How to set up client sign off and download signed timesheets

When a worker finishes a direct client shift, the client's supervisor signs the digital timesheet on the worker's phone. That signature is your proof that the shift took place and the hours are right.

You can now make that sign off say exactly what you need. Add your own declaration, which the supervisor reads before signing, and choose whether the supervisor also confirms the worker was inducted at the site and leaves a comment. Everything the supervisor confirms is printed on the signed timesheet, and you can download it as a PDF, or every timesheet on an invoice in one ZIP file, ready for your invoice finance provider or your client.

Before you begin

• Direct client jobs are part of Agency Accelerator Pro. The declaration and Worker inducted apply to direct client jobs only.
• Digital timesheets must be turned on for your agency. This switch is managed by CareHires. If it's turned off, contact our Support Team.
• You need permission to change your organisation's settings, and access to Timesheet Approval and Finance to download timesheets.
• Have your declaration wording ready. Agree it with whoever relies on it, such as your finance provider, before you add it.

Opening the Digital timesheets settings

1. Go to Organisation in the left-hand menu.
2. Open Settings.
3. Find the Digital timesheets section.

You'll see the digital timesheets switch, marked Managed by CareHires, and three options underneath it. All three are off until you turn them on. Hover over the info icon next to Digital timesheets for a short explanation of each setting.

Choosing what the supervisor confirms

1. Turn on each option you want.
2. If you turned on Timesheet declaration, type your declaration in the box (up to 1,000 characters) and press Preview to see exactly what the supervisor will see.
3. Save your changes.

An example declaration: "I confirm that the worker named above worked the hours shown on this timesheet, and that the hours, breaks and details are correct."

Please note: Changes only affect new timesheets. Every signed timesheet keeps the declaration exactly as it was when it was signed, and comments already recorded stay where they are.

What the supervisor sees

On a direct client job, once the worker hands over their phone, the supervisor sees:

1. The shift times and breaks.
2. Authorise break changes, if the worker's recorded breaks were changed. This used to be a plain break tick box. What it does hasn't changed.
3. Worker inducted, the first time this worker works at the site. On later shifts there it shows as already confirmed, with the date and the supervisor's name.
4. A comment box, if you turned on Supervisor comment.
5. Your declaration, above the signature pad.

The worker doesn't see the Worker inducted answer or the supervisor's comment after the timesheet is submitted.

Reviewing a signed timesheet

1. Open the job.
2. On the job's timesheet card, press Review Timesheet.

The full timesheet opens with the scheduled and actual times, then the breaks and the supervisor's comment, then the Client sign-off: your declaration, the supervisor's signature and Worker inducted.

Tip: If the supervisor left a comment, the timesheet card shows its first line with a Read link, so you can see it without opening the whole timesheet.

Changing a timesheet after the client signed it

You can still correct the hours after the client has signed, but the change is recorded openly.

1. Open the signed timesheet and make your change.
2. Add a reason for the change.
3. Tick I confirm the agency changed this timesheet after the client signed it.
4. Save.

The job card shows Amended after sign-off, and the signed timesheet PDF shows what the client signed on page 1 and your changes on page 2, with who made them, when and why. Invoices, billing and approvals use the amended times.

Please note: What the client signed can't be changed or removed. Always give a clear reason, because it's printed on the PDF for anyone who checks it later.

Downloading signed timesheets

One timesheet: download it as an A4 PDF from its row in Tasks › Timesheet Approval, or from the top of the timesheet window once you've opened it with Review Timesheet.

Every timesheet on an invoice:

1. Open the invoice. This works for direct client invoices and CareHires invoices.
2. Press Download Timesheets.

Several timesheets from Timesheet Approval:

1. Go to Tasks › Timesheet Approval.
2. Select the rows you want.
3. Press Download timesheets.

Either way you get one ZIP file with a folder for each job. Uploaded timesheets come with a timesheet PDF and the photo the worker uploaded.

Tip: The invoice's Job Details tab has a Timesheet Type column showing Digital, Photo upload or Document upload, so you can see what's in the ZIP file before you download it.

Good habits worth adopting

• Send the invoice's timesheets with the invoice. Downloading them from the invoice gives your client or finance provider everything they need in one file.
• Turn on Worker inducted for sites that ask for it. It's asked once per worker per site, so it only adds a few seconds to the first shift.
• Tell your finance provider when your declaration changes. Signed timesheets keep the wording in place when they were signed, so they'll see both versions for a while.

If something looks wrong

• The digital timesheets switch is off and you can't change it. It's managed by CareHires. Contact our Support Team to have it turned on.
• The supervisor didn't see your declaration. Check the job is for a direct client. The declaration doesn't show on CareHires jobs.
• Review Timesheet is missing. It appears once the worker has submitted a timesheet. If the shift is still waiting, see How to remind workers to submit their timesheets.
• A timesheet shows Amended after sign-off and you didn't expect it. Open the PDF. Page 2 shows who changed it, when and why.

If you still need help, contact our Support Team.