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Xero Integrated Onboarding and Timesheet

healyhatman
OK strap in this is a long one. I'll put it over a few posts .
For your consideration I present to you my Onboarding and Timesheet system, integrated with Xero online account software.
It starts off when a Joomla user enters in all their employment information. via the multi-page onboarding system.
Onboarding.png
This includes their Superannuation information, which is checked against Xero's list to ensure that they've entered valid information. They can enter their Tax File Number as well, which is checked against the Australian Tax Office's algorithm to ensure they've entered a valid number. It also records their answers to the other Superannuation (Super) Standard Choice and Tax File Number Declaration form answers - such as if they're claiming the tax-free threshold from this payer.
Onboarding_tax_and_super.png
Of course they can just use the employer-nominated fund.
They also upload a copy of their identification and documentation.
They sign the form at the appropriate points, it generates an employement contract for them to read over and sign.
At the end, when they submit it verifies everything and automatically uploads all the employee's details directly to the Xero accounting software, with the correct pay templates and everything. It also sends a copy of the employment agreement to the employee as a PDF.
Web developer at SkySpider.com.au
I don't work for ChronoEngine but I do accept donations paypal.me/healyhatman
healyhatman
Right so now you have an employee onboarded and registered with Xero.
Now when the employee does a job for a client it's time for them to create a timesheet entry. They use an autocomplete field to search for the client name (retrieved automatically from Xero) or enter it manually. If there are job codes in the system for that client the worker can select it, otherwise they enter in a job description manually.
Then they enter in the start, finish and break times.
Timesheet_entry_front.png
There are two types of jobs - single signed jobs require each entry to be signed by the client. If the client or supervisor is unavailable they toggle the switch, and the admin staff can request the authorisation later.
Timesheet_entry_single_signed.png
Group signed jobs let workers enter in their hours and only the nominated team leader has to get the signature.
Timesheet_entry_group_signed.png
These screenshots are from desktop (so I can more easily show the whole screen) but of course it's mostly used on mobile and looks great there too.
Timesheet_entry_single_signed_mobile.png
Team leaders can open up the Group Authorisation page and if they're the nominated team leader on any jobs they can select the job and retrieve the entries awaiting the client's signature.
Timesheet_entry_group_authorisation_front.png
Then they hand their phone to the client who selects the entries they want to approve, sign it, and submit.
Timesheet_entry_group_authorisation_request.png
Attachments
Timesheet_entry_front.png
Timesheet_entry_front.png
(34.27 KiB)
289 Downloads/Views
Timesheet_entry_single_signed.png
Timesheet_entry_single_signed.png
(31.47 KiB)
274 Downloads/Views
Timesheet_entry_group_signed.png
Timesheet_entry_group_signed.png
(28.4 KiB)
265 Downloads/Views
Timesheet_entry_single_signed_mobile.png
Timesheet_entry_single_signed_mobile.png
(54.49 KiB)
276 Downloads/Views
Web developer at SkySpider.com.au
I don't work for ChronoEngine but I do accept donations paypal.me/healyhatman
healyhatman
So the worker has their timesheet all entered into the system - hooray! Now what?
NOW, the admin staff logs on and brings up the list of time sheet entries. I've censored out the worker and client names and the client signatures.
Those client signatures you can click on and it opens in a popup so you can view it more clearly if necessary.
Timesheet_admin_home.png
If an entry checks out, the admin staff ticks the box and clicks "Approve selected" and those entries are entered into the Xero accounting software for that employee - correct date, correct hours, everything.
You can sort, order, and filter these results however you need. Clicking on a worker or client name will for example filter by that person or organisation.
Timesheet_admin_filters.png
Once you've filtered it to give you only the timesheets you want, you can download a PDF copy of it to email to the client or worker.
Timesheet_admin_PDF.png
Attachments
Timesheet_admin_home.png
Timesheet_admin_home.png
(84.39 KiB)
269 Downloads/Views
Timesheet_admin_filters.png
Timesheet_admin_filters.png
(30.51 KiB)
263 Downloads/Views
Timesheet_admin_PDF.png
Timesheet_admin_PDF.png
(34.05 KiB)
293 Downloads/Views
Web developer at SkySpider.com.au
I don't work for ChronoEngine but I do accept donations paypal.me/healyhatman
healyhatman
The entries that aren't signed for whatever reason show up as "Authorisation Pending". So admin goes into the "Entries Pending Authorisation" screen, selects the ones they want to ask for authorisation for, and clicks the button. One button lets admin specify an email address to send the request to, the other uses the email address on file with Xero for that client.
Timesheet_admin_pending_authorisation.png
Now of course clients aren't going to want to have to create an account to do all this, so they're emailed a link with a unique code that when accessed will retrieve all the relevant entries for them to verify and sign for.
Authorisation_request_email.png
This way clients can securely retrieve their authorisation-pending entries without having to log in or sign up.
Web developer at SkySpider.com.au
I don't work for ChronoEngine but I do accept donations paypal.me/healyhatman
healyhatman
Speaking of jobs - there's a browser for the job codes that admin adds in, and they can add new jobs and close off finished jobs (by toggling the Open/Closed tag)
Timesheet_admin_jobs_list.png
On top of all of this there's facility to delete errant authorisations, remove orphan data (jobs with no entries, authorisations with no entries, etc etc), delete entries, and more.
Web developer at SkySpider.com.au
I don't work for ChronoEngine but I do accept donations paypal.me/healyhatman
healyhatman
reserved
Web developer at SkySpider.com.au
I don't work for ChronoEngine but I do accept donations paypal.me/healyhatman
healyhatman
reserved
Web developer at SkySpider.com.au
I don't work for ChronoEngine but I do accept donations paypal.me/healyhatman