You have built your schedule and shared it with your team, but now you need to report on that time to make sure everyone in your team gets paid. That's where reporting comes in.
In Surfboard you can enable time reporting for your team to track when surfers clock in or out, and easily download CSV timesheets of scheduled and reported hours.
Timesheets 🕐
What are timesheets?
Timesheets are a record of the working hours of your team. In Surfboard you have the option to download data on all the scheduled shifts, breaks and activities from your schedule, or to also include time reported by your surfers as a CSV.
How do I download a timesheet?
Go to the Reporting section of your account and then navigate to the Timesheets page.
On the Timesheets page you will see a form to 'build your timesheet'.
First select which surfers you want to download the timesheets for. This can be an individual, team, or everyone.
Then, select which type of data you want to download:
Breakdown of each shift will give you the exact start and end time of every shift that's worked. This is best for reporting on individual days or checking when surfers clocked in or out (read our time reporting guide for more information)
A cumulative summary will total all the surfers hours for the period of your choosing. This is best for reporting on longer periods of time, or doing your end-of-month payroll report.
Next, select the period you want to download the timesheets for. You can select a period of 1 to 31 days.
You can choose to add additional options to your timesheet:
Reporting on breaks can be helpful if surfers have specific paid or unpaid breaks.
Reporting on activities can be helpful for tracking fairness or a surfer's progression on certain topics
Reporting on deleted surfers is helpful to finalise payroll for leavers or report over longer periods of time.
Reporting on time off is helpful to consolidate schedule data with synced time off from your HRIS system.
Finally, hit the Download CSV button to download your timesheet. You can then choose to import this into your payroll system or view it in a spreadsheet.
💡 If you have time reporting enabled for any surfers in your team, then you will also see their reported time within the timesheet.
How do I read my CSV timesheet?
Times and timezones
All the times listed in timesheets are listed in Coordinated Universal time also known as UTC time. UTC is the time standard commonly used across the world to keep times coordinated and so is a more friendly way of handling multiple timezones.
The timezone in your Surfboard account will dictate which days are exported. All shifts that start on a day in your chosen period will be included in the export. This means if there are any overnight shifts (either planned, or because of timezones) they will also be counted.
Column names and what they mean
Breakdown of each shift
shift_date: the date this shift was scheduled or the overtime took place
first_name, last_name, email, surfer_timezone: data related to this surfer so you can identify them
type: shift or time off
shift_name: the name of the scheduled shift
utc_scheduled_start/end: when this shift was scheduled to start and end
If a surfer reported overtime, these columns will be empty as it was not scheduled.
utc_reported_start/end: when this surfer reported that they started or ended this shift.
If a surfer forgot to report on their shift, these columns will be empty.
total_scheduled: the total amount of hours scheduled
total_reported: the total amount of hours reported by the surfer
break: any hours scheduled for this specific break
activity: any hours scheduled for this specific activity
A cumulative summary
Period: the date range that hours are being counted for.
First name, Last name, Email, Timezone: data related to this surfer so you can identify them
Weekly contract: the weekly contracted hours from this surfer's profile
Shift count: the number of shifts scheduled in the chosen period
Total scheduled hours: the total number of hours scheduled for this surfer
Total reported hours: the total number of hours reported by this surfer
This will count all complete reports (i.e. clocked in and out) by the surfer. Any incomplete or missing reports will be excluded.
Total break: the total time scheduled on breaks
Break: any hours scheduled for this specific break
Total activity: the total time scheduled on activities
Activity: any hours scheduled for this specific activity
How do I see when surfers clocked in or out?
Any time reports are automatically included in Surfboard's timesheets.
To view the specific times that a surfer clocks in or out of a shift, download a 'breakdown of each shift' timesheet. In this view, you can easily compare their scheduled start and end time to their reported start and end time.
To get a cumulative view of how your surfer's reported hours add up over a longer period, download a 'cumulative summary' timesheet. In this view all the surfers reported hours will be totalled alongside their scheduled hours (
total_scheduled) under the reported hours (total_reported)
🕐 If a surfer forgets to clock out or complete their time report, the cell in the timesheet CSV will be labelled as incomplete. If there are any incomplete reports, the total_reported time won't be filled in the cumulative summary.
How do I track overtime?
When you export a 'cumulative summary' timesheet, the surfer's contracted hours will be listed as a column in the CSV, so you can easily compare it to the scheduled hours for that period.
If you enable 'overtime any time' reporting for your team, then any unscheduled overtime for a surfer will also be included in either timesheet you download.
In a 'breakdown of each shift' timesheet, the start and end times of any overtime shifts will be listed. There will not be any times listed in the
scheduled_startorscheduled_endcolumns so it's easy to identify overtime.In a 'cumulative summary' timesheet, overtime hours will be totalled in the reported hours (
total_reported) column.
How do I see which breaks or activities were scheduled?
When you download a timesheet, you can also check a box to include breaks and/or activities in the timesheet.
When you do this, a column will be added to the CSV for each break and activity in your Surfboard account.
Breaks will be labelled as
break_[name], e.g.break_lunchActivities will be labelled as
activity_[name], e.g.activity_phonesCalendar events are also included and are all grouped under
activity_calendar_event(the individual calendar event names won't be listed).
How can I export time off?
When you download a timesheet, you can also check a box to include time off.
In the CSV, refer to the ‘type’ column to identify shifts or time off.
If a time off booking spans multiple days, then it will be combined into one row. Refer to the utc_scheduled_start and utc_scheduled_end for the exact details.