Work Tracking

🔒Requires permission: Events.WorkTracking

AdminScheduler

The work tracking module in HCSS Events Platform provides tools for recording hours worked, managing shift logs, and handling timesheet review and approval. Accurate work tracking is essential for billing, payroll, and compliance reporting.

Accessing Work Tracking

1. Navigate to Events in the left sidebar.
2. Select the event.
3. Click the Work Tracking tab.

Alternatively, you can access work tracking for a specific caregiver:

1. Open the caregiver's assignment detail.
2. Click the Shifts section within the assignment.

Work Tracking Overview

The Work Tracking tab displays a comprehensive view of all shift activity for the event. The page is divided into three sections:

Section	Description
Summary Dashboard	High-level metrics including total hours, total shifts, average hours per shift, and overtime hours.
Shift Log	A detailed table of all shift entries across all caregivers for the event.
Timesheet Review	A queue of timesheets pending review and approval.

Summary Dashboard

The dashboard displays key metrics at the top of the Work Tracking tab:

Metric	Description
Total Hours	Sum of all logged hours across all caregivers for the event.
Total Shifts	Count of all shift entries.
Total Overtime	Sum of overtime hours (hours exceeding the daily or weekly threshold).
Active Caregivers	Number of caregivers with at least one shift logged.
Average Hours/Shift	Mean hours per shift entry.
Average Hours/Caregiver	Mean total hours per caregiver.
Pending Timesheets	Count of timesheets awaiting review.
Disputed Shifts	Count of shift entries flagged as disputed.

Shift Log

The shift log is the central record of all work performed during the event. Each row represents a single shift worked by a caregiver.

Shift Log Columns

Column	Description
Caregiver	Name and BlueSky ID.
Date	The date the shift was worked.
Facility	Facility where the shift occurred.
Unit	Unit/department.
Shift Type	Day, Night, or Evening.
Clock In	Time the caregiver started the shift.
Clock Out	Time the caregiver ended the shift.
Break (min)	Break time deducted from total hours (in minutes).
Total Hours	Calculated: (Clock Out - Clock In) - Break.
Overtime	Hours exceeding the daily threshold (configurable, default: 12 hours).
Status	Logged, Verified, Disputed, or Approved.
Entered By	User who created the shift entry (or "Caregiver" if self-reported).

Filtering the Shift Log

Use the filters above the shift log table to narrow results:

Filter	Options
Caregiver	Search by name or BlueSky ID.
Date Range	Select start and end dates.
Facility	Filter by facility.
Unit	Filter by unit (updates based on facility selection).
Shift Type	Day, Night, Evening.
Status	Logged, Verified, Disputed, Approved.

Sorting

Click any column header to sort the shift log. Default sort is by Date (descending) then Caregiver name.

Creating Shift Entries

Shift entries can be created manually by authorized users.

Step-by-Step: Creating a Shift Entry

1. Click Add Shift on the Work Tracking tab.
2. The shift entry form opens. Complete the required fields:

Field	Required	Description	Validation
Caregiver	Yes	Select a caregiver who has an active or completed assignment for this event.	Must have a valid assignment.
Date	Yes	The date of the shift.	Must fall within the event's date range and the caregiver's assignment dates.
Shift Type	Yes	Day, Night, or Evening.	Must match the caregiver's assignment shift type (warning if mismatch).
Clock In	Yes	Time the shift started. Format: HH:MM (24-hour).	Must be before Clock Out.
Clock Out	Yes	Time the shift ended. Format: HH:MM (24-hour).	Must be after Clock In. For overnight shifts, the system handles date rollover.
Break (minutes)	No	Unpaid break time in minutes. Defaults to 0.	Must be non-negative. Cannot exceed total shift duration.
Facility	Yes	Pre-filled from the caregiver's assignment. Can be overridden.	Must be a valid event facility.
Unit	Yes	Pre-filled from the caregiver's assignment. Can be overridden.	Must be a valid unit at the selected facility.
Notes	No	Free-text notes about the shift.	Max 500 characters.

3. Click Save.

Overnight Shift Handling

For shifts that span midnight (e.g., Night shift from 7:00 PM to 7:00 AM):

• Enter the Date as the date the shift started.
• Enter Clock In as 19:00 and Clock Out as 07:00.
• The system automatically detects the midnight crossover and calculates hours correctly.

