Status:
        • All.
        • Submitted.
        • Approved.
        • Rejected.
        • Processed.
      • Employee.
      • Location.
      • Employee group.

    timesheet_management_search_timesheets.jpg
Edit a Timesheet
  1. Log into the Swap app.
  2. Tap on the Work icon.
  3. Select Timesheets from the menu across the top of the Dashboard view.
  4. Toggle the button to Timesheet Management. 
  5. Tap the timesheet that needs editing. 
  6. Make the required changes and tap the Save button.
Delete a Timesheet
  1. Log into the Swap app.
  2. Tap on the Work icon.
  3. Select Timesheets from the menu across the top of the Dashboard view.
  4. Toggle the button to Timesheet Management.
  5. Tap the timesheet that needs deleting.
    timesheet management select timesheet.jpg
  6. Tap the Delete this Timesheet button.
    timesheet delete 1.jpg
  7. Tap the Yes Delete Timesheet button.
    timesheet confirm delete.jpg

Further information

Below is a list of actions that you can perform through the Swag app depending on how you have set up your employees' standard hours.

Start and end times based on daily entries
A manager will be able to perform the following functions from the Swag app:
  • View a timesheet
  • Approve a timesheet
  • Edit a timesheet
Notifications available
Pending

Unavailable notifications
Outstanding timesheets
Daily hours based on daily entries
A manager will be able to perform the following functions from the Swag app:
  • View a timesheet
  • Approve a timesheet
  • Edit a timesheet
Notifications available
Pending

Unavailable notifications
Outstanding timesheets
Daily hours based on weekly entries
A manager does not have access too and cannot perform the following functions from the Swag app. You will need to login to your HRIS connection to complete the applicable action.
  • View a timesheet
  • Approve a timesheet
  • Edit a timesheet
Unavailable notifications
  • Pending
  • Outstanding timesheets
Start and end times based on weekly entries
A manager does not have access too and cannot perform the following functions from the Swag app. You will need to login to your HRIS connection to complete the applicable action.
  • View a timesheet
  • Approve a timesheet
  • Edit a timesheet
Unavailable notifications
  • Pending
  • Outstanding timesheets
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