REPORTING & EXPORT GUIDE
Find the right hours.
Understand the whole total.
Turn recorded time into employee, client and location reports. Choose matching filters, investigate differences and share a reviewed export.
Choose the report for your question
Managers: open Reports and choose an option under Report.
| Report | Use it to |
|---|---|
| Employee hours | Compare hours by employee, review entry and approval counts, and see average entry hours. |
| Client hours | Group recorded time by client and review which employee contributes the most matching hours. |
| Payroll preparation | Review employee totals and hourly pay estimates in the Reports workspace. |
| Time entry detail | Inspect individual entries, original timestamps, approval status and available work details. |
| Work site hours | Group hours by recorded site, remote work or unassigned location when site reporting is available. |
Company reports require manager access. Employees can review their own time through their employee workspace; see the employee guide.
Set the range before narrowing the results
- Choose the current or previous pay period, fiscal quarter or fiscal year. For specific dates, choose Custom dates.
- Check Start date and End date (included). Both selected dates are included.
- Choose an employee, client, contract or work site as needed. Available controls depend on company settings and the report.
- Choose the approval filter and optionally enter Search names or work details.
- Select Run report. Use Reset to return to the default report and filters.
Search matches employee names, client names, contract names and descriptions on matching entries. Use the Work site selector to filter locations. Paid credits also match their employee name, credit label or reason.
- All: includes the available assignments and unassigned records.
- Unassigned: selects records without that assignment; it is not the same as All.
- Remote work: is a separate work-site selection.
- Former, archived or retired: labels preserve access to historical records. A former employee's matching time can still appear.
Pay-period and fiscal presets follow Company Settings. Dates and timestamps use the existing server time zone. Changing report dates does not edit shifts or the saved boundaries of a timesheet period.
Be explicit about approval status
| Approval option | Included shift time |
|---|---|
| All completed time | Valid completed shifts, whether approved or pending. Open shifts are excluded. |
| Approved only | Valid completed shifts marked approved. |
| Pending completed time | Valid completed shifts that are not approved. Paid credits are excluded. |
| All time, including open shifts | Valid completed shifts plus open shifts measured up to the report's generated time. |
Company settings supply the default; managers can override it for an individual report. Running a report never approves time. Submission approval and entry approval are separate actions, explained in the timesheet review guide.
A live report can increase between opening the page and downloading the CSV. For final review, resolve open shifts and select the intended completed-time approval filter.
Understand what the hours measure
Only the selected part of a shift contributes
Hours are clipped to the report date range. A shift from Sunday 22:00 to Monday 02:00 contributes two hours to a Monday-only report before any applicable break adjustments. Time entry detail still shows the original Sunday clock-in and Monday clock-out.
Work-site transfers can split one entry into several detail rows. Site time from and Site time to show the location portions. A shift appearing at two sites can count once within each site group, while the overall entry count remains distinct; adding site entry counts does not necessarily reproduce the overall count.
| Column | Meaning |
|---|---|
| Shift hours in range | Elapsed recorded shift time within the selected range, before break deductions. |
| Paid / unpaid break hours | Recorded break time under the applicable break rules. |
| Working hours in range | Time treated as work after break rules. Used for the billing estimate. |
| Payable hours in range | Payable recorded time plus included paid credits. Paid rest can be payable without being working time. |
| Regular paid / overtime / second-tier hours | Categories based on the effective overtime policy and full-workweek context. |
| Paid leave / holiday hours | Included non-work credits, paid at base rate. They do not add worked hours. |
Paid credits do not belong to a client job
Credits can appear with All clients, All contracts and All work sites or the Unassigned work-site selection. Choosing any specific client or contract filter, including its Unassigned option, excludes credits. Choosing a specific site or Remote work also excludes them. Pending completed time excludes credits.
Time entry detail labels these rows Paid credit and leaves their clock-in and clock-out blank. Future leave is not simply counted in full as worked time; leave-linked credits reflect the applicable elapsed portion. See the leave guide for approved leave and balances.
Overtime uses the complete workweek
A client, site, date or approval filter does not create an independent overtime calculation. Classification uses the full workweek before filtering the displayed results. Time outside the visible selection can therefore affect premium hours inside it. See the overtime calculation guide.
Totals round after summing
Displayed rows are rounded, but totals use full durations before rounding. Three one-minute entries display as 0.02 hours each with two decimal places; their total is 0.05 hours, not the 0.06 obtained by adding the displayed rows. Hour values are decimal hours: 1.50 means one hour and 30 minutes.
Separate hours, pay and billing
Hourly pay estimate uses payable hours at current hourly employee rates, plus applicable extra overtime premiums. Extra premium estimate is already included in that estimate; do not add it again. Non-hourly employees do not contribute to the hourly pay estimate.
