Enabling Timesheet and/or Leave Request Features for Each Employee

Admin Users can match employees' access to Timesheets and Leave Request Features based on their employment agreements and needs. Here's what you should know.

Updated: October 2024

The Payroll Portal gives Admin Users the ability to enable features as needed for their employees. This gives them the flexibility to:

• manage leave requests only through the Portal, without employees submitting timesheets in the Portal
• manage timesheets only through the Portal, without employees using the Leave Request feature
• manage leave requests and timesheets through the Portal, with employees using both features
• or even to only use the Portal as an Admin to do timesheets and leave on behalf of employees, without employee use by simply not inviting employees to the Portal.

This is all through ticking the appropriate box! Easy as pie.

Timesheet and/or Leave Request features can be added or removed to an Employee's Access by:

*Please note: All Admin Users can see and manage the full employee list.

There are two main paths to access employee Portal features:

- going through Portal Settings, and going through My Team.

1. Let's look at going through the Employee List under the 'Portal Settings' Menu:

1. This is your current active employee list shown alphabetically. Click on an employee to open their information screen.
   1. Employee leave balances are displayed below the employee's name for easy review.
2. Check that the employee's email address is correct. This is where the secure link for Portal Access is sent.
   1. The employee's current Portal access status is shown here.
3. Tick this box to activate timesheets for this employee
   1. By ticking this box, your employee will be able to submit timesheets through their Portal for you/your Team Leads to review and approve.
      1. All employees with default work patterns in Thankyou Payroll can use the timesheets feature if turned on.
      2. You can also use the timesheet feature for employees without default work patterns in Thankyou Payroll, such as Casual employees. 
   2. Leave this box empty if you only want the employee to submit leave requests through the Portal.
      1. They will not be able to submit timesheets through their Portal and will see a note to this effect when clicking on My Timesheets. 
      2. Team Leaders and Admins will not be able to complete or submit a timesheet on behalf of this employee. 
4. Tick this box to activate the Leave Request feature for this employee
   1. By ticking this box, your employee will be able to request leave for current and future dates within their Portal for your approval. These approved requests will automatically pull into current and/or future Portal timesheets, if the Timesheet feature has been turned on for them (Step 3).
      1. If your employee doesn't have a default work pattern set in their Employee Profile in Thankyou Payroll, this box will be greyed out and you will not be able to turn this on until those default hours are set.
   2. Leave this box empty if you only want the employee to submit timesheets through the Portal.
      1. They will not be able to submit leave requests through their Portal and will see a note to this effect when clicking on My Leave.
      2. Team Leaders and Admins will not be able to submit leave requests on behalf of this employee.
5. Click the 'Save Settings' button to save this setting for your employee.
6. Note that the 'Leave Request' and 'Request on behalf of' buttons are not active (greyed out) if leave requests are not selected for this employee.
7. This button will change their access to the Portal: 

1. 1. Remove from Portal - means that the employee can no longer access their Payroll Portal. Admin Users can use the Portal on behalf of this employee
   2. Invite to Portal - means a secure link is emailed to this email address so the employee can use their Payroll Portal.
      1. Remember to first activate their Portal features you want them to use so the secure link will give them access to the right functions.

2. Let's look at going through Team Members in the side menu:

1. Open the side menu and click on Team Members.
2. This is your current team member list shown alphabetically. Click on a team member to open their information screen.
   1. Leave balances are displayed below the team member's name for easy review.
3. Check that the team member's email address is correct. This is where the secure link for Portal Access is sent.
   1. The team member's current Portal access status is shown here.
4. The current Portal features status is shown here. Click on the 'Employee Information' icon to be taken to their information page as shown above.
   
   1. Once on the Employee Information Page, tick the features you want to activate and SAVE the settings.
5. Note that the 'Leave Request' and 'Request on behalf of' buttons are not active (greyed out) if leave requests are not activated for this employee.

That's it! You've got this Payroll Portal features sorted!