Timesheets keeps track of the hours that happen outside of patient appointments. Here are answers to the questions we hear most.
Logging Hours
- Who can use Timesheets?
- Are practitioners able to use Timesheets?
- Can I clock in and out multiple times a day?
- What does the warning about an open timesheet mean?
Managing Timesheets
- What if I make a mistake on a timesheet?
- Can an administrator edit a timesheet on behalf of another staff member?
- What if I want to see who edited or deleted a timesheet?
- What happens to Timesheets if a staff member is deactivated?
Payroll and Reporting
- How does Jane calculate payable hours?
- How can I see a breakdown of hours like vacation or sick time in the payroll report?
- Can I export the Timesheets report for a specific staff member?
- Can I enter an employee’s hourly wage in Jane?
Time Zones and Scheduling
Logging Hours
Who can use Timesheets?
Any staff member can log their own hours. Account owners, and staff members with Administrative/All Billing and Full Access can also view, add, and edit timesheets for other staff members.
Are practitioners able to use Timesheets?
Yes, timesheets aren’t connected to practitioner schedules or patient appointments, but practitioners can use them to log hours for non-patient work like meetings or admin tasks.
Can I clock in and out multiple times a day?
Yes, you can clock in and out as many times as you need, which is useful for tracking split shifts or unpaid breaks.
What does the warning about an open timesheet mean?
This means you clocked in without clocking out for a previous shift. To fix this:
- Go to your Staff Profile > Timesheets tab > Edit beside the open entry.
- Enter your end time and click Save.
Managing Timesheets
What if I make a mistake on a timesheet?
Timesheets can be edited or deleted at any time, either by the staff member who created them or by a staff member with Administrative / All Billing or higher.
- Go to your Staff Profile > Timesheets tab > Edit beside the entry you want to change.
- Alternatively, click the drop-down arrow and select Delete.
Can an administrator edit a timesheet on behalf of another staff member?
Yes, any staff member with Administrative/All Billing access or higher can view, add, and edit timesheets for other staff members. Go to the Timesheets tab in the staff member’s profile to make any changes.
What if I want to see who edited or deleted a timesheet?
Each timesheet shows the date of the last edit. For a full history, Full Access users can check the Activity Log under Reports.
What happens to Timesheets if a staff member is deactivated?
Timesheets for deactivated staff members remain accessible in their profile and on the Timesheets report.
Payroll and Reporting
How does Jane calculate payable hours?
Jane calculates payable hours by subtracting any unpaid break time from the total shift duration. No manual calculation needed.
How can I see a breakdown of hours like vacation or sick time in the payroll report?
The Timesheets report shows your team’s total payable hours, broken down by category. Worked hours, Vacation, Sick, and Paid Holiday each appear as separate line items, with a grand total at the end.
🩵 Jane tip: Paid Holiday is referred to as a statutory holiday in Canada, a federal holiday in the US, and a bank holiday in the UK.
Can I export the Timesheets report for a specific staff member?
Yes, apply your filters in the report first before exporting.
- Click the three horizontal dots on the right side of the screen.
- Select your preferred export format. The export will reflect the filters you have applied.
Can I enter an employee’s hourly wage in Jane?
Jane does not store hourly wage rates. Enter wage information directly in your payroll software.
Time Zones and Scheduling
How does Jane handle time zones?
- Jane does not convert time zones.
- Hours entered in a timesheet are recorded in the clinic’s time zone, regardless of where the staff member is located.
If a staff member works in a different time zone than the clinic, Jane will display a notice when they create a timesheet. The staff member will need to convert their hours manually before entering them.
Scenario:
- Your clinic is in Pacific Time and a staff member works in Eastern Time.
- They worked from 8:00 am to 11:43 am ET.
- Since Jane records in the clinic’s time zone (PT), they would need to enter the hours as 5:00 am to 8:43 am.
Can I add my administrative staff’s schedule to Jane?
Jane’s scheduling features are designed around patient appointments, so there isn’t a way to add administrative or front desk staff shifts to the Schedule tab at this time. You can track staff hours using Timesheets, and for managing administrative schedules, we recommend using an external calendar.