Billing estimate uses working hours multiplied by current contract hourly rates. It can differ from pay because contract rates and employee rates differ, and payable rest or paid leave does not necessarily represent billable working time.
Review warnings before sharing results
- Check Payable hours in range, matching entry count and the generated timestamp.
- Read any warning about excluded open shifts, invalid timestamps or included overlaps.
- Click an employee, client or work-site name in a grouped report to open its time entry detail with the applicable filters carried forward.
- Use Review time sheets to investigate and correct the source records, then run the report again.
Missing, reversed or future timestamps and invalid break times can exclude records. Overlapping entries can remain included and affect totals; the report flags them rather than silently removing time. Work-site validation errors can stop report generation until the source issue is corrected.
Click a column heading to sort; click again to reverse the direction. Rows per page offers 25, 50 or 100. Paging changes only what is shown on screen, not the full report total or export.
Share CSV data or a printable report
- Run the report with the intended dates, filters and sorting. Resolve warnings.
- Select Download CSV for spreadsheet data, or Print / Save PDF for a printable view.
- For PDF, select Print / Save PDF in the new view and choose your browser's PDF destination. Check the print preview before saving.
- Keep the generated file with a note of the dates, approval filter and purpose if you will compare it later.
Both formats include every matching row across all pages and use the report's sorting. They are generated from current records when requested, so source changes or an open shift can make them differ from an older screen view.
The CSV contains the report columns and rows. The printable view also shows context such as company, dates, generated time, totals and calculation notes. For an Excel workbook from a saved payroll run, use that workspace's payroll export workflow.
Opening the CSV in a spreadsheet
Use the spreadsheet application's text/CSV import if everything appears in one column or dates are misread. Choose UTF-8 and the company's configured comma or semicolon separator. Check date interpretation and decimal-hour columns before using the data. Some text starting with spreadsheet formula characters is prefixed with an apostrophe so it remains text.
Replace an export after the source changes
When CSV export tracking is active, open Periods and export history from Reports and review CSV export history.
- Find a row marked Time changed - review replacement.
- Select Open report to load its saved report choices against current records.
- Review corrections, approvals, leave, breaks and overtime as needed.
- Download the CSV again with the same report type, dates, employee, client, contract, site, approval, search and sorting choices.
- Return to export history and check the replacement reference. Provide the new file to anyone who used the old one.
Matching report choices allow the new tracked CSV to replace the flagged record. Changing the filters or sorting creates a different selection instead. A change elsewhere in the company date range can flag an export even when it used narrower filters.
No tracked time changes is not a guarantee that every possible input, including current rates, is unchanged. Print/PDF output does not create a tracked CSV record. Previously downloaded files do not update themselves.
An export containing approved leave that is still unfolding can already need later review because elapsed credits can grow. Regenerate after the relevant period is complete. Saved payroll runs and provider deliveries have their own workflows; a replacement report does not replace an already delivered payroll submission. See the integration guides.
If time is locked, follow the authorized reopening and review process before changing it.
Choose consistent company report defaults
Open Company Settings and find Report defaults and display. Set the default approval filter, report date format, hour decimal places (2–4), CSV separator and 24-hour clock preference. Select Save company settings.
These settings apply across company report screens, CSV exports and printouts. Hour decimal places control display precision, not rounding of clock-in or clock-out times. Monetary estimates display two decimals. Date input controls may still use the device's locale.
Compare results in a consistent order
Why do two reports have different totals?
Compare exact dates, employee, client, contract, site, approval filter and search first. Then compare generated times, open shifts, warnings, paid credits and source edits. Finally check whether one result is a current report and the other a saved payroll run or provider calculation.
Why is an employee or client missing?
Reports show matching data, not a complete roster. Remove search and assignment filters, check the dates and approval option, and inspect excluded-entry warnings. Paid credits may create an employee row without worked time.
Why did adding a client filter remove paid leave?
Paid credits are not assigned to clients or contracts. A client or contract filter excludes them, even if Unassigned is selected. Clear those filters to review eligible credits alongside employee time.
Why are there more detail rows than entries?
Work-site transfers can split an entry into multiple location portions. Compare original timestamps and Site time from/to rather than assuming every row is a separate shift. Paid-credit rows are also separate from recorded shifts.
Why is the report too large?
Reports stop rather than silently return a partial result when limits are exceeded. Narrow the date range or employee selection. The recorded-entry limit is 50,000; overtime also needs complete workweeks, which client filters cannot shrink. Site splitting has a separate 100,000-segment limit.
Why did the old period's pay estimate change?
Check current employee rates, effective overtime settings, corrected records and included credits. Reports use current rates and live source data. A saved file remains a snapshot of what was generated earlier.
What should I send support?
Include the report type, full filter choices, generated time, relevant entry IDs, warnings and expected versus displayed totals. Explain whether you compared screen, CSV, print, saved payroll or a provider result.