Jane’s Timesheets feature is here to make payroll a little easier. This feature is designed for administrators who are paid hourly, but it can be helpful for anyone who needs to track payable hours that are not directly tied to treating patients — like team meetings, admin tasks, or any other duties outside of patient care. It’s a straightforward way to log hours, manage payroll data, and keep everyone’s time organized.
Timesheets is currently in beta testing, so we’d love to hear your feedback and suggestions as you try it out.
There are a couple of ways that you can create timesheets:
- Clocking in and out from the user menu: This option is best if you’re looking to record your hours in real-time.
- Creating timesheets from the staff profile: This option is best if you need to record a timesheet retroactively. We are also working to bring you the option to create timesheets for future dates to round out a pay period before processing payroll.
Clocking in and out from the user menu
To create a timesheet, start by clicking on your name in the top right-hand corner of Jane, followed by Clock-in.
Your timesheet will open set to today’s date and the current time. Adjust the start time if you need to, and optionally, add any notes that might be helpful for the person running your payroll, and click Save.
If you come across a notice that you have timesheets still open, no worries — this just means that, for one or more of your shifts, you clocked in without clocking out. You can complete the open timesheet by clicking into your staff profile.
You’ll see a badge letting you know which timesheet is open. Just click Edit to the right of it, enter your end time for that date, and Save.
At the end of your shift, clock out by clicking on your name on the top-right-hand corner again, followed by Clock-out.
💡Jane tip — you can clock in and out as many times as you need to throughout the day, so this is a great way to track any unpaid breaks, too.
Creating timesheets from the staff profile
💡Currently, you’re only able to add timesheets for past dates — but the ability to create timesheets for future dates is coming soon.
To add a Timesheet for a past date, head to your Staff Profile and click on the Timesheets tab, followed by Add Timesheet.
Enter the date, start time, end time, and any unpaid break time. Optionally, add any notes that might be helpful for the person running your payroll.
Heads up — when you’re entering a timesheet from a staff profile, both a start and end time are required.
When you’re done, just click Save and Jane will automatically calculate your payable hours.
If you need to view or edit your timesheets, you can do so in the Timesheets tab in your staff profile. Just click Edit to the right if you need to make any changes, or if you need to start over, click the drop-down arrow followed by Delete.
Your timesheets will be viewable by yourself and any staff members with Administrative/All Billing or Full Access as their access level in Jane.
How to review staff hours for payroll managers
When it comes time for payroll, head to Reports > Timesheets. Here, you’ll be able to see the total payable hours for your team, as well as filter by date range or staff member.
Once you’ve applied your filters, export this report by clicking on the three dots on the right side of the screen and selecting if you want to export this to Excel or CSV.
This report can now be uploaded into your payroll software to help you pay your team.
If you notice something’s not quite right — maybe your staff member forgot to log their hours for a day, or didn’t include a break — you can make updates by heading into the Timesheets tab in their staff profile and either selecting Add Timesheet or clicking Edit beside their entry.
FAQ
Who can use Timesheets?
Any staff member can log their own hours, but account owners, full access users, and users with administrative/all billing access levels can view, add, and edit timesheets for others too.
How does Jane calculate payable hours?
Jane calculates payable hours by taking the total shift time and subtracting any unpaid breaks. No extra math on your end!
Are practitioners able to use Timesheets?
Timesheets aren’t connected to practitioner schedules or patient appointments, but practitioners can log hours for non-patient work like meetings or admin tasks.
What if I make a mistake on a timesheet?
No worries—timesheets can always be edited or deleted, either by you or by a full-access user.
Can I enter an employee’s hourly wage in Jane?
Jane doesn’t currently store information on hourly wage rates. For now, you’ll want to enter this information in your payroll software.
What does the warning about an open timesheet mean?
This means you forgot to clock out previously. Don’t worry—you can fix it by either clocking out or editing the timesheet in your Staff Profile.
Can I clock in and out multiple times a day?
Absolutely! You can clock in and out as many times as you need, which is great for tracking split shifts or breaks.
How does Jane handle time zones?
Good question! If a staff member works in a different timezone than the clinic uses, Jane will give them a heads-up message when they create a timesheet.
Jane doesn’t do any time zone conversion. This means the hours entered into the Timesheet will be in the clinic’s time zone.
For example, say your clinic is in PT and you’re working in ET. If you worked from 8am to 11:43am ET and add a Timesheet from 8:00 am to 11:43 am, Jane will assume this is in your clinic’s timezone — PT, in this case. If you want your Timesheet to reflect the hours you worked in ET, then you;ll need to do the timezone conversion and enter the hours as 5 am to 8:43 am.
What if I want to see who edited or deleted a timesheet?
Good question! You can see the last edit date on each timesheet. For a more detailed history, Full Access users can check out the Activity Log under Reports.
What happens to timesheets if a staff member is deactivated?
Any recorded timesheets will still be available in the deactivated staff member’s profile and on the Timesheets report.
Are Timesheets available on all Jane plans?
Timesheets are included in the Practice, Thrive, and legacy plans, but not in the Balance plan.
And that’s it! With Timesheets, you have a tool to keep track of hours and simplify payroll for non-patient work. If you’re trying this feature out and have feedback, questions, or run into any bumps, don’t hesitate to reach out to us at [email protected]. We’re here to help and always looking to make things work better for your clinic!