ROSTERLIVE USER MANUAL FOR HIRING MANAGERS. On Behalf of Zenith Management Services. Zenith Client Managers User Manual - November 2010 Page 1

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1 ROSTERLIVE USER MANUAL FOR HIRING MANAGERS On Behalf of Zenith Management Services Zenith Client Managers User Manual - November 2010 Page 1

Introduction This user manual has been created as a guide for RosterLive users. Names, sites, rosters and addresses are not actual details of your company they are only to act as examples.

2 Introduction This user manual has been created as a guide for RosterLive users. Names, sites, rosters and addresses are not actual details of your company they are only to act as examples. RosterLive is a totally web based solution and is accessible via a computer connected to the internet. Currently RosterLive has been tested using Internet Explorer 6 and above. It is recommended that your internet connection should be ADSL or higher. Login & Start Log onto the Zenith Website, Click on the Online Timesheets link in the Partner With Zenith side bar on the right hand side. Under Hiring Managers click on Link to access and approve contract timesheets Enter your username in the format, user@cml, then your password (minimum 6 characters including 1 numeric) and click Sign-In. Your Username and Password will be provided to you by Zenith. Forgotten Password If you have forgotten your password, click Forgotten Password? on the login screen. Enter your username and then click Request Password. A new password will be ed to you. Click on the link to return to the login screen. Every 42 days you will be requested to change your password for security reasons. Enter your current password and then a new password, (6 characters including 1 numeric), confirm and then click Save. Start Screen Once logged in to RosterLive you are taken to the start screen below: Zenith Client Managers User Manual - November 2010 Page 2

3 Hold your mouse over one of the large icons on the screen. These are shortcuts to various screens in the application. Timesheets Viewing Posted/Unposted Timesheets Go to ESS > Timesheet Administration. This screen enables users to retrieve and unpost timesheets for ESS users. Select the week on right hand side of the screen. The timesheets that show under the Unposted Timesheets section are timesheet entries entered by onhire employees which have not yet been posted. If you would like to retrieve these timesheets so they become posted, tick the ones you want to retrieve and click on Retrieve. Retrieving is useful when onhire employees forget to post their timesheets or when they are unable to access ESS on the posting day. Once you have retrieved the timesheets they will move down to the Posted Timesheets section. Under the Posted Timesheets section are all the timesheet entries that have been posted by on-hire employees. If you would like to unpost these timesheets so that the on-hire employee(s) can make additional changes, tick the ones you want to unpost and click on Unpost. Once you have unposted the timesheets they will move up to the Unposted Timesheets section. N.B. For each section, ticking the top tick box will select all the timesheet entries under that section. By un-ticking the top tick box, all timesheets entries under that section will be unselected. Viewing/Amending Posted Timesheets To view posted timesheets, go to Timesheets > Employee Timesheet (to view individual employee timesheets) or you can go Timesheets > Department Timesheet (to view all employee timesheets from a particular department). Zenith Client Managers User Manual - November 2010 Page 3

Employee Timesheet view is as follows: Department Timesheet view is as follows: If you need to manually add a timesheet entry, go to the employee s timesheet, click on Add and a pop up box appears.

4 Employee Timesheet view is as follows: Department Timesheet view is as follows: If you need to manually add a timesheet entry, go to the employee s timesheet, click on Add and a pop up box appears. Choose date, detail start and end times, the role, site and the department. The Work Type can be used to choose a variation to the normal type of work. If you leave this field back it will be a normal kind of work. Examples of different types of work types would be Sick, Unpaid Leave, meal breaks and PHNW (public holiday not worked). The following break types are available: (a) 120BREAK = 2hr break (b) 150BREAK = 2.5hr break (c) 15BREAK = 15minute break (d) 180BREAK = 3hr break (e) 240BREAK = 4hr break Zenith Client Managers User Manual - November 2010 Page 4

5 (f) 30BREAK = 30minute break (g) 60BREAK = 1hr break (h) 90BREAK = 1.5hr break Click on Save and the line will be added to the timesheet. To change a start or end time of a posted timesheet, just type over the current time and then click Save. Times must be in 24hr format. Examples: 1700 (for 5pm); 1000 (for 10am); 0000 (for 12am). You can change multiple timesheet entries for an employee and then click Save. If you want to change any other information click on the Edit icon on the left hand side of the timesheet entry. The Update Timesheet Entry pop up box will allow you to make any changes. You can also add a comment in which will then be displayed in the audit pop up. To delete a timesheet entry tick the Select box and click Delete. 3 Step Process There is a 3 step process for managing timesheets efficiently through to payroll. This is as follows: 1. On-hire employee posts their timesheets via Employee Self Service. Timesheets must be posted by employees by 10am Monday following the end of the pay period. 2. Authorising Manager or Authorising Supervisor submits timesheets posted by employees to approve the hours worked. Timesheets must be submitted by Authorising Manager/Supervisor by 5pm Monday following the end of the pay period. 3. Authorising Manager approves submitted timesheets by 10am Tuesday following the end of the pay period to approve pay to the candidate/s and consequent invoicing. Zenith Client Managers User Manual - November 2010 Page 5

Step 1 : Contractor posts timesheet On-hire employee posts their timesheets via Employee Self Service. Timesheets must be posted by employees by 10am Monday following the end of the pay period.

6 Step 1 : Contractor posts timesheet On-hire employee posts their timesheets via Employee Self Service. Timesheets must be posted by employees by 10am Monday following the end of the pay period. Step 2 : Submit timesheet/s for hours worked prior to final approval in Step 3 In order to submit posted timesheets, go to Timesheets > Timesheet Process to view all the timesheets that need to be submitted. Use the radio buttons at the top of the screen to navigate around unsubmitted, submitted and approved timesheets. Click on the Unsubmitted radio button and select all the timesheets you want to submit (by clicking on the box on the left hand side of each employee) or click on Options and tick Select All to select all. Click on Submit Timesheet to approve all. If you view the timesheets you have submitted you will see that they have changed to a yellow colour. You have now submitted the hours for your candidate/s. Step 3: Approve timesheet/s to enable candidate/s to be paid In order to approve submitted timesheets, go to Timesheets > Timesheet Process to view all the timesheets that need to be approved. Use the radio buttons at the top of the screen to navigate around unsubmitted, submitted and approved timesheets. Zenith Client Managers User Manual - November 2010 Page 6

Click on the Submitted radio button and select all the timesheets you want to Approve (by clicking on the box on the left hand side of each employee) or click on Options and tick Select All to select

7 Click on the Submitted radio button and select all the timesheets you want to Approve (by clicking on the box on the left hand side of each employee) or click on Options and tick Select All to select all. Click on Approve option above the radio buttons to approve all. To see a list of hours you have approved go to Employee Timesheets, and select the week on right hand side of the screen. You will see that they have changed to a green colour. Need to make changes to submitted Timesheets? If you have submitted timesheet entries in error or need to make changes to submitted timesheets, go to Timesheets, Timesheet Process and click on the Submitted radio button to see a list of submitted timesheets. Select the tick box on the left hand side of the employee s timesheet and then click on Unsubmit This will change the employee s timesheet to Unsubmitted where you can then go back to Timesheet > Employee Timesheet and make any relevant changes. Please ensure that the timesheet is then Submitted again so that the employee is paid. Zenith Client Managers User Manual - November 2010 Page 7

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