> ## Documentation Index
> Fetch the complete documentation index at: https://support.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.

# How to use Timesheets

> Review, edit, and confirm timesheets in Visualcare, including variations and the different timesheet views

Watch the video walkthrough, then follow the steps below.

<Frame>
  <iframe src="https://www.loom.com/embed/cb9f4d1b40a64a409725f7b7083874b8" title="How to use Timesheets" frameBorder="0" allowFullScreen style={{ width: '100%', aspectRatio: '16 / 9' }} />
</Frame>

<Steps>
  <Step title="Navigate to timesheets">
    1. Go to **Timesheets**
    2. Select **All Timesheets**
  </Step>

  <Step title="Understand rosters vs timesheets">
    * **Rosters** = shifts scheduled for a worker but not yet confirmed. This includes:
      * Shifts workers have not clocked in/out for
      * Cancelled shifts
    * **Timesheets** = shifts that have been confirmed, either automatically through the vWorker app or manually.
  </Step>

  <Step title="Manually send shifts to timesheets">
    If a worker forgets to clock in or out:

    1. Select the rostered shift
    2. Click **Send to Timesheets**

    This manually confirms the shift.
  </Step>

  <Step title="Review and edit timesheets">
    Within the timesheet area, you can view data sent from the vWorker app and make adjustments.

    You can edit:

    * Start and finish times (using the clock tool)
    * Kilometers travelled
    * KM calculations using the **CAHC KM** button, which:
      * Calculates distance between clients
      * Adds travel time

    You can also view:

    * Variations submitted by workers
    * Worker comments explaining any extension or reduction of time
    * App start/finish times
    * GPS coordinates of clock-in/clock-out
    * Worker-submitted notes (via the **View** button)

    **Approving variations**

    Variations are not applied automatically. To approve one:

    1. Tick **Variance Approve**
    2. Save the timesheet
  </Step>

  <Step title="Use the Variance tab">
    Navigate to the **Variance** tab to:

    * View all shifts with variations
    * Approve multiple variations in bulk
  </Step>

  <Step title="Different ways to view timesheets">
    **Per worker**

    1. Go to **Timesheets** → **Timesheets**
    2. Select a worker on the right
    3. Click **Edit** to view all their timesheets

    **Location-based timesheets**

    1. Go to **Timesheets** → **Timesheet Locations**
    2. View:
       * Client timesheets
       * Worker timesheets

    These are specifically for clients using location-based rosters.
  </Step>

  <Step title="Best practice: check timesheets regularly">
    Regular reviewing helps:

    * Reduce workload at payroll/claim time
    * Ensure all shifts are complete and accurate
    * Avoid delays in billing or payroll
  </Step>

  <Step title="Important: unconfirmed items cannot be exported">
    Any shift that is not confirmed cannot be exported for:

    * Billing
    * Payroll

    Make sure all outstanding items are confirmed before running exports.
  </Step>
</Steps>