Online Timesheets can be made easy with the incredible flexibility and power of WordPress.

The biggest issue most managers have with timesheets being sent in in a 100% electronic form, is they want managers to approve the timesheets, rather than human resource managers or payroll staff.

With some lateral thinking all of these issues can easily be overcome.

There are literally hundreds of ways to overcome this minor issue.

 

How To Use WordPress For Online Timesheets

Users login to WordPress, with their user data the timesheet personal details are all pre populated, which reduces wasted time, effort and errors.

The staff member then enters the start time, end time (or total hours) and break times.

Once the staff members form is completed , they hit submit. The data then is emailed to the duty manager for that staff member. The duty manager checks it, and if he/she agrees they forward it to a dedicated Payroll email account to be actioned.

If you have or hire a smart enough coder, all this data can be stored in a mySQL database or retrieved from the mail via some smart coding to automatically prep populate your payroll data.

Another possible method is to have the worker fill in the time sheet on their smartphone, they take it to a manager, who then puts in a password for it to be sent. The password doesn’t actually do anything other than alert the payroll that the manager approved it. For example, if a manager was given a password like 455445 and Payroll would know the manager had approved it if these numbers where attached in one field, that the manager fills in before pressing send on the workers phone.

Sample Contact Form

 

Your Name (required) (this pre populates if logged in)

Your Pay Office Number (required) (this can pre populate if needed)

Your Company / Department (required)

Employee Position

Your Email (required) (this pre populates if logged in)

Monday Week 1
Start Time 24 hour format   
Finish Time 24 hour format 
Total Of Breaks In Minutes  

Tuesday Week 1
Start Time 24 hour format   
Finish Time 24 hour format 
Total Of Breaks In Minutes  

Wednesday Week 1
Start Time 24 hour format   
Finish Time 24 hour format 
Total Of Breaks In Minutes  

Thursday Week 1
Start Time 24 hour format   
Finish Time 24 hour format 
Total Of Breaks In Minutes  

Friday Week 1
Start Time 24 hour format   
Finish Time 24 hour format 
Total Of Breaks In Minutes  

Saturday Week 1
Start Time 24 hour format   
Finish Time 24 hour format 
Total Of Breaks In Minutes  

Sunday Week 1
Start Time 24 hour format   
Finish Time 24 hour format 
Total Of Breaks In Minutes  

Any Accidents or Incidents (& defaulted selection)
yesno

Any Near Misses (& defaulted selection)
yesno

Any Issues To Report
yesno

Upload Picture 3MB limit (.jpg .png .jpeg .tiff)

Upload Files 3MB limit (.pdf .doc .docx .csv .txt)

Digital Signatures
I declare the above timesheet is 100% accurate and true.

I understand, a false declaration is a serious breach of employment conditions.

By providing your payroll pin below you are issuing a digital signature.

Your Payroll PIN Number

Managers Name

Managers PIN Number (please see manager to complete)
Manager to ensure accuracy and ensure acceptance is ticked by staff.

Manager to submit after entering PIN
Ensure it sends and pin area refreshes.


I have turned off this send button.

 

Sample Contact Form Output

This is what will get emailed from the form to your payroll email.

Please note this can be formatted to come through as plain text or with nice looking html.

If you are going to pull the data using software into a payroll system, it is better as plain text.

This is fictional data, I plugged into the from above.

From: Da### <########@gm##l.com>
Subject: ####### ##### ###

Employee Details
From Da##n# Le##### (fictional name)
PO Number ##4567##
Company / Department CCC Exams Bathurst
Employee Position Exams Invigilator
email ########@gm##l.com
Staff PIN
9856

Managers Name
Renee Glass
Manager PIN
0020

Hours Worked
Monday Week 1
Start Time 0700
Finish Time 1400
Total Of Breaks 60

Tuesday Week 1
Start Time 0700
Finish Time 1800
Total Of Breaks 180

Wednesday Week 1
Start Time 0700
Finish Time 1800
Total Of Breaks 240

Thursday Week 1
Start Time 0730
Finish Time 1030
Total Of Breaks 180

Friday Week 1
Start Time 0700
Finish Time 1000
Total Of Breaks 0

Saturday Week 1
Start Time 0900
Finish Time 1000
Total Of Breaks 0

Sunday Week 1
Start Time[text-386] (this was left blank)
Finish Time[text-397] (this was left blank)
Total Of Breaks 0

Accidents or Incidents
no
Near Misses
yes
Any Injuries / Incidents To Report
Forklift reverse beeper is broken and it almost ran Dave over on Thursday at 3pm.
Any Issues To Report
yes
Our CPR is out of date and retraining needs to be a very high priority.

Uploads
Upload Picture

Upload Files

Digital Signatures (1=agreed)
I declare the above timesheet is 100% accurate and true.
1
I understand, a false declaration is a serious breach of employment conditions.
1
By providing your payroll pin below you are issuing a digital signature.
1