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How to remind workers to submit their timesheets

Email workers a reminder for shifts still waiting for their timesheet, one shift at a time or in bulk.

A shift can't be approved or invoiced until the worker has submitted their timesheet. Chasing missing timesheets by phone or message takes time, especially at the end of a busy week.

You can now send workers an email reminder straight from Timesheet Approval, for one shift or for many shifts at once. Each worker gets a single email listing every shift you selected for them, so nobody receives a flood of messages.

Before you begin

  • You need access to Tasks › Timesheet Approval.
  • Reminders are for shifts that have ended and are still in Pending submission. You can't remind workers about shifts that are cancelled or rejected, or that they've already submitted in the mobile app.
  • You can only remind your own agency's workers.

Opening Timesheet Approval

  1. Go to Tasks in the left-hand menu.
  2. Open Timesheet Approval.
  3. Choose the tab you need: CareHires Timesheets or Direct Client Timesheets.
  4. Filter by Pending submission to see the shifts still waiting for a timesheet.

Reminding a worker about one shift

  1. Find the shift's row.
  2. Press Send Reminder.
  3. Check the confirmation, which shows the worker's name and the number of shifts.
  4. Confirm.

The worker receives an email asking them to submit their timesheet.

Reminding several workers at once

  1. Tick the rows you want, or use Select All to pick every row on the page.
  2. Press Bulk Send Reminder(s).
  3. Confirm.

Each worker gets one email listing all of their selected shifts. You can send up to 100 timesheets at a time.

After sending, a message tells you how many workers were emailed, and how many were skipped and why, for example because a shift has already been submitted.

Good habits worth adopting

  • Chase early in the week. Waiting until the invoicing cut-off leaves no time to sort out a query with the worker.
  • Use Select All on Pending submission. One bulk reminder at the start of the week often clears most of the list.

If something looks wrong

  • Send Reminder is missing on a row. The shift may not have ended yet, may already be submitted, or may be cancelled or rejected.
  • Some workers were skipped. The message after sending says why. Most often the worker submitted the timesheet in the meantime.
  • A worker says they didn't get the email. Ask them to check their junk folder, and make sure their email address on their profile is correct.

If you still need help, contact our Support Team.