Timecard Page

In Beta

This feature is in beta. Contact your CSM to learn more.

The Timecards page in the Workforce application displays all employee timecards for a selected location and date range. Use this page to review timecard details, edit shift information, approve timecards, and export payroll data. This feature supports payroll accuracy and approval workflows by allowing managers and payroll administrators to manage employee hours before finalizing pay periods.

From this page users can:

Security

Time & Attendance permissions are listed in the permission tree as follows:

Labor
- Time & Attendance
  - Pay Period
    - Reopen Pay Period
    - Close Pay Period
  - Timecards
    - View Timecards
    - Edit Timecards
    - Add Timecards
    - Use bulk approval and deletion
    - Approve Timecards
    - Delete Timecards

These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.

Navigation

Click the Workforce application.
Select the Time & attendance dropdown and click Timecards.

Timecard Buttons & Fields

	Button/Field	Description
1	Location Selector	Displays the selected location. Click to choose a different location. Only accessible locations appear in the list.
2	Settings and Support Icons	Gear Icon: Opens Timecard settings screen. Three Dots Icon: Opens dropdown with links to ‘Timecards beta support docs’ and ‘Exit Timecards beta.’
3	Last Synced	Displays the date and time when the page last refreshed.
4	Pay Period Card	Shows summary information for the current or most recent pay period. Only appears if pay periods are configured.
5	Date Range	Displays the date range of visible timecards, based on the selected view (day, week, or pay period).
6	Quick Review Filters	Filters timecards by status or review need. Options include: Missing punches - Missing or overlapping punches Needs review - Schedule variance, overtime, incorrect job, or suspected auto clock out Ready - No issues found Pay Period Closed [date] - Pay period was closed on the listed date and all timecards are locked.
7	Date Selector	Opens a calendar picker to select the day, week, or pay period view.
8	View Selector	Switches between day, week, and pay period views. Pay period view is disabled if pay periods are not configured. Day - All timecards from a single day are displayed. Week - All timecards from a single operational week are displayed. Operational weeks are determined by the operational calendar. Pay Period - All timecards from a single pay period. This button is disabled if pay periods are not configured.
9	Search	Filters timecards by employee name, payroll ID, or timeclock ID.
10	Filter	Opens the filter columns window where users can create and apply filters to the table.
11	Columns	Opens the column menu where users can show/hide and rearrange columns.
12	Group By	Determines how timecards are grouped and the sort order: Name - Timecards are grouped by employee and employee headers (#15) are displayed. No group - Timecards are not grouped and employee headers (#15) are not displayed.
13	Add Button / Reopen Pay Period Button	Add - Creates a blank timecard. This button is only displayed for open pay periods. Reopen Pay Period - Reopens the closed pay period and unlocks all timecards. This button is only displayed for closed pay periods.
14	Activity Log Button	Opens the activity log for all displayed timecards.
15	Select All Box	Selects all timecards and opens the bulk edit menu.
16	Employee Header	Only shows when grouped by name.
17	Timecard Row	Details for a single timecard. Click to open the associated timecard record.
18	Timecard Selector	Selects the timecard and opens the bulk edit menu.
19	Approve Button	Approves the selected timecard. Timecards with alerts cannot be approved.
20	Action Menu	Includes the following actions for the associated timecard: Edit - Opens the timecard record in edit mode. Delete - Deletes the timecard.
21	Alert / Status Indicator	Indicates an issue with the employee’s timecard: Red Circle ! Alert : Missing punch Punch overlap Yellow Triangle ! Alert : Schedule variance Overtime Different than scheduled job Automatic clock out suspected Moon Status : Cross-day shift Umbrella Status : timecard contains other earnings for one or more of the following PTO earning types: PTO Sick Bereavement Vacation
22	Total Row	Totals for all displayed timecards combined.

Timecard Columns

Column	Description
Name	Employee’s full name. Always visible.
Date	Date of the timecard. Always visible.
Location	Location where the shift was worked.
Job	Job title for the worked shift.
Shift	Start and end times for the shift.
In Time	Clock-in time for the shift.
Out Time	Clock-out time for the shift.
Worked Hours	Total hours worked, including regular hours, overtime hours, and paid breaks. Excludes unpaid breaks.
Variance	Difference between scheduled work hours and actual worked hours.
Breaks	Total unpaid break hours and minutes.
Regular Hours	Total hours worked at regular rate. Excludes overtime hours.
Hourly Wage	If the punch comes from polled data, the hourly wage is based on the pay rate from the polled source for the job worked. If the punch data is from a manually created timecard or R365 Time Clock, the employee’s pay rate for the job is from their employee record.
Overtime Hours	Total overtime and double-time hours, calculated using R365 overtime rules. Hover over the alert icon to view premium details.
Overtime Pay	Total pay from overtime hours.
Wages	Total wages, including regular pay and overtime pay.
Tips	Total POS cash and POS card tips from polled data. If Tip Automation or Tip Import is enabled, all tips impacted by a tip distribution or tip import are only shown in the ‘Other Earnings Pay’ column.
Other Earning Type	Type of the earning in the ‘Other Earnings Pay’ column.
Other Earnings Pay	Total pay from other earnings. Hover over the column for other earning details.
Gross Pay	Total pay, including regular pay, overtime pay, tips, and other earnings.
Payroll ID	Employee’s payroll ID for a 3rd party payroll system.
Time Clock ID	Employee’s ID for R365 Time Clock.

Pay Period Card

The Pay Period Card summarizes the oldest open pay period and shows its approval progress.

	Field	Description
1	Status Icon	Indicates the status of the pay period: Blue Clock - Pay period is in progress and cannot be closed. Yellow Triangle ! - Pay period is due today and can be closed. Red Circle ! - Pay period is overdue and can be closed.
2	Pay Period Status	Indicates the status of the pay period: In progress - Current date is before the due date (#4) for the pay period. Due today - Current date is the due date (#4) of the pay period and the pay period can be closed. Overdue - Current date is after the due date (#4) and the pay period has not been closed.
3	Close Pay Period Button	Closes and locks the pay period. This button only appears on or after the due date (#4).
4	Due Date	Last day of the pay period.
5	Progress Bar	Visual representation of approved timecards (blue) and unapproved timecards (grey).
6	Timecard Count	Number of approved timecards / number of total timecards.

Timecard Bulk Edit Menu

The bulk edit menu only appears when one or more timecards are selected.

	Field	Description
1	Selected Count	Number of timecards selected.
2	Approve Button	Approves selected timecards.
3	X (Close) Button	Closes the bulk edit menu and unselects selected timecards.

Activity Log

	Field/Button	Description
1	Action Menu	Includes the following actions: Export Activity Report - Exports the displayed activity log to a ???? file.
2	X (Close) Button	Closes the activity log.
3	Activity	Details for the logged activity: User Action Action details Date and time
4	Comment	Adds a user-entered comment to the activity log. Learn more about comments in R365.