Timekeeping overview

In this article, we will cover:

• Navigating to Timekeeping

• What Timekeeping is for

• Learning the interface

• Dashboards

• Best practices

• Exporting to your payroll system

Navigating to Timekeeping

Timekeeping is near the bottom of the navigation bar. Look for the stopwatch icon to find it. On mobile, look for the dollar symbol .

What Timekeeping is for

In short, this is the go-to place for all things pay.

Timekeeping is where you have a chance to approve your staff's paid activities each day before sending them off to your payroll system.

In addition, Timekeeping includes three dashboards that let you see a breakdown of your school's gross pay for wages as well as incentives. More on that in the Dashboards section.

Goals for Timekeeping

1. Keeping staff outside and equipped with the tools they need to be mobile and engaged with staff and guests on hill.

2. Reducing the need for physical interaction during the payroll process.

3. Eliminating the need for paper timesheets.

How Timekeeping works within flaik

Within flaik, Timekeeping serves as a place to display accurate data of what a staff member actually did that they are getting paid for. The relationship between the other areas of the site is as follows:

In Scheduling, you are planning for the future, communicating to staff what shift they are scheduled for, what time to show up and what tasks they should prepare for.

In Class Management, you have an overview of what classes are actually happening on a given day.

Timekeeping pulls in the data from Scheduling, Class Management, and Training only for the activities which an instructor/staff member should be paid for. You are able to resolve disputes, approve and edit timesheets in this area to make sure your pay is accurate before it goes to payroll.

Learning the interface

Timesheets

In this view, all of the paid activities for a day will be displayed for any given staff member. Here, supervisors and management can review and approve timesheets.

Desktop view

Mobile view

The desktop interface will look pretty familiar to you if you've also used the Tasks view in Scheduling. Here's a breakdown of the desktop interface:

Paid activities

Timesheets

Action panel

Navigating between dashboards

On the left-hand side, you'll find a list of all your paid activities grouped by their category. You can use this panel to drag & drop paid activities directly onto a timesheet manually.

Heads up: Making a manual adjustment in Timekeeping may not always be the best first step when you're trying to resolve an issue with a timesheet. Check out the Best practices section to learn more.

All your staff with an On shift will appear here by default. As the day progresses, you'll see paid activities generate automatically - once the start time of the task elapses, the paid activity will pop in.

The grey bars at the top of each timesheet indicate that either a task, a class, or a training clinic occurred at that point in time.

The action panel is where you can change the status of a timesheet, view the details of a dispute (when applicable,) and where you can check the history of a timesheet. Check out Timesheet actions & definitions below for some more detail on what each timesheet status means.

Depending on your permission tier, you may not see every button in this screenshot. Get in touch with your school's leadership team if you think something is missing.

At the top of the page, you'll find some handy links that let you tab between your staff's timesheets and the dashboards (more on those below in the Dashboards section.)

If you don't see the dashboards, you may not have permission. Check in with your leadership team to see if you can get access.

My Timesheets

This is the area of the flaik site that instructors will have access to. Staff can see their timesheets for the season, check on the status, and approve or dispute their timesheet - all from their mobile device.

Timesheet actions & definitions

Timesheets can exist in the following states:

Dashboards

Timekeeping includes three dashboards that let you see how much your school is paying in labor. There are three views - dashboard, paid activity reporting, and employee reporting.

Dashboard

The Dashboard tab comes with two views - Tile view and List view.

Use Tile view to get a quick summary of the total wages & incentives your school has paid out for the given time period.

Use List view to see a breakdown of these stats by staff member. You can use the cog on the top right corner of the table to adjust which columns are visible. You can also click the Employee report button to pull this table into a .csv file for use in your spreadsheet editor of choice.

Paid activity reporting

Use the Paid activity reporting tab to see a breakdown of your stats by paid activity. This makes it easy to see where the bulk of your labor is going.

Just like the List view in the Dashboard tab, you can click the Paid activity report button to export this data into a .csv.

Employee detailed reporting

The Employee detailed reporting tab lets you zoom in on a specific staff member's timesheet entries for the time period. Every timesheet entry will appear here, not just the ones that are finalized. This makes this tool extremely useful for spotting pending timesheets or timesheets in dispute, so you can tell at a glance if anything needs attention and, if so, which day to fix.

The Employee report button will - you guessed it - export this data into a .csv file.

Best practices

Permissions: Make sure your staff all have access to view their own timesheets - this can be configured in Roles and Permissions.

Check daily: Encourage staff to check their timesheets daily using the My Timesheets page, and to submit disputes through flaik so that you can quickly resolve discrepancies as they arise.

Fixing issues & disputes: When you need to fix an issue with a timesheet, try to fix it upstream of Timekeeping first. Chances are the issue was caused by missing or incorrect data in Scheduling or Class Management. Adjusting the data there will automatically fix the timesheet, but it will also ensure other features (like staff metrics) stay accurate as well. If you really get into a bind, drop us a line!

Configuring your paid activities: Set up your paid activities in accordance with your accounting/labor reporting guidelines. For example, if your school needs to report on individual base areas within your accounting system, you should have a different version of a given paid activity for each base area so that the reporting features in flaik align with your accounting practices.

Exporting to your payroll system

Before your season begins, we will work with you to ensure we have all the requirements we need

Timekeeping's purpose is to give you and your staff the tools to ensure that the data going to your payroll system is accurate. The process of exporting to your payroll system depends on a few factors that are specific to your school, such as:

• Frequency: Some systems require daily imports, whereas others allow for biweekly (or whichever interval matches your pay periods.)

• Export format: In most cases, your payroll system can accept all timesheet data from flaik in one file (called the Timekeeping report.) However, some payroll systems require wage information and incentives (or bonuses) to be in separate files. In that case, the interface in Timekeeping will separate out the two into different reports (called the Wages report & Incentives report.)

• Manual upload vs FTP: Some payroll systems allow flaik to save your Timekeeping data to a specified location (via FTP or SFTP.) If this is possible, we'll work with you to make sure this is configured appropriately. If this is not supported by your payroll system, you can manually save your Timekeeping data via the action panel on the right. Once saved, you can use your payroll system's user interface to upload the data:

Sending your payroll files via FTP or SFTP is the best case scenario, as you only need to worry about finalizing your timesheets at the end of the day - flaik takes care of the rest.