User Guide: Timesheet History & Timesheet Details in CrewCard App
Overview
The Timesheet History feature allows crew members to view their scheduled shift times, actual working hours, breaks, paid hours, and timesheet approval status directly from the Job Details page in the CrewCard App.
Crew members can also access the Timesheet Details & History page to review a detailed summary of their shift and a record of timesheet changes.
Once a timesheet is locked, the information remains accessible for viewing, but no further changes can be made.
1. Enabling Timesheet History (Admin Portal)
Administrators can control the visibility of Timesheet History using three settings.
Display Timesheet History in Job Details
Setting Name: Display Timesheet History in Job Details on the CrewCard App
- Navigate to General Settings → Crew App.
- Locate Display Timesheet History in Job Details on the CrewCard App.
- Select Yes to enable the feature.
When enabled, the Timesheet History section appears on the Job Details page of the CrewCard App.
Crew members can view:
Minimum Call Text in Job Details
Setting Name: Minimum Call Text in Job Details on the CrewCard App
- Navigate to General Settings → Crew App.
- Locate Minimum Call Text in Job Details on the CrewCard App.
- Enter or update the text explaining the minimum call conditions.
The customised information helps crew understand shift timing arrangements and minimum call requirements.
Display Timesheet Details & History Page
Setting Name: Display Timesheet Details & History Page in Job Details on the CrewCard App
- Navigate to General Settings → Crew App.
- Locate Display Timesheet Details & History Page in Job Details on the CrewCard App.
- Select Yes to enable the feature.
When enabled, an arrow icon (→) appears next to the Timesheet History heading on the Job Details page.
Crew members can tap this arrow to open the Timesheet Details & History page.
Note: Settings 1 and 3 should both be enabled to display Timesheet History and provide access to its detailed history page.
2. Phase 1 – Viewing Timesheet History
How to View Timesheet History
- Open the CrewCard App.
- Navigate to the relevant job.
- Open the Job Details page.
- Scroll down to the Timesheet History section.
- Review the scheduled and actual shift information.
Timesheet History – Unlocked vs Locked Timesheets
The Timesheet History section displays scheduled shift times, actual working hours, recorded breaks, paid hours and approval status.
When multiple scheduled breaks are recorded, additional breaks can be viewed by tapping the '+ More' indicator.
Information Displayed
Scheduled – Reference
Displays the scheduled shift information, including:
- Scheduled start time
- Estimated finish time
- Scheduled break time
If multiple scheduled breaks are recorded, tap the '+ More' indicator next to Scheduled Break to view the additional break times.
The scheduled finish time is an estimate and may change depending on the actual work requirements.
Actual Start & Finish
Displays the recorded shift times, including:
- Actual check-in time
- Actual check-out time
- Actual break taken and duration
Actual Time, Paid Hours & Approval Status
Displays the calculated working hours and their approval status.
For example:
- Actual time: 8 hours 15 minutes
- Approval status: Pending Approval or Approved
Minimum Call
Displays the minimum call hours applicable to the shift.
Timesheet Status
Unlocked Timesheet
When a timesheet is unlocked:
- The scheduled shift information is displayed.
- Actual check-in, check-out, and break times are visible.
- Actual working hours and paid hours information are displayed.
- The approval status may show Pending Approval.
Locked Timesheet
When a timesheet is locked:
- A Timesheet Locked label and lock icon appear in the scheduled information section.
- The recorded actual times and breaks remain visible.
- The approved hours are displayed with an Approved status and lock icon.
- Timesheet information remains available for viewing only.
Important: Locking a timesheet does not remove its recorded details from the CrewCard App.
3. Phase 2 – Viewing Timesheet Details & History
Phase 2 introduces the Timesheet Details & History page, allowing crew members to review a more detailed breakdown of their shift and the history of recorded timesheet changes.
How to Access Timesheet Details & History
- Open the CrewCard App.
- Navigate to the relevant job.
- Open the Job Details page.
- Scroll to Timesheet History.
- Tap the arrow icon (→) next to the heading.
- The Timesheet Details & History page will open.
Timesheet Details & History – Unlocked vs Locked Timesheets
Crew members can tap the arrow next to Timesheet History to open the Timesheet Details & History page.
This page displays the shift time summary and chronological timesheet change history, including check-in, breaks, check-out, approval and locking records.
A. Shift Times Summary
The Shift Times Summary displays:
- Scheduled Time: Original scheduled shift start and finish times.
- Scheduled Break(s): Breaks assigned to the scheduled shift.
- Actual Time Worked: Recorded actual start and finish times.
- Actual Break(s): Breaks recorded during the shift.
- Approved Paid Hours: Total approved paid working hours.
- Minimum Call: Minimum call hours applicable to the shift.
B. Times & Change History
The Times & Change History section displays a chronological record of timesheet events and changes.
Depending on the activity recorded, the history may include:
Booking Created
Shows when the shift booking was created, including the recorded scheduled time and the user responsible.
Scheduled Breaks Added
Shows when scheduled breaks were added to the booking.
Checked In
Records when the crew member checked in, including the actual start time.
Break 1 Added
Records the actual break start and finish times.
Checked Out
Records when the crew member checked out and the actual finish time.
Hours Approved
Shows when the working hours were approved, including the approved hours, approving user, and any recorded reason or notes.
Timesheet Locked
Shows when the timesheet was locked.
Once locked, the timesheet history remains accessible, but crew editing is disabled.
4. Unlocked vs Locked Timesheets
The table below summarises the information available to crew members before and after a timesheet is locked.
| Feature | Unlocked Timesheet | Locked Timesheet |
|---|---|---|
| View scheduled shift times | Yes | Yes |
| View actual check-in/out times | Yes | Yes |
| View recorded breaks | Yes | Yes |
| View actual working hours | Yes | Yes |
| View minimum call hours | Yes | Yes |
| View timesheet history | Yes | Yes |
| Access Timesheet Details & History | Yes | Yes |
| Crew editing | Subject to existing permissions | Disabled |
| Lock indicator | Not displayed | Displayed |
5. Important Notes
- Timesheet History must be enabled by an administrator before it appears in the CrewCard App.
- The Timesheet Details & History page requires the corresponding setting to be enabled.
- All three settings are OFF by default.
- Scheduled finish times are estimates and may differ from actual finish times.
- Timesheet approval status is displayed within the Timesheet History section.
- The Times & Change History records shift-related events and changes, including relevant user details and timestamps.
- Once a timesheet is locked, the crew member can still review the timesheet information and history, but cannot edit the locked timesheet.
Summary
The Timesheet History feature provides crew members with visibility of their scheduled hours, actual working hours, breaks, approval status, and recorded timesheet changes.
This information remains available for reference even after the timesheet has been locked.