🔐 If Timesheets is enabled on a production, all Workers onboarded as Employees can create a Timesheet after submitting a Start Pack. Workers can also be granted permissions to submit a Timesheet on behalf of another worker. Learn more about Managing Permissions. 🌎 This feature is accessible on all devices.
Overview
Timesheets are one of most important pieces of documentation of any production because it's used to pay the people that power this industry. That's why we made it easy for workers to submit from any device (Desktop or Mobile) and on any browser, without the need to download any apps, and all under one account.
Pro Tip: Timesheets can also be synced directly with Daily Reports (if activated by the production) to mitigate any errors with times that have already been approved by department heads and the production office. With this feature, department heads can submit daily times worked on behalf of their department, which is approved by the production office, then a notification is sent to the worker at the end of the week to approve their synced Timesheet. Learn more
Creating Timesheets on Desktop
To create a Timesheet on a desktop device, start by logging into your account and selecting the relevant production from your main dashboard. Once you're on the production dashboard, and if you've already onboarded as an Employee or have been granted elevated access, click the prominent 'Submit Timesheet' button.
Alternatively, you may access the Timesheets feature by clicking on the Timesheets icon in the left navigation bar to reach the Timesheets overview page. Then, click the blue 'Create' button to the right side of your screen.
Next, If you've onboarded onto multiple roles, choose the role you'd like to submit a Timesheet for. Otherwise, it'll default to the singular role you've onboarded onto.
Submitting a Timesheet on someone's behalf - Any worker may be granted permission to submit timesheets for colleagues within their department. Alternatively, designated personnel in the production office can be given access to submit timesheets on behalf of workers across all departments. Reach out to support to enable this for your production.
Then, select the Week Ending Date for the pay period you are submitting a timesheet for and click the Save button.
Entering Hours Worked
Ok now you'll enter in the hours you've worked throughout the week in 24-hour time format or in similar term, Military Time (ie. 1300 for 1pm).
Learn more about 24-hour time formats and calculations here.
First, under the 'Period' column, choose what type of work day it was – either 'Prep', 'Shoot', 'Wrap', 'Travel' to activate the day. Or choose 'No Call' to disable the day.
For activated days, enter your Call, Meal and Wrap times (only call and wrap times are mandatory). Only enter Travel and Meal 2 times if this has been approved by your department head or production office.
🖥️ Note: depending on your screen's resolution, you may need to scroll left or right to see the entire table.
Circus automatically calculates the Total Work Hours. By default, it includes meal times in this calculation. However, if you prefer to have meal times added to the Total Work Hours instead, simply click on the settings icon located at the top right of the table. Then, toggle off the 'Subtract Meal Times' option. The Timesheet will promptly re-calculate accordingly.
Entering Kits & Allowances
Below the labor summary, you'll discover the Kits & Allowances section, offering the flexibility to include various Kit or Allowance Types (e.g., Cell Phone), along with specifying Units (e.g., 5), Frequency (e.g., Days), and Rate ($4.00/day). Once you've inputted all the necessary fields, the total will automatically calculate on the right-hand side.
If you notice a box kit rental, allowance, or mileage already present in this section, it indicates that we've pre-loaded it based on the deal points from your Start Pack. If it's not applicable to this week, click on the 'Delete' icon positioned to the left of the table.
To incorporate additional Kits or Allowances, simply click 'Add' at the bottom of the table.
Note: We've got every kit or allowance type available to choose from, however, if you can't find a specific category or are unsure, choose 'Miscellaneous' or 'General' from the dropdown, then add notes to clarify the selection in the 'General Notes' section below.
Uploading Receipts
If you've incurred a few expenses such as a meal or parking fees and are not required to submit an Expense Report, you may include the receipt to get reimbursed.
To get started, simply click on the 'Upload Receipt' button, then follow the prompts to upload a photo of the receipt and include the receipt total. Click 'Upload Receipt' and the table will update with the new expense.
