🧾 Overview
The Download Timesheet feature allows Staffing Company (SC) users to export a comprehensive weekly view of shifts assigned, worked, or saved — across all company locations. This Excel export helps teams easily validate approved hours, audit work activity, and prepare for payroll or invoicing.
🔒 Note: This feature is only available once a Company is selected from the company context.
💡 Why This Page Is Important
The Timesheet export is more than just a spreadsheet — it’s a decision-making tool for operations, finance, and compliance. By offering a full snapshot of job, shift, and worker data in one export, it helps SC users:
Track workforce productivity
Verify only approved hours are processed
Identify incomplete or saved entries
Support billing and payroll prep across all company locations
Whether you're managing one job or fifty, this tool ensures nothing falls through the cracks.
✅ How It Helps
📊 Consolidated view: Pulls all timesheet data across the selected company, even if you don’t apply filters.
🧮 Export-ready format: Includes both Hour View (hh:mm) and Decimal View (h.mm) sheets.
🔎 Flexible filters: You can refine your export by Company, Location, and Job ID/Title.
🔍 Status visibility: Shows whether a shift is approved, saved, or calculated.
🧭 How to Access
Navigate to Staffing Workspace > Timesheets.
Use the calendar to pick the desired week.
Select a Company from the dropdown — required for the download to activate.
(Optional) Filter by Location or Job ID - Job Title.
Click the three-dot menu ⋮ in the top-right corner.
Choose Download > Download Timesheet.
🧷 Tip: If only the company is selected, the export will include all candidate records across all locations. If a location is also selected, it will narrow the file to that specific context.
📊 Excel File Structure
The downloaded Excel file includes:
Sheet 1: Hour View
Displays shift data in hh:mm format.
Sheet 2: Decimal View
Displays shift data in decimal (h.mm) format — ideal for payroll software.
🧾 Column Breakdown
Column Name | Details |
Company Name | The selected company from which the report was downloaded. |
Download Date | Date on which the file was exported. |
Job ID | Unique identifier for each posted job. |
Job Title | Title of the job assigned to the candidate. |
Job Billing Location | Internal job billing location used for payroll configuration. |
Job Location | The city/province of the job site. |
Shift | Scheduled working hours (e.g., 08:00 AM – 04:00 PM). |
Candidate Name | Candidate assigned to the shift. |
Daily Columns (Mon–Sun) | Each day’s shift duration. One row per candidate per job. |
Total Hours | Weekly sum of hours worked by the candidate. |
🎨 Colours in the Excel File
The exported Excel file uses colour indicators to visually represent shift statuses:
Color | Meaning |
🟩 Green | Approved hours – These hours are aprroved. |
⬜ Grey | Saved hours – Entered but not yet approved. |
⚪ White | Calculated – Calculated from J4B app but not yet saved or approved |
🎯 These contextual colours help you instantly identify what’s finalised, in progress, or missing, without needing to open each shift individually.
💬 Key Tips & Points to Remember
🔒 You must select a company from the company context — this unlocks the Download Timesheet option.
✅ Only approved hours are used in payroll and reporting.
📄 The export reflects your selected filters (Company > Location > Job ID/Title).
📚 Use Hour View for manual audits and Decimal View for integration with accounting tools.
🔁 The export includes all job entries and candidates for the selected week.