Category Archives: Reports

View & Generate Reports

May 2, 2020 5:13 am / Leave a Comment /

Download clocked time report of staff members

Reports are a printable copy of staff time entries. Reports can be generated by the date, week or a custom date range. A copy of your report can be downloaded as a CSV or PDF file. A report will contain the following information for a staff member.

  • Project: Projects associated with your time entry. If there’s no project association, time entries are organised as “No Project”.
  • Email: The registered email address of the staff member that was used to create the YoCoBoard account.
  • InDate: Date when the staff member clocked in.
  • InTime: The time of the Clock-In.
  • InSource: The medium used to clock in. It could be the YoCoBoard web application, mobile app or through one of the integrating apps.
  • OutDate: The date when the member Clocked Out.
  • OutTime: The time of the Clock-Out.
  • OutSource: Like InSource, the medium used to clock out of the session.
  • Duration: The total hours clocked in.
  • DecimalDuration: The total time in decimal format .using the formula minutes = (hours * 60) + minutes + (seconds/60).
  • Status: displays the status of the time entry. It could be Original (approved time entries) and Pending (time entries requiring approval).
  • TaskDescrption: Any task description associated with the time entry.

1.1 Generating a Report

  • On the YoCoBoard sidebar, click Reports.
  • You can switch views between Active and Disabled staff members by clicking the Filter icon and choosing an option. Note: To know more about disabling staff members, click here.
  • You can apply a date range to filter by choosing the Current Week, Last Week, or entering a Custom Date range.

1.1.1 Views in a report

  • Click the name of any staff member to expand the details.
  • Specify a date range either by choosing Last Week, Current Week or Advanced. Click the right arrow to view the report.
  • If you chose the Advanced view, you can add more fields like a custom date range, client and project. Click the GO button to view the report.

1.1.2 Downloading a report

  • You can download the report of any staff member by clicking the Cloud icon on the overlay window. You can download the report in PDF, CSV, TXT or XLS formats. Note: Variable download formats are available only for the report of a single staff member. Reports of multiple staff members can be downloaded only in the CSV format.
  • To download the report of multiple staff members, check the relevant checkbox on the right and click the Cloud icon on the top.
  • You can also click the Total checkbox to download reports of all staff members on the list.

Posted in: Reports

Manage Adjustment Requests

May 2, 2020 1:40 am / Leave a Comment /

View, Approve or Reject Requests

A staff member can place a request to adjust their time entries when they miss clock outs/clock ins. Such adjustment requests can help prevent time entry errors before the payroll process. A Super Admin or Admin can manage adjustment requests of staff.

1.1 Viewing an adjustment request

  • On the YoCoBoard sidebar, click Adjustments.
  • You can filter your adjustment requests, to view Pending, Approved, Cancelled and Rejected requests. You can also view the adjustment requests by Current Week, Last Week or by a custom date range.
  • Click on a staff member on the list to view their adjustment request.

1.2 Approving an adjustment request

  • On the YoCoBoard sidebar, click Adjustments.
  • Select your staff from the list. If you don’t find your staff listed, ensure the filters are set to show all Pending requests within the applied date range.
  • You will find a list of pending adjustment requests for the selected staff member. Select the relevant adjustment request to view the adjustment details.
  • On the pop-up, you can approve the adjustment right away if the time entries are correct.
  • Choose the Edit and Approve option to modify the time entries in the Clocked In and Clocked Out fields.
  • You can also use one of the recorded time entries in the Activities section as the adjusted clock in and clock out time entry.
  • Add a description for modifying the clock in / clock out entries in the Description field and click the Approve button.

1.3 Rejecting an adjustment request

  • On the YoCoBoard sidebar, click Adjustments.
  • Select a staff member from the list. If you don’t find your staff listed, ensure the filters are set to show any Pending requests on the applied date range.
  • You will find a list of pending adjustment requests for the selected staff member. Select the adjustment request and click the Reject ‘x‘ icon on the right corner.
  • On the pop-up, you can describe the reason for rejecting the adjustment. Click the Reject button to save changes.
  • If you encounter this time entry overlap error, it means an entry you are rejecting is connected with another entry. We will show how to remove that overlapping entry in the following steps.
  • You can view the overlapping entry by clicking Overlapping Sessions. Note down the details as you’ll need the in the next step.
  • On the YoCoBoard sidebar, click Reports and select the staff member.
  • Set the same date of the overlapping entry as the date range. Click on the date that contains the overlapping entry.
  • Click the Delete ( bin ) icon to delete that overlapping entry.
  • On the pop-up, check the details and click the Delete button.
  • Now, go back to the Adjustments page. You will be able to reject that adjustment entry without any error.
Posted in: Reports, Time Adjustment