Accurately Capturing Hours Worked in S4labour – S4labour

✅ How to Effectively Sign Off Shifts

Keeping your shift data accurate and up to date is essential for payroll and operational efficiency. Follow this step-by-step guide to ensure shifts are signed off correctly using the Sign Off Shifts Workbook.

📂 Step 1: Access the Sign Off Shifts Workbook

Open the Sign Off Shifts Workbook.
Click Load to ensure all available data is refreshed and up to date.

💡 Tip: Always load the latest data before reviewing shifts to avoid missing updates.

🔍 Step 2: Review Shift Data

Compare Scheduled Hours with those captured by T&A (Time & Attendance).
Split shifts (e.g., due to breaks) will appear on separate rows.

🎨 Colour Coding:

White rows = No T&A data (employee did not clock in/out).
Blue rows = T&A data present.
If an employee clocked in via a tablet, a 📷 camera icon will appear. Click it to view clock-in/out photos.

⚠️ Important: Use the photos to verify identity and prevent misuse of the clock-in system.

🛠️ Step 3: Manage Incomplete Shifts

For shifts with only one clock-in or clock-out:
1. Click View Shifts.
2. Assign the partial data to a scheduled shift by clicking “Select” in the popup.
3. The missing time will be replaced with the scheduled time.

✏️ Step 4: Reviewing “Confirm Time”.

The Confirm Time will default to match T&A data.
Managers can click into these cells to edit hours before confirming.

📝 Best Practice: Use the Rota Comments section to note:

Adjustments to hours
Reasons for lateness or extended shifts
Why a shift was not confirmed initially.

✅ Step 5: Select and Confirm Shifts

Use the checkboxes to select shifts ready for confirmation.
Use Select All to bulk confirm, then untick any exceptions.

Click Confirm to move shifts from To Be Confirmed to the History tab.

📌 Note: Confirmed hours are added to the main rota and used for payroll. The rota remains unchanged until sign-off is completed.

⏱️ Step 6: Daily Best Practice

Best Practice: The lead manager should complete T&A sign-off at the end of their shift on the same day.

This promotes accuracy and speeds up end-of-week processing.

🔁 Step 7: Morning Review by Senior Manager

Each morning, the most senior manager should:

Open the Sign Off Workbook.
Check the previous day for unconfirmed shifts. These will continue to sit under the “To be confirmed” tab.
Review the History tab to ensure all confirmed hours are correct. The name of the User who first confirmed these hours will appear in the Actioned By column.

⚠️ Note: Confirmed hours cannot be changed in the Sign Off Workbook.
To make changes:

Go to the main rota.
Click into the cell for the shift in question and amend hours before the day is locked.

📝 Best Practice: Leave a comment in the rota explaining any changes to ensure clarity if discrepancies arise.

🔒 Step 8: Lock the Day

Once all reviews and amendments are complete:

The lead manager should click the padlock icon to lock the day.

This prevents further changes.

🔐 Need to unlock a day?
Only a Level 5 user (typically a senior leader) can unlock a locked day.

💡 Tip: Locking days daily helps maintain rota accuracy and streamlines payroll.