How to collect employee time sheets online

Olivier Rousseau
15 February 2023 Employee Management 2 min read

Tracking employee time sheets is one of the most important aspects of running your organization.

Thing is, in this day and age, your employees want to complete this task on their smartphones – and you should too! Let’s explore why going digital matters, and how Activity Messenger can make this happen in a way that’s easy and convenient for everyone involved.

What we’ll be discussed:

Why go digital (3 good reasons)
How to collect timesheets online
Create a online timesheet form
Sharing timesheet with a QR code
Export your data to your payroll software

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Why go digital (3 good reasons)

  • First and foremost: Creating an online form to collect timesheets can be an efficient solution for streamlining payroll… saving you precious time.
  • Second: It can also help reduce errors made during the payroll cycle.
  • Lastly: Data-driven insights like identifying hours worked and total wages earned per employee can allow you to make better decisions.

How to collect timesheets online

Automated Reminders 

Make it easy for your employees to submit their timesheets online by automating reminders by SMS/Email. By setting up an automated system that sends out periodic reminders to employees, there is little excuse for anyone forgetting or not submitting on time. Plus, automated reminders eliminate any back-and-forth communication between employer and employees over whether or not a timesheet has been submitted. 

QR Code Integration 

Generating scannable QR codes ensures employees can easily find and update their timesheets on the spot. This is a nice solution that straddles the line between the digital and physical world. We’ve found that integrating QR codes in strategic locations around an office space makes it more likely for employees to submit their timesheet information on time.

Smartphone User Interface  

The emergence of Generation Z in the workforce means employers need to adopt workflows that appeal to a young generation. Gen Zers are used to technology being at their fingertips all the time, so they will appreciate intuitive, smartphone enabled solutions that streamline repetitive tasks with a few taps and swipes. 

Create a online timesheet form

First, you’ll need to create your time sheet in Activity Messenger. You can start from scratch or use our shared template.
The employee timesheet can include the following information:

  • Employee’s name
  • Payroll number
  • Role
  • Location
  • Pay period
  • Date worked
  • Hours worked
  • Digital signature

These are only suggestions. The form is fully customizable so you can add other types of questions based on your needs.


Sharing timesheet with a QR code

When moving your timesheets online, it’s important to make it easy for your employees to send in their hours. Eliminate back-and-forth communication between employer & employees in 3 simple ways:

  • Add a QR code linking to the form in the break room
  • Add a link on your employees dashboard in Activity Messenger
  • Schedule an SMS/Email reminder to your staff with the link to the form

Export your data to your payroll software

Having a single form to collect employee timesheets will aggregate all the data in one place. From there, you can make any changes that might be required and then easily export the data to Excel to then import in your payroll software.

How Do you get started?

Collecting employee time sheets online doesn’t have to be cumbersome or difficult. What’s important is to start somewhere.

It may take some trial and error but once you figure out what works best for your team you’ll see just how valuable digital tools can be when it comes to collecting information from employees quickly and accurately!

Not sure what to do next? 

Thankfully, this sort of thing is precisely what we do at Activity Messenger.

Activity Messenger can help you:

  • Create customized timesheet forms
  • Automate email/sms reminders to staff
  • Collect time sheets using a Qr Code
  • Export to your payroll software
  • Re-send SMS to staff who have not filled it
  • And more!

Interested in learning more?

Simply click the link below and book a quick demo call with someone from our team

Written by Olivier Rousseau Olivier is a kids sports programs owner who has been operating for over a decade with locations in Montreal, Quebec city & Ottawa. He also helps Gymnastics Club, Swim Schools and Dance Studios streamline their operations. He is the co-founder of Activity Messenger an online registration platform for the sports & leisure industry.

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