This article explains the two setups the timesheet needs to fill in correctly: the Workday Plan (planned working days and hours) and Timesheet Settings > Employee-Based Settings (where each employee's hours come from). The Workday Plan requires TIMESHEET_WORKING_CALENDAR_READ and TIMESHEET_WORKING_CALENDAR_ADD; the settings screen requires TIMESHEET_SETTING. A user without it who opens the screen's address directly is sent to the access denied page.
Before you start
To take actual hours from PDKS, the PDKS device integration must be completed on the PDKS Settings tab of Timesheet Settings (External time-clock (PDKS) integration). For Teamso's QR-based PDKS module, see PDKS.
For shift workers, shifts must be prepared (Planning and sharing shifts).
Step by step
Creating a Workday Plan
In the left menu, go to Time and attendance > Workday plan.
Click Add. In the Create a New Schedule window, fill in Name and Description.
Choose Day or Night Shift, enter the Work Time and Break times and apply them to the days with Apply. You can switch days on and off one by one; at least one working day must be selected. The default template is Monday–Friday 09:00–18:00 with a 12:30–13:30 break.
Click Save.
The summary row above the list shows the total, default, assigned employee and plan-without-employees counts; each plan is one row (the hours and break of every day, Weekly working time, Assigned employees). Assign it to employees with Assign to Employees in the ⋮ menu of the plan's row. Make Default makes it the company's default plan.
The employees you select are added to the plan; the other employees on the plan keep their assignment. An employee has one Workday Plan: if they are on another plan, they move to this one.
Clicking a plan's row opens the Workday Plan window (full screen on phones). The Detail tab shows General information and the Weekly schedule (the working time, break and net time of every day, with the weekly total and the number of working days on top). Edit switches to editing: tap a day to open its hours below the rows, or use Edit all days together and Apply the hours to the days you pick; Save saves it. The Assigned Employees tab has a Search by employee name box, the employee list and a pager.
A deactivated employee does not appear in the plan's Assigned Employees list or in its employee count. The assignment is kept: once the employee is reactivated, they appear in the same plan again. When a plan is deleted, their assignment moves to the company's default plan; without a default plan it is deleted too.
The Workday Plan is separate from the Work Schedule in the Leave module; it does not affect leave day calculation.
Finding plans
Plans are listed in one content card. The Search by calendar name box at the top of the card searches plan names; click the Description chip to filter by description (the × on a set chip removes the filter). Sort on the right orders the list by name or description, ascending or descending. When there are more plans than fit on one page, use the pager at the bottom of the card. The search, filter, sort and page stay in the address.
Employee-based settings
In the left menu, go to Configuration > Timesheets > Settings and open the Employee-Based Settings tab.
Employees list in one content card: the Active employees and Including inactive tabs at the top, the Search by employee name box, the Branch, Department and Position chips, the other filters (Included, the hour sources, Warnings and so on) under Add filter, Sort on the right and the pager at the bottom. The search and the filters are one criterion: setting one clears the others. Set these fields on each employee row; changes are saved immediately:
Included: whether the employee is included in the timesheet.
Auto-Fill Actual Hour: if no planned hour was entered, whether actual hours are filled in automatically after the day has passed.
Public Holiday Calendar: whether public holidays are taken into account.
Planned Hours Source: Workday Plan or Shift Plan.
Actual Hours Source: Working Hours Transferred from PDKS or Planned Working Hours.
Warnings: whether discrepancy warnings are on for the employee.
Define the settings to apply automatically to new employees with the Template Settings button in the page header and click Save Template. To apply them to existing employees, select rows and use Apply Template to Selected.
Result
Every night at 05:00, from the first day of the month to yesterday, past days are filled in for employees with Auto-Fill Actual Hour on:
For employees whose actual hours source is PDKS, actual hours are written from PDKS entries and exits. Days entered or edited by hand are left alone.
For employees whose planned hours source is Shift Plan, only shared shifts are used.
For employees whose planned hours source is Workday Plan, the plan days are used; if Public Holiday Calendar is on, public holidays are skipped.
Approved full-day leave and absence days are skipped. Days before the start date and after the exit date are not filled in.
You see the results in Timesheet List (Managing the timesheet list).
Common problems
Symptom: An employee is missing from the timesheet list.
Cause: Included is off.
Solution: Switch Included on in Employee-Based Settings.
Symptom: Past days stayed empty.
Cause: Auto-Fill Actual Hour is off, or there are no planned hours (no Workday Plan assigned or the shift is not shared).
Solution: Switch the setting on or fix the plan/shift; then complete the days with Convert Planned to Actual.
Symptom: PDKS hours do not reach the timesheet.
Cause: The actual hours source is Planned Working Hours, or employee matching in PDKS is incomplete.
Solution: Set the source to PDKS and check Employee Matching on the PDKS Settings tab (External time-clock (PDKS) integration).