We understand that payroll can be a tedious task. This is why we have made it possible for you to have the flexibility and options to export and print your employee's timesheets in a variety of formats to suit your exact business needs.
This article reviews all of our different options and acts as a starting guide that you can use yourself or share with the person responsible for payroll within your company. Before exporting your timesheets, we also recommend going over our article, which discusses how to prepare for payroll.
This article will cover:
How to Export Timesheets
There are two ways of exporting your employee's timesheets: exporting all timesheets under a time clock together or only exporting one individually. To export all timesheets under a specific time clock:
Access the Time Clock feature from the left sidebar and select the relevant time clock
Navigate to the Timesheets tab
Click on Export at the top right and select one of the many export options we offer. We'll discuss these options in more detail in this article.
To export an individual timesheet of a specific employee:
Access the Time Clock feature from the left sidebar and select the relevant time clock
Navigate to the Timesheets tab
Select the user you need
Click on Export at the top right and select one of the many export options we offer.
Both methods offer the same export options and will allow you to quickly get the exported version of timesheets you need, which you can then print or share externally for further use.
How to Change the Date Range
Remember that you can adjust the date range to view and export past timesheet history in the Timesheets tab. Click the date range and select a specific and predefined payroll period or custom dates by clicking on the start and end days you need. Click outside the window to save the dates; the timesheets will adjust accordingly.
Now that you know how to export your timesheets, let's review the different options.
The Time Clock Export Options
Payroll totals (.xlsx)
The Payroll totals export is perfect for companies that only care about each employee's bottom line. This is our most summarized export and contains one row per employee with all their totals.
Timesheets (.xlsx)
The timesheet export breaks down your employees' hours on a day-to-day basis. In other words, on any given day, you can see their hours worked, what job they clocked into, and, depending on your settings, custom fields, their geolocation stamps, shift attachments, overtime, and much more. This export is great for companies that want an overview of exactly what is going on for each workday.
When exporting the Timesheets, you get to customize the report and decide what information you want to include. For instance, you can choose:
To add more user fields
To add your shift attachments (if you have any)
To include different Shift Layers
To include:
Shortcodes for dropdown shift attachments
Punch location addresses
Exclude users with no entries
Day name in the date column
User name on every row
Shift attachments on every row
Job codes
The exported file will look something like this:
Please note: if you include your Shift Layers into the shift report exports, those layers that exist in multiple job schedulers with the same name will be merged into one column. For example, we have a shift layer called "iPad" that exists in two different schedulers, as illustrated below.
Since they have identical names, the two shift layers will merge into one column, so the option to select the shift layer titled "iPad" will only appear once when customizing the shift report.
Timesheets (PDF)
The timesheets PDF is similar to our Timesheets (.xlsx) in that it splits the information daily. However, the main difference is that it displays the information in a more presentable and easy-to-read format. Many Connecteam managers use this report to, for instance, share with external clients that they want to bill.
If you export the timesheet PDF from your timesheets tab, you can export it, customize the report to your liking, and choose to include up to four shift attachments, such as your employee's signatures, employee notes, and manager notes. For all your employees, the reports will be sent to your email. You can, of course, also export it for a specific employee by going into their own timesheets.
Here is an example of a Timesheet PDF:
Shift Report (.xlsx)
The Shift report resembles our timesheets, but the main difference is that each shift will have its row. This export is more suitable for companies that have employees who work overnight shifts and who do not want the hours split across two rows. Like the timesheet export, you get to customize what fields should be in the report, and the result will look something like this:
Shift Report (PDF)
Just like the shift report (.xlsx), if you have a shift that crosses days, the shift report PDF will keep each shift on a single row instead of splitting it up into several days and will allow you to include employee notes, manager notes, and up to four shift attachments
Multiple Time Clock Export
If you are a larger organization with employees at several time clocks, we've made life easy. If you return to your Time Clock lobby, you can export all your employees' timesheets and merge them into one combined unified export. Just click the Export button, choose between Payroll Totals and Timesheets, then select the pay period you need and click on Get Report.
Remember that for the unified time clock export to work, you will need your break settings and overtime settings to be identical across all your time clocks. If the break and overtime settings are not equal across all time clocks, the unified export will not work, and you will receive the following error message:
Payroll Integrations
Instead of manually exporting your hours, you can use our Time Clock integrations. We currently support exports to Quickbooks Online and Desktop, Gusto, Xero (AU), Xero (UK), Paychex Flex, ADP Workforce Now, and ADP Run. To discover and connect our integrations, click Export, select Discover integrations, and connect to your designated payroll provider.
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