🎯 Objective
This article explains how the administrator manages employees' timesheets and schedules in mySilae Entreprise.
The administrator can:
- View, modify, approve, deny or cancel their team's timesheets
- Access the monthly summary of their team's activity
- View and manage their team's schedules
- Export activity data
🔐 Prerequisites
- The Time management module must be activated in mySilae Paie
- Have administrator rights for this module
💻 Available features
🕒 Daily activity
🔸 Viewing timesheets
From the Daily monitoring section > Daily activity menu, the administrator can access timesheets:
Daily activity is declared by week, from Monday to Sunday, according to the payroll calendar. It is therefore possible for a working week to overlap two different months.
Example: Monday 28 April to Sunday 4 May is attached to the May payroll period.
Three entry methods are available:
- Daily total: the employee simply enters the number of hours worked per day
- Time range: the employee enters their start and end times for the day
- Daily package tracking: the employee declares the days worked by half-day (morning / afternoon)
In the Completed column, the administrator can immediately view:
- The hours and days actually worked
- The hours and days planned for the week
🧭 Timesheets can have the following statuses:
- Waiting for declaration: waiting for the employee to enter their hours
- Waiting for approval: the employee has approved their hours, which are now waiting for approval by the administrator or manager
- Refused: the administrator or manager has denied the timesheet; the employee must modify it and send it again
- Approved: the timesheet has been approved by the administrator or manager
- Closed: once approved, the timesheet changes to Closed status when the payroll period is closed and payslips have been issued
To make searching easier, the administrator can apply filters.
🔸 Modifying timesheets
By clicking the ✏️ icon, the administrator can modify their team's entries. They can also add a comment.
Hours, time ranges or daily packages must be entered correctly before approval.
Once the timesheet has been approved, only the administrator can cancel it.
🔸Bulk approval
To approve several timesheets simultaneously, you have two options:
- Select the timesheets manually, one by one
- Click the box to the left of the “Employee” column to select all displayed timesheets
The first approver takes precedence: if the administrator approves a timesheet before the manager, it is considered approved. There is no double approval.
🔸Denying a timesheet 🆕
The administrator or manager can deny a timesheet when it has the Waiting for approval status. They must enter a comment explaining the reason for denial. This comment will be visible to the administrator and the employee.
When a denial is issued:
- The employee receives a denial notification
- They must modify their entry and send their timesheet again for approval
The administrator can still directly approve a timesheet with the Refused status if the employee has not made a new declaration by the deadline.
🔸 Cancelling approval of a timesheet 🆕
Only the administrator can cancel approval of a timesheet:
- The timesheet must have the Approved status and the payroll period must be open
- The timesheet retrieves any information modified by the payroll manager
- The timesheet returns to the Waiting for approval status for both the manager and the administrator
- The data returns to the temporary table
👤 Manager journey 🆕
The manager now has dedicated access to manage the daily activity and schedules of employees within their management scope.
- They have the same features as the administrator (within their scope), with the exception of cancelling timesheets that have already been approved.
- For schedules, they create time grids, assign them, publish their team's schedule and monitor legal alerts.
- There is no double approval of timesheets: the first person to approve (manager or administrator) takes precedence.
🔸Monthly summaries
From the Daily activity menu > Monthly summaries tab, the administrator can find a monthly summary of the daily activity recorded in approved timesheets:
📆 Schedule management
🔸 Creating weekly time grids
From 📍 Configuration > Time management, click the Weekly grids tab:
All time grids already configured in mySilae Paie appear in the colour “blue”.
You can create new grids by clicking Add a grid. A window opens and you must enter:
- A weekly grid code: the code is required and unique for each grid
- A label
- A colour
- The time ranges for each day: you can enter up to 5 time ranges for one day. If the end time is after 00:00, the split will automatically be made over the following day
Save the time grid once it is complete.
By clicking the three dots, you can duplicate, archive and add an existing grid to favourites:
🔸 Assigning time grids
From 📍 Configuration > Time management, Assignment tab, the administrator can assign time grids to each employee for each week by clicking Assign a grid:
It is not possible to assign a time grid to a week when an activity entry is waiting for approval. Similarly, a grid cannot be assigned to a payroll period that has already been closed.
Only employees with an active contract are displayed. A window opens, allowing you to select:
- The relevant employee or employees
- The grid to assign
- The relevant week
- And enable recurrence to assign a grid over several weeks
You can modify the assignment of an already published time grid by selecting a new grid and clicking Update this assignment, or delete it — and, if it is recurring, delete only this assignment or the complete recurrence.
🔸 Understanding assignment statuses
Time slots and time grids can have the following statuses:
- ⏳ Being created: the time slot or grid is being entered and has not been published.