Duplicate Shift Detection

The system checks for duplicate entries when creating a shift:

Duplicate Rule	Description
Same caregiver, same date, same shift type	Warning: "A shift already exists for this caregiver on this date and shift type." You can proceed (for split shifts) or cancel.
Same caregiver, overlapping times	Blocked: "Shift times overlap with an existing entry." Adjust the clock in/out times.

Editing Shift Entries

To edit an existing shift entry:

1. Locate the shift in the shift log.
2. Click the shift row to open the detail panel.
3. Click Edit.
4. Modify the desired fields.
5. Click Save.

Edit Restrictions by Status

Status	Editable By	Restrictions
Logged	Admin, Scheduler	All fields editable.
Verified	Admin, Scheduler	All fields editable. Editing changes status back to Logged.
Disputed	Admin only	All fields editable. Must resolve the dispute.
Approved	Admin only	Editing requires unlocking. Changes are audit-logged.

caution

Editing an Approved shift creates an audit trail entry. This is visible to auditors and should only be done to correct genuine errors.

Shift Status Workflow

Each shift entry progresses through a status workflow:

Logged --> Verified --> Approved
  |          |
  v          v
Disputed  Disputed

Status Definitions

Status	Description
Logged	The shift entry has been created but not yet reviewed.
Verified	A supervisor or scheduler has reviewed and confirmed the shift data is accurate.
Approved	The shift has been finalized for payroll/billing. No further changes expected.
Disputed	The shift data is contested -- either the caregiver or a supervisor has raised an issue with the recorded hours.

Verifying Shifts

1. Filter the shift log to show Logged status entries.
2. Review each entry against the caregiver's assignment schedule and any on-site records.
3. Click the Verify button on individual shifts, or select multiple shifts and use Bulk Actions > Verify.

Approving Shifts

Admin

1. Filter the shift log to show Verified status entries.
2. Review the verified shifts.
3. Click Approve on individual shifts, or select multiple shifts and use Bulk Actions > Approve.
4. Approved shifts are locked from further editing (unless unlocked by an Admin).

Disputing Shifts

If a shift entry appears inaccurate:

1. Click the shift row to open the detail panel.
2. Click Dispute.
3. Enter a Dispute Reason (required) explaining the discrepancy.
4. Click Submit Dispute.
5. The shift status changes to Disputed and the entry is flagged for review.

Disputed shifts appear in the Disputed Shifts section of the summary dashboard and require Admin resolution.

Resolving Disputes

Admin

1. Filter the shift log to show Disputed entries.
2. Click the disputed shift to open the detail panel.
3. Review the dispute reason and the original shift data.
4. Edit the shift data if corrections are needed.
5. Click Resolve Dispute and select one of:
   • Accept Original: The original shift data stands. Status returns to Logged.
   • Accept Correction: The edited data is saved. Status changes to Verified.
6. Add a resolution note explaining the decision.
7. Click Save.

Timesheet Management

Timesheets aggregate shift entries into weekly summaries for each caregiver, providing a payroll-ready view.

Viewing Timesheets

1. Click the Timesheets sub-tab within Work Tracking.
2. The timesheet list shows one row per caregiver per week:

Column	Description
Caregiver	Name and BlueSky ID.
Week	The work week (Mon-Sun) covered by the timesheet.
Regular Hours	Hours within the standard threshold.
Overtime Hours	Hours exceeding the daily or weekly overtime threshold.
Total Hours	Regular + Overtime.
Shifts	Number of shift entries in the week.
Status	Pending, Reviewed, Approved, Rejected.

Timesheet Review Workflow

Pending --> Reviewed --> Approved
               |
               v
           Rejected --> Pending (resubmitted)

1. Pending: The timesheet is waiting for review. The shift entries within it may be in various statuses.
2. Reviewed: A scheduler has reviewed the timesheet and verified the hours.
3. Approved: An Admin has approved the timesheet for payroll processing.
4. Rejected: The timesheet has been sent back for corrections. A rejection reason is required.

Reviewing a Timesheet

1. Click a timesheet row to open the detail view.
2. The detail view shows all individual shift entries for that caregiver and week.
3. Review each shift for accuracy.
4. Click Mark Reviewed to advance to Reviewed status, or Reject to send back.

