Timesheet summary and export

At the end of each pay period, ScheduleSolve adds up the hours from the schedule, by person and by pay code. You then put them in your payroll or time system.

ScheduleSolve does not track clock-in and clock-out. Hours come from the schedule. If someone worked different hours, change the schedule before you export.

Timesheet summary

Open Timesheet summary from the Schedule page. You see each person's hours by pay code for the pay period, and the changes since the schedule was posted.

• Hours worked come from each shift. A shift someone did not come to counts 0 hours.
• Time off counts the shift it replaced. For longer time off, each usual working day counts the person's usual shift length.
• Overtime is hours worked over each person's weekly hours (40 unless you set it on the person). It is in the summary only, because your time system works out overtime itself.
• Sample people are never counted. Hours from a schedule that is not posted yet show a warning.

Set your pay codes once

Open Pay codes. Hours worked, each time off type, each on-call or activity code and each premium need the pay code your time system uses. The suggestions, such as REG and VAC, are only examples until you save them. A pay code uses letters, numbers, spaces, - and _, up to 20 characters. History keeps each change.

Add Premiums for shifts that pay extra: by the time a shift starts or ends, by the hours between two times (for example 10 pm to 6 am), by shift or by day, in some areas or all.

Export a file

1. Press Export file.
2. Pick your time system. Your choice is remembered.
3. Check the preview and the notes above it, then press Download the file.

Choice	What the file has
UKG Pro WFM (Dimensions): pay code edits	Time off, premiums and on-call codes. Your system adds hours worked from its own records.
UKG Pro WFM (Dimensions): schedule shifts	Planned shifts with start and end dates and times. A night shift ends the next day.
Workforce Central (Kronos): pay code edits	As for UKG, with amounts as hours and minutes (7:30).
Workforce Central (Kronos): schedule	Planned shifts with start and end times.
Generic CSV	Every line, with the name first. For any other payroll system.

The file cannot be made while a pay code is missing, or when there is nothing to export. The page says what to fix.

The file name tells you what it holds, for example harbour-bistro_generic_20261005-20261018_full_v2.csv: your business, the layout, the dates, the full file or changes only, and the version.

Employee IDs

• Generic CSV: everyone is in the file. People without an employee ID have an empty ID cell.
• UKG Pro WFM and Workforce Central: these systems need an employee ID. People without one are left out of the file, and the export page names them, for example "3 people have no employee ID: …". Add the ID on each person's page, then export again.

Check the first file

Each layout is our best guess until your system accepts it. Test the first file with your payroll team. Under Advanced you can change the columns, their names and order, the date, time and hours formats, and the separator. When your system accepts a file, press My system accepted this file.

When the schedule changes after you export

The export page lists what changed since your last download: new lines, changed lines (with the old hours) and lines to delete in your system. Press Export changes only for a file with just the new and changed lines. Delete the listed lines in your system by hand.

Enter by hand

No import in your system? Use Enter by hand: a checklist by person, then by date. Tick each line once it is in your system. If a ticked line changes later, it loses its tick and shows the old hours ("Changed after you entered it: was 7.5 h"). A ticked line that is gone shows "Remove this in your system".

Reconcile and lock

1. When your time system matches, open Advanced and press Mark reconciled.
2. Press Lock period. Nothing in a locked pay period can change: no grid changes, no answers to time off on its dates, no drafts and no Undo. Exports still work.
3. To change it later, type why and press Unlock. History keeps your reason. Changes after that show as "Changed after reconciling" on the summary.