Create and submit a Time entry

  1. Sign in to Staffology HR.

  2. Select My Details from the navigation menu.

  3. Select the Time tab.

  4. If required, use the Default Time Type dropdown to choose the type of time entry you are submitting (for example, overtime).

    The Default Time Type dropdown. 

    Choose Static or Flexible Dates

  5. Select either Static or Flexible Dates at the top right of the screen.

    When to use Static Dates

    • Single entry: use Static Dates to submit a single time entry for the same day.

    • Multiple entries (same day): use Static Dates to submit multiple time entries for the same day.

      Static Dates is set as the default. When the option to select Flexible Dates is available, the system is currently set to Static Dates.

      Do not select Flexible Dates if you need to submit one or more entries for the same day. Instead proceed to Add the details of your Time entry.

    When to use Flexible Dates

    • Multiple dates: use for entries spanning multiple dates.

    • Select Flexible Dates to set this option and add a time entry which spans multiple dates.

    • To switch back to Static Dates, select Static Dates.

    • Proceed to Add the details of your Time entry.

    Add the details of your Time entry

  6. Select Add Time to create a time entry.

  7. Complete all sections listed in this table:

    Field Description
    Type

    Select from the list of time entry types (e.g., overtime).
    From

    Defaults to today's date. Change this if required.

     

    In the field to the right of the calendar control, enter the start time for this entry in the HH format (e.g., 17:30).
    To
    Enter the completion time in HH (e.g., 21:30).
     
    Flexible Dates
    If you are adding a Flexible Date entry, another date field displays. Add the date the entry ended. Also, add the end time.
    Break
    If you had a break within the start and end time period, enter the start time of the break.
    To
    Enter the break end time.
    The duration of the break deducts from the total hours for this entry.
    Notes

    Select the plus (+) icon to add any notes, if required by your company.

     

    The Notes icon when creating a Time entry.

  8. Choose your next step based on the type of entry:

    Attach supporting documents (optional)

    Attaching a document is optional. If you do not need to attach any documents, proceed to submit your entries.

  9. In the Document section of the entry, select Attach.

    The Attach option in the Doxument column.

  10. On the Time Files screen, select Create New.

  11. Select Choose file, browse to your document and select it.

  12. Choose Add to include another document or Upload when complete.

  13. Select Close.

    A paperclip icon indicates that you have uploaded a file. Repeat this for each entry that requires documentation.

    You can now submit your entries.

    Submit a Time entry

    To submit time entries for approval:

  14. In the Time Recorded section, select the tick icon next to each entry.

    • To select multiple entries, choose Select All.

  15. Select Submit.

    You have successfully submitted your time entries for approval.

    • Once submitted, an email sends to your line manager/approver who can either accept or decline your submitted entries. You will also receive an email notification once your entries are processed.

    • The Time Submitted section updates showing the entries you have added and the status of them.

    Check a Time entry status or send re-request (optional)

    To check the status of an entry, or send a re-request:

    1. In the Time Submitted section, select the Status dropdown and choose Pending, Approved, Declined, or leave blank to view all submitted entries.

      The Time Submitted section.

    2. On the required entry, select the History option to view the approval history, including:

      • Approver’s name

      • Date requested

      • Date Actioned

      • Stage (if your organisation uses multi-stage approval)

      A coloured flag that indicates the batch status:

      Colour Status
      Yellow Pending
      Black Cancelled
      Green Approved
      Red Declined

    3. To re-process a declined entry, select Re-Process.

      The Re-process option in a Time entry.

    4. To re-request a pending entry, select the arrow shown in the Re-request column.