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Once a timesheet has been confirmed, you can edit the details to adjust times, rates, and variations. This is useful when shift details differ from what was originally rostered.

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What you can edit

After a timesheet has been confirmed, you can change the following fields:
  • Service
  • Start and end time
  • Charge rate and pay rate
  • Variations (time added or deducted)

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Instructions

1

Open the worker's timesheets

Go to Timesheets → Timesheets, find the worker, and click Edit to open their timesheet view.Worker timesheet edit view showing unconfirmed and confirmed sections
2

Edit shift details

In the bottom section (confirmed timesheets), update the fields you need to change. You can adjust the service, start time, end time, charge rate, or pay rate directly in the grid.Editing timesheet fields including variation details
3

Handle variations

If a worker toggled on “were there any changes to the shift” at the end of their shift in Vworker, the note is highlighted in yellow and flows through to the variation comment. To process a variation:
  1. The Variation tick box is automatically ticked when a change was highlighted
  2. Add the quantity in minutes (for example, 30 for 30 minutes; this value is positive to add time, or negative to deduct time)
  3. The Var comment flows through from the worker’s app
  4. Tick the box to approve the variation
This adds or deducts time from the shift. The rostered hours stay the same, but the total hours reflect the variation.
You can also change the start and end times directly in the time columns. However, changing times this way updates both the hours and total hours, and does not record the difference between rostered hours and total hours.
4

Review shift notes

If a worker sent through issue notes by toggling in the Vworker app that there were shift changes, click the View button to review. When there are changes, the View notes button is highlighted orange.The notes include the completion note and any travel notes.View notes button highlighted orange indicating shift changes
5

Check app start and finish data

Review the APP columns to see when the worker pressed start and finish in the Vworker app. You can also open the link to view a pinpoint on Google Maps showing where they were when they pressed start and finish.APP columns showing start and finish times with map links
6

Save your changes

Click Save Changes to save any changes you’ve made.
Use the column chooser to bring out the columns and data you need to see. Different columns are available depending on your workflow.

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Locking timesheets

Locking prevents further changes to confirmed timesheets for invoicing, payroll, or National Disability Insurance Scheme (NDIS) purposes.
1

Open Data Export

Go to Timesheets → Data Export.
2

Select the records to lock

Select the relevant timesheet records from the list.
3

Lock the records

Click Lock Transactions and choose from Lock Invoicing, Lock Payroll, or Lock NDIS.
If the Lock Transactions button isn’t visible, it’s a user group permission issue. Ask your admin to enable it under User Group Security → Lock Transactions.

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Running into issues?

See Timesheet troubleshooting for common errors and fixes.

View by worker

View timesheets grouped by worker with confirmation status

Manual confirmation

Manually confirm timesheets when workers haven’t used the Vworker app

Variation approval

Review and approve timesheet variations

Travel time and kilometres

View and manage travel time and kilometre records