Approving a Timesheet

Admin

1. Filter timesheets to show Reviewed status.
2. Click a timesheet to open the detail view.
3. Verify the hours summary.
4. Click Approve to finalize.

Exporting Timesheets

Timesheets can be exported for payroll systems:

1. Click Export Timesheets on the Timesheets sub-tab.
2. Select the export scope:

Scope	Description
Current Week	Export timesheets for the current work week.
Date Range	Export timesheets for a specified date range.
Approved Only	Export only approved timesheets.
All	Export all timesheets regardless of status.

3. Select the format: CSV or Excel.
4. Click Export.

The export includes:

Column	Description
caregiver_name	Full name.
bluesky_id	BlueSky CRM ID.
week_start	Start date of the work week (Monday).
week_end	End date of the work week (Sunday).
regular_hours	Regular hours.
overtime_hours	Overtime hours.
total_hours	Total hours.
status	Timesheet status.

Overtime Rules

Overtime is calculated based on configurable rules set at the event level:

Rule	Default	Description
Daily Overtime Threshold	12 hours	Hours per shift exceeding this threshold are counted as overtime.
Weekly Overtime Threshold	40 hours	Total weekly hours exceeding this threshold are counted as overtime.
Overtime Rate	1.5x	Multiplier applied to overtime hours for billing calculations.

To modify overtime rules:

1. Navigate to Event Settings > Work Tracking.
2. Adjust the threshold values.
3. Click Save.

note

Changing overtime rules retroactively recalculates overtime for all existing shift entries. This may affect previously approved timesheets and should be done with caution.

Bulk Shift Operations

Bulk Create

For events where many caregivers work identical shifts, use bulk creation:

1. Click Bulk Add Shifts.
2. Select multiple caregivers (by checkboxes or filters).
3. Enter the shared shift details (Date, Shift Type, Clock In, Clock Out, Break).
4. Click Create [N] Shifts.

Bulk Verify

1. Filter the shift log to show Logged entries.
2. Select multiple shifts using checkboxes.
3. Click Bulk Actions > Verify.
4. Confirm the action.

Bulk Approve

Admin

1. Filter the shift log to show Verified entries.
2. Select multiple shifts.
3. Click Bulk Actions > Approve.
4. Confirm the action.

Work Tracking Reports

The Work Tracking tab includes built-in reports:

Report	Description
Hours Summary by Facility	Total regular and overtime hours grouped by facility.
Hours Summary by Unit	Total hours grouped by facility and unit.
Hours Summary by Caregiver	Total hours per caregiver, sorted by total hours descending.
Daily Hours Report	Hour totals for each day of the event. Useful for identifying peak demand.
Overtime Report	Lists all shift entries with overtime hours.
Disputed Shifts Report	Lists all disputed shifts with reasons and resolution status.

To access reports:

1. Click Reports on the Work Tracking tab.
2. Select the report type.
3. Optionally set filters (date range, facility, unit).
4. Click Generate.
5. View on-screen or export to CSV/Excel/PDF.

Role Permissions Summary

Action	Admin	Scheduler	Supervisor	Leadership
View shift log	Yes	Yes	Yes	Yes
Create shift entries	Yes	Yes	No	No
Edit shift entries	Yes	Yes	No	No
Verify shifts	Yes	Yes	Yes	No
Approve shifts	Yes	No	No	No
Dispute shifts	Yes	Yes	Yes	No
Resolve disputes	Yes	No	No	No
Review timesheets	Yes	Yes	No	No
Approve timesheets	Yes	No	No	No
Export timesheets	Yes	Yes	No	No
Configure overtime rules	Yes	No	No	No

Best Practices

1. Enter shifts daily. Do not let shift entries accumulate. Daily entry reduces errors and makes dispute resolution easier.
2. Verify shifts within 24 hours. Prompt verification ensures accuracy while the details are fresh.
3. Use consistent break time recording. Establish a standard for break time (e.g., 30 minutes for 12-hour shifts) and apply it consistently.
4. Resolve disputes promptly. Disputed shifts block timesheet approval. Address them as soon as they arise.
5. Export approved timesheets weekly. Regular exports to payroll systems prevent end-of-event bottlenecks.
6. Review overtime reports regularly. Unexpected overtime patterns may indicate scheduling inefficiencies or staffing gaps that need attention.