Between the timesheet closing date and the start of calculating payroll, the company admins must lock the timesheets that have been completed by the employees.
(Once locked, the employees will not be able to correct the timesheet.)
If your company uses the reminder function, Workcloud automatically sends reminders to the employees themselves and to their unapproved supervisors the morning after the closing date for incomplete timesheet entries or unapproved by the supervisor during the timesheet closing process.
Additionally, you can manually send the reminder again.
To send a reminder manually, please follow the procedure below.
Screens
① Click on ADMINS [Reports].
② Click on “Monthly timesheets approval status.”
③ Specify the month of the timesheet for which you wish to resend reminders.
④ The status of entries, approvals, etc. for the subject month will be displayed.
Clicking on a badge such as “Incomplete” or “Unsubmitted” will display the corresponding employee(s) in the lower row.
Send reminders
If a timesheet entry is incomplete or unapproved, Workcloud will send a reminder to the target employee(s). If unapproved, a reminder will be sent to the target employee's supervisor.
① Click on the badge to which you want to send a reminder.
② Click on “Send reminder.”
The message “Sent XX timesheet reminders.” will appear at the top of the screen. The appropriate employee will receive an email reminder.
(e.g.)
・The “Incomplete” reminder is sent to employees who have not yet completed their timesheet for the month.
・In the “Pending”, the employee has already submitted the timesheet for approval, but his/her supervisor has not yet approved it. Therefore, the employee's supervisor will receive a reminder email.
■"Incomplete" reminder email sample: Sent to target employees
■"Unsubmitted" reminder email sample: Sent to target employees
■"Pending" reminder email sample: Sent to the subject employee's supervisor
＜Notes＞
Reminders must be set up by us in advance.
If this feature is not used, the message shown below is displayed on the screen. If you wish to use this feature, please contact us. (If you use this function, employees will receive other reminders in addition to timesheets.)
Click here for the Japanese version of this manual.
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