The "Copy timesheet" button duplicates one employee's entire pay period onto other employees, keeping each entry on its original date. Turn on "Payroll Mode" in the "Time Logs" view, then click "Copy timesheet" on the employee whose time you want to copy.
When several employees worked the same days on the same projects, the time only needs to be entered once. Enter one employee's timesheet, then copy that pay period across to everyone else who was with them.
The "Copy timesheet" button appears only when "Payroll Mode" is turned on, and only on employees who already have time logged in the pay period being viewed. It is also limited to employees whose time you have permission to add or edit.
Turning on Payroll Mode
To get to the time logs:
- Click the "Time tracking" button from the left navigation menu.
- Switch from "Track your hours" to "Time logs" with the button at the top.
Turn on "Payroll Mode" using the toggle in the top right corner. Use the arrows beside "Pay Period" to move to the pay period you want to work in.
Copying a timesheet to other employees
Find the employee whose timesheet you want to copy from, then click the "Copy timesheet" button at the bottom of their card.
The "Copy timesheet" window will confirm which employee the time is being copied from. Click "Select employees" and check each employee who should receive the same timesheet. A search box is available if the list is long.
Each selected employee appears as a chip above the list. To remove someone, click the "x" on their chip.
To finish, click the button at the bottom of the window. It shows exactly how many entries will be created. For example, a seven entry timesheet copied to one employee will read "Copy 7 entries."
The copied entries appear on each employee's card immediately, on the same days as the original entries.
What is copied
Each copied entry keeps the original entry's date, clock in and clock out times, duration, project, task, time type, and notes. An entry logged on a Tuesday stays on Tuesday.
Copied entries are always created as unapproved and go through the normal review and approval process, in the same way as a time log added by hand. They are recorded as office entries rather than clock ins, so they do not carry the original entry's location data.
Note: An entry that is still running, meaning the employee is clocked in and has no clock out time, will not be copied.
Pay rates on copied entries
Copied entries use the same pay rate as the original entry. If the employee receiving the copy has their own amount set for that pay rate, their amount is used instead. For example, a foreman's timesheet copied to an apprentice will pay the apprentice at the apprentice's rate rather than the foreman's.
You can read more about how pay rates are set in this article: How do I use pay rates?
Employees who already have time in the pay period
If a selected employee already has time entries in the pay period, a warning showing their name appears before the copy is made.
This is a warning only and does not prevent the copy. Copied entries are added alongside the employee's existing entries and do not replace them. To avoid duplicate time, either remove that employee from the list or review their existing entries first.
Copying a single day
To copy one day rather than the whole pay period, click "Show Time Log Details" on the employee's card and use the "Copy day" button beside that date. "Copy day" also allows specific entries to be selected, and allows the time to be copied onto other days, including other days for the same employee.
Note: An employee cannot be copied onto themselves, so the employee being copied from does not appear in the employee list. Copies are not linked to the original, so editing the original timesheet later will not change the copies. Copied entries can be edited or deleted individually, in the same way as any other time entry.
Time logs can also be added and edited by hand. You can view how to do this in this article: How to add or edit a time log as an admin
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