To download an uploaded receipt, click on the download icon next to the trash can icon. If you wish to remove an item, just click on the trash can icon located to the left.
Adding General Notes
To include a General Note for accounting to reference, click on the input to add your note.
Submitting Timesheets
Finally, click 'Submit' and follow the prompts to confirm the submission. The action bar below will convert to 'In Review'. On the right side of your screen, the toolbar features Walkie, where you can access a comprehensive history of all events related to the Timesheet, including when it was submitted, edited, approved, and paid. This log includes timestamps for each action initiated by a user.
Duplicating Timesheets
Workers can conveniently duplicate a previously submitted Timesheet, which proves beneficial if the labor for each workweek remains consistent or requires slight adjustments.
To duplicate a Timesheet, navigate to the Timesheets Overview page and select a previous Timesheet. At the bottom of the Timesheet, locate the 'Duplicate' icon within the action bar.
We'll automatically set the Timesheet to the next available Week Ending Date for you, based on your last Timesheet's week ending date. From there, you can proceed to make any additional updates as needed.
Creating Timesheets on Mobile
To create a Timesheet on a mobile device, start by logging into your account and selecting the relevant production from your main dashboard. Once you're on the production dashboard, and if you've already onboarded as an Employee or have been granted elevated access, tap the prominent 'Submit Timesheet' button.
Creating New Timesheets
At the bottom of your device, tap the 'Create' button to launch a blank timesheet.
If you've onboarded onto multiple roles, choose the role you'd like to submit a Timesheet for. Otherwise, it'll default to the singular role you've onboarded onto. Then, select the Week Ending Date for the pay period you are submitting a timesheet for.
Labor
Next, tap 'Labor', then tap the day you'd like to add hours to.
Choose the 'Period' – either 'Prep', 'Shoot', 'Wrap', 'Travel' to activate the day. Or choose 'No Call' to disable the day.
Enter your Travel, Meal and Call and Wrap times (only call and wrap times are mandatory).
Everything entered will be saved automatically. Once you're finished, you can either tap the back arrow at the top left of your device to add additional days worked but If you're finished with the Timesheet, and do not need to add any kits & allowances, expenses, or note, click 'Submit' and follow the prompts to finalize your submission.
Kits & Allowances
If a Kit or Allowance has been included as part of your deal on the Start Pack you signed, you'll see the Kits & Allowances section, which you can tap in to to either adjust or confirm the Units (ie. 20), Frequency (Kms), and Rate ($0.50).
Once finished, tap the back arrow on the top left of your device to return to the Kits & Allowances summary page to adjust or edit more. If you no longer wish to edit the Kits & Allowances, tap the back arrow again to reach the Timesheet summary page.
Expenses
If you've incurred a few expenses such as a meal or parking fees and are not required to submit an Expense Report, you may include the receipt to get reimbursed.
To get started, simply tap on 'Expenses' from the Timesheet summary page, then tap 'Add Expense'. Choose the Expense Type (ie. Meal or Taxi), then include the receipt total. Next, tap the 'Upload Receipt' button. You can either then follow the prompts to upload a photo of the receipt.
Once uploaded, you'll automatically be redirected to the Expenses summary page where you can include additional Expenses. If finished, tap the back arrow on the top left of your device to return to the Timesheet summary page.
Notes
Lastly, to include a Note for accounting to reference, click on the input to add your note.
Duplicating Timesheets
Workers can conveniently duplicate a previously submitted Timesheet, which proves beneficial if the labor for each workweek remains consistent or requires slight adjustments.
To duplicate a Timesheet, navigate to the Timesheet you'd like to duplicate. At the top right of your device, tap on the more (3 dots) icon and tap 'Duplicate' Timesheet.
We'll automatically set the Timesheet to the next available Week Ending Date for you, based on your last Timesheet's week ending date. From there, you can proceed to make any additional updates as needed.
Submitting Timesheets
Finally, click 'Submit' and follow the prompts to confirm the submission. The action bar below will convert to 'In Review'.