- ⏳ Being modified 🆕: an already published time slot or grid is being modified. This new status distinguishes a modification from a creation.
- 🗑️ Being deleted: the grid was published and then deleted, but the new schedule is still a draft
- 🔒 Cannot be modified: the payroll period is closed; no further modifications are possible.
- 🕐 Published: the time slots or grids are assigned and published.
The publication status of the schedule is also shown in the top right:
Draft: time grids are in draft or being deleted.
Published: the time-grid schedule is visible to employees and administrators.
🔸 Publishing the schedule
Once the schedule is ready, click Publish to make it available to employees. Until it is published, the schedule remains a draft and employees cannot see it.
- Publication applies to all employees in the team, even if filters are applied and only some of them are displayed
- Publication applies to the entire schedule: all weeks are published at once
- Grids “being deleted” disappear and draft grids change to “published”
Before publication (= draft):
After publication:
🔸 Scheduling daily time slots (outside a time grid)
From the Schedule management screen, it is now possible to create one-off time slots (“shifts”) in addition to time grids:
- Add time slots directly from the schedule
- Draft mode before publication
- Publish time slots for one week
- Locked mode when daily activity entry is in progress or the payslip has been calculated
- Below each employee's name, on the left of the schedule, display the number of scheduled hours, the number of contractual hours and the difference between the two (under-scheduling or over-scheduling). A tooltip for each counter explains its value.
🔸 Quickly deleting a time slot 🆕
You can delete a time slot with one click, directly from the schedule, without opening the details panel.
- In Schedule management, hover over the time slot to delete: a bin 🗑️ icon appears to the right of the time slot.
- Click the icon. No confirmation is required.
The result depends on the status of the time slot:
- Being created: the time slot disappears from the schedule immediately.
- Published: the time slot changes to “Being deleted” (white background, crossed-out times). It remains visible until the next publication, and you can cancel the deletion in the meantime [to be completed: how to cancel].
- Being modified: the time slot returns to its original published version and the unpublished modification is abandoned.
🔸 Understanding the counters
Below each employee's name, on the left of the schedule, the administrator can find:
- The number of scheduled hours
- The number of contractual hours
- The difference between the two, to identify under-scheduling or over-scheduling at a glance
A tooltip for each counter explains its value.
👤 Manager journey 🆕
The manager also has dedicated access to manage the schedules of employees within their management scope.
They have the same features as the administrator (within their scope): creating time grids, assigning them, publishing the schedule and monitoring legal alerts, with the exception of enabling or disabling schedule alerts.
They can access the schedule settings from the Schedule management page, using the Schedule configuration redirect button.
🚨 Schedule alerts 🆕
🔸Enabling / disabling alerts
From 📍 Configuration > Time management > Schedule alerts tab, the administrator can enable or disable schedule alerts:
All alerts are enabled by default.
These alerts appear in the Schedule management menu when mySilae Entreprise detects that the thresholds have not been met.
These alerts are non-blocking.
🔸Available schedule alerts
The schedule flags risky situations in real time. Two types of alerts may appear:
- 🔴 Red alerts (blocking): only in the event of overlapping hours. It is impossible to publish the schedule
- 🟠 Orange alerts (non-blocking): insufficient daily rest, excessive consecutive days, excessive daily duration, excessive weekly duration, excessive daily span
If an alert spans two weeks, it appears on Sunday and Monday.
A counter button (at the top of the schedule) displays the total number of active alerts for the visible period.
To hide the alert, click “I understand”.
🔸Monitoring schedule alerts 🆕
A dedicated screen allows you to manage all alerts in the file, both active and hidden, with filters, details and direct navigation to the relevant schedule.
📍 Access: from the Schedule management menu, click View all anomalies to open the monitoring screen.
Monitoring table
Filters allow you to refine the display by period, employee, alert type and status.
“Alert details” panel
- Active alert: displays the finding, the applicable threshold and a suggested correction. The I understand button allows you to hide it.
- Hidden alert: displays the date and author of the hiding action, with a Show again button to make it visible again.
Navigation:
The View on schedule button, available from the details panel, takes you directly to the relevant day.
🧾 Timesheet export
Two methods are available:
- From the Daily activity entry menu: the administrator has access to an Export data feature.
- From the Exports menu: the administrator has access to a Configure an export feature.
Then choose the required export type:
- Leave counter (Absences and mobility) → you must choose the format (PDF or XLSX)
- Absences in list view (Absences and mobility) → you must choose the period and format (PDF or XLSX)
- Timesheets (Daily activity) → you must choose the entry method
⏳ Once the export has been launched, refresh the page until the status changes to “Completed”, then download the generated file.