Online Timesheet Procedure

TBEY is using a new online system, called Shifts to track employee time. Shifts is available in Microsoft Teams.

(Download the Mobile App | Android | IOS)

How to clock in and out with Shifts in Microsoft Teams Mobile App

Clock-in

As you start your shift, tap Time clock, pick the team you want to clock in to, and then press and hold down under Shift.

The in-shift time counter starts and lets you know how long you've been working. 

When you're clocked in, you'll see these two buttons.

• The  button under Shift and the in-shift time counter in hh:mm:ss.

• The   button under  Break and the in-break time counter in hh:mm:ss.

Take a break

To take a break during your shift, press and hold down   under  Break. You'll now only see the in-break time counter, which lets you know how long you've been on a break.

Note: When you start a break, the in-shift time counter stops. You have to end your break before you can continue or end your shift. 

To end your break, press and hold down  under  Break. From here, both buttons are displayed again, and the in-shift time counter continues from where it left off.

Clock out

At the end of your shift, press and hold down  under Shift to clock out. 

Editing and Confirming Timeclock Entries:

Note: Timesheets can only be edited on the android and IOS apps. You time entries can be edited up to one month or until confirmed.

Your time sheet is displayed after you clock out. You can also open it at any time. Tap Microsoft Teams Time Clock icon Time clock, pick the team you want to see your time sheet for, and then tap Microsoft Teams time sheet icon in the upper-right corner.

• Editing an activity on your time sheet allows you to:

• Update your clock in/out days and times.

• Update your break start/end days and times.

• Add or delete breaks.

• Add notes to your time sheet entries.

• Delete all activity for a time sheet entry.

• Confirming an activity on your time sheet means that you won't be able to edit that time sheet entry.

If you have trouble accessing Microsoft Teams, please download and submit the paper  Artist/Staff Bi-Weekly Timesheet.

Requesting Time Off

1. At the upper-right corner of the Shifts home screen, tap the plus icon ( +) ), and then tap Time off.

2. If you’re on more than one team, choose the team in which you want to request time off.

3. Choose the type of time off you're requesting.

4. Set the duration:

   • If you’re requesting the whole day off, turn on the All Day toggle.

   • If you’re requesting part of the day off, turn off the All Day toggle, and select the applicable times.

5. Fill in the reason (optional), and then tap Done. Your request is sent to your manager for approval.
   
   When your manager approves (or denies) your request, you’ll get notified in your Teams Activity feed. If your request is approved, you’ll see your time off in the schedule.

View your time-off requests

In Shifts, tap Requests . ​​ ​​From here, you'll see all your time-off and shift requests:

• • The In progress section lists requests that are pending manager approval. You can cancel any request that’s still in progress.

  • The Completed section lists requests that were approved (or denied) by a manager.

​​​​​​​​​​​​​​Choose a request to see its details. 

If you have trouble accessing Microsoft Teams, please download and submit the paper Absence Request

How to Add Notes to Your Shift

Adding notes to your shift helps your team stay informed and organized. Follow these steps to include important details like tasks, reminders, or updates. These notes can be used to explain late arrivals, early departures, or provide quick context for your shift. 

Adding Notes When Clocking In

1. Open Microsoft Teams

Go to the Shifts app.

2. Tap on Time Clock

This is usually at the bottom of the screen on mobile or in the top menu on desktop.

3. Clock In

Tap Clock In to start your shift.

4. Add a Note (Optional)

After clocking in, you may see an option to Add a note or Add shift note.

Enter your note (e.g., “Running 5 minutes late due to traffic” or “Covering for Alex today”).

5. Save or Submit

Tap Save or Done to attach the note to your clock-in record.

 Notes When Clocking Out | You may also be prompted to add a note when clocking out, especially if your shift time differs from the scheduled time.

Add Notes to Your Scheduled Shift

1. Open Microsoft Teams

• Launch the Microsoft Teams app on your desktop or mobile device.

• Navigate to the Shifts app (usually found in the left-hand menu).

2. Select Your Schedule

• Choose the appropriate team and schedule from the list.

• Locate the shift you want to add notes to.

3. Edit Your Shift

• Click on the shift block to open its details.

• Select Edit (pencil icon) to make changes.

4. Add Notes

• Scroll to the Notes section.

• Type in any relevant information (e.g., tasks for the day, special instructions, reminders).

• Keep notes clear and concise.

5. Save Changes

• Click Save to update the shift with your notes.

• Your notes will now be visible to managers and team members with access to the schedule.

Tips for Effective Notes

• Use bullet points for clarity.

• Include time-specific tasks if needed.

• Avoid personal or sensitive information.