Open timesheets
A timesheet is the record of the hours somebody worked. Once the month is over, somebody has to look at it and sign it off - after that the period is frozen and counts as settled. Until then the record has no conclusion, and as a rule nobody notices, because nothing happens by itself at the end of a month.
That is what SCS now takes on: if a month that is over carries no sign-off, a process appears in the supervisor's worklist - in the bell at the top right, next to everything else that is waiting for them. One process per person, not one per month.
You do not have to switch anything on. It is enough that the person records time in SCS at all and has a supervisor on record.
What can I do here?
- See whose timesheet is still open - without keeping a list of your own.
- Open the timesheet directly - the entry links to that person's timesheet, in the right month.
- Sign the month off - the notice disappears by itself afterwards.
- Get one bundled email - one mail a day, however many timesheets are open.
Step by step
- Open the bell at the top right. An open timesheet is listed there with the person's name and the oldest month that is missing.
- Click Review timesheet. SCS opens time tracking on the Timesheet tab, with the right person and the right month.
- Go through the month and sign it off.
- The process disappears from the worklist by itself once no month that is over is left open. You do not have to tick it off.
Fields explained
| Field | Meaning |
|---|---|
| Sign-off of the month | The only state that counts a month as settled. A month without a sign-off counts as open, even when every day has been recorded. |
| Hire date | Before the hire date there is no timesheet, so there is no notice either. |
| Termination date | After somebody has left no new notice is raised, and an existing one disappears. |
| Supervisor | Recipient of the notice. If none is on record the process is noted as a defect - it deliberately does not go to everyone with HR permissions. |
| Deputy | While the supervisor is away themselves, the deputy on record receives the process as well. They may sign the month off too. |
Values & states
When the notice appears
As soon as a month is over and carries no sign-off. The running month never counts - it is not finished yet. SCS looks back over three elapsed months; an older month no longer counts, so that the notice always names something that can still usefully be settled.
When the notice disappears again
- Every elapsed month in the look-back window has been signed off.
- The person has left the company.
- No time is recorded for that person any more - then there is no timesheet for anybody to sign off.
All three work by themselves and regardless of who made the change. You never have to close the notice by hand.
One process per person, even with several months
If several months are missing for one person it stays a single entry; it names the oldest missing month and how many there are in total. A stack that grew by one entry on the first of every month would be unreadable within half a year. The entry only disappears once no elapsed month is left open - signing off July does not answer August.
One mail a day, not one per person
If twenty timesheets are open for one manager, twenty entries appear in the worklist but exactly one bundled mail a day. The entries themselves stay individual and are settled individually.
Escalation after seven days
If the process sits for seven days without a sign-off, it additionally becomes visible one level up. It does not move away: you stay responsible and continue to see it.
Frequently asked questions
I get no notice although a timesheet is open.
Check three things: is time recorded for that person at all? Is the month really over? Does the person have a supervisor in their employee record? If the last one is missing, SCS cannot name anybody and notes a defect instead - the notice then deliberately goes to nobody rather than to everybody.
We do not work with timesheets at all. Do we get notices now anyway?
No. Somebody who records no time in SCS raises no process.
Do I get the same notice again every day?
No. Exactly one process is raised per person. The recurring reconciliation run creates no second one while the first is open.
Can I switch the email off?
Yes, per process kind in the notification settings. The worklist entry stays in every case - it cannot be unsubscribed from.
Why is the process not on my task board?
Because it is only there while you leave that setting on. This process kind is a task by default but can be switched off - unlike expiring contracts, where the task is mandatory.