E‑Timesheets Guide [iqx]

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===== E‑Timesheets Guide =====
 

=== Overview ===
 

E‑Timesheets is an enhanced, web-based alternative to manual timesheet processing, integrated tightly with IQX through **iqxWEB**. It allows candidates, clients, and consultants to manage timesheet entry, approvals, and submissions in real-time with reduced administrative overhead.

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 === 🔧 System Configuration ===
 

To enable E‑Timesheets:

1. Go to **Maintenance → General Settings**.
   - Set **Group:** `Temps`, **Number:** `330`, **Value:** `Y`.

2. On the **Client Record**:
   - Navigate to **Miscellaneous / A‑C Setup**.
   - Tick the **E‑Timesheets** checkbox to enable web timesheet access.

3. Ensure each Vacancy has:
   - Correct pay/charge rates, shift patterns, and timesheet authorisers (if applicable).

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=== 📝 Timesheet Creation & Lifecycle ===

== Creating E‑Timesheets ==

- In IQX: **Temp Desk → Timesheets → Create**.
- E‑Timesheets are generated **provisionally** with:
  - Prefix: `E`
  - Bold Red Font in IQX
- These appear immediately in the candidate or client’s iqxWEB account under **Current Timesheets**.

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== 👤 Candidate Functionality (iqxWEB) ==

Candidates can (if allowed):

- View and manage their timesheets in real-time.
- **Edit**, **add**, **delete**, and **duplicate** shifts.
- **Add expenses** and **upload receipt images**, if enabled.
- See **pay rates**, but not charge rates.
- Use **Calculate** to trigger rate scripts (unless automated).

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== ✍️ Signing Options ==

Candidates complete timesheets by choosing one of two options:

== 1. Complete and Sign Now ==

- Candidate taps **Complete and Sign**.
- Hands the device to the **Manager**, who:
  - Signs the form digitally.
  - Provides **Name**, **Email**, **Job Title**.
- Signature is **geo-tagged** with:
  - **Date**, **Time**, and **GPS Location**.
- A PDF is uploaded into IQX, visible in the Timesheet record.

== 2. Complete and Send for Approval** ==

- Candidate either:
  - Enters the **Client’s Email Address** manually, or
  - Selects from a predefined **Timesheet Authoriser** dropdown (linked to Vacancy Roles).
- The client receives an email with a secure link to review and sign.
- Process mirrors on-device signing with the same PDF creation and audit log.

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== 🧑‍💼 Client Access & Authorisation ==

If enabled, clients can:

- Log in to **the Client Portal**.
- View **Outstanding**, **Submitted**, and **Authorised** timesheets.
- **Authorise**, **Sign**, or **Query** timesheets.
  - When querying, clients can enter comments or reasons.
- If allowed, **edit shifts** directly—changes sync back to IQX.
- View **expense records** and attached images.

> Clients cannot see pay rates unless explicitly configured. Charge rates are visible if permitted.

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== 👥 Consultant Involvement ==

Even if candidates and clients handle the end-to-end process, consultants can:

- View and **finalise** E‑Timesheets in IQX.
- Access attached PDFs, signatures, GPS location data.
- Review **Query History** from clients.

> If the `AUTOAPPROVETIMESHEET` setting is enabled, authorised timesheets can auto-finalise without consultant input.

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== 🎨 Colour Coding in IQX ==

| Status                        | Colour          | Description                                 |
|------------------------------|-----------------|---------------------------------------------|
| Provisional E‑Timesheet      | Bold Red        | Awaiting submission                         |
| Completed but unsigned       | Pink            | Waiting for client signature                |
| Authorised (client signed)   | Purple / Black  | Final stage (or ready for consultant)       |

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=== 🔐 Security & Audit Trails ===

All digital signatures and submissions are:

- **Time-stamped**.
- **Geo-tagged** (with device location).
- Saved as **read-only PDFs** in the Timesheet record.
- Logged with full user details (signer name, email, position).

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=== 🚨 Troubleshooting & Admin Notes ===

- **No Timesheet in iqxWEB?**  
  Check if all fields (Units Paid, Charge Code, Payroll Info) are populated and correct.

- **Login Issues?**  
  Reset passwords via **Person Record → Website Rights**.

- **Missing Signature?**  
  Confirm the correct signing route was followed and the client email is valid.

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== 📌 Summary Workflow ==

1. **Consultant** creates provisional timesheet in IQX.
2. **Candidate** logs in via iqxWEB, enters shifts and expenses.
3. Candidate selects either:
   - **Sign Now** (for manager), or
   - **Send for Approval**.
4. **Client** signs via web link or logs into portal.
5. **PDF** is uploaded to IQX with audit details.
6. Optional: **Consultant** finalises if manual review is required.

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== 📚 Related Help Docs ==

- [UG6-29: E‑Timesheets Overview](https://iqxusers.co.uk/iqxhelp/doku.php?id=ug6-29)
- [UG12-02b: e-Timesheet Authorisation](https://iqxusers.co.uk/iqxhelp/doku.php?id=ug12-02b)