Correct attended hours

In this article, we will go through:

How to correct your employees' hours

If you want to make corrections in you employees’ working hours, start by clicking on “Hours & Salary”:

Now you can choose the date or period for which you want to make a correction by clicking on “Choose Date”. This could for example be November 16th:

Next to the employee, whose shift you want to correct, click on the period of time within the column “Hours after changes”. This could for example be 7.50 next to Kim. Then you can see the specific shift:

Below “Changes to attended time” you can click on the period of time. In this example it is from 08:00-16:00.

Now a pop-up will open in which you can change the attendance for the shift. You might for example change the end time to 15:00 if the employee has left earlier. Then you can click on “Save” all the way down:

The corrected hours will appear in the logbook. In this example the change is automatically approved. This is the case when an administrator has made the correction. 

If you would like to make other changes to a shift apart from the attendance, you might be interested in this article: Edit a published rota

Manage changes made by your employees

The employees can correct the hours of their shift when it is finished, if you have chosen this in your punch clock settings in Settings Smartplan Time. Under "Punch clock settings" you can choose whether the employees are allowed to make corrections to their own time attendance or not:

If it has been chosen that the employees can make corrections to their time attendance, the administrators will notice it and then they can approve or reject the corrections. 

If Kim has worked 1 hour later on a shift it will look like this for administrators on the account. The red hours await correction:

Kims corrections turned the number in the column “Changes to attended time” red. Now you can either just accept the change or click on the red timespan to open a pop-up with more information.

If you click on “Accept changes” the correction will be approved and the number will become green. It is always possible to withdraw an approval under “Handle changes”.

Kim will now be able to see that the correction has been approved on his profile.

N.B.: Even though a correction is not approved by an administrator it will still be the hours in the column “Hours after changes” which will count in the account of hours. An administrator will have to make a change in the correction if it should not count.

Activity log and shift-history

In the menu item "Hours & Salary" you can also take a closer look at a shift's history/activity log if you like.

Simply click on any shift under "Hours & Salary". In my example I choose Kim's shift the 17th November.

Now a pop-up will show, and I can see the changes, that has been made to the shift. First, under "Edited attendance" you can see, that the original timeblock was from 08:00-16:00. But right below you can see that it has been changed to 08:00-17:00.

At the bottom of the pop-up you can see, that Kim has written, that a new employee needed his help, which is why he has edited this attendance.

You can also see who it was that approved Bo's changes. In this case, Lærke approved Bo's changes to his shift.

You will also receive information about when these changes were made. In my example, both changes were made on the 18th of November at 14:59.

The activity log/shift history is a good way to get an overview and keep track of the changes, that has been made to a shift.

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