The Explain this to me feature helps managers understand the figures shown in an employee's timesheet. One explains how Balance and Extra hours are calculated, why they may differ, and how the figures relate to the employee's day-by-day time records and applicable policy.
Overview
When you view an employee's timesheet, you can ask One to explain the Balance or Extra hours shown on the timesheet.
One uses the exact information behind the figure you're viewing, including:
- The value shown on the Balance or Extra hours card
- The dates covered by the period
- The policy that applied during that period
- The employee's planned, contracted, and worked time
The calculations needed to reconcile the daily records with the figure shown on the card.
If Balance and Extra hours have different values, One explains the specific difference that accounts for the gap.
One also uses the policy version that was in effect during the relevant period, rather than applying the policy that is active today.
When and why it should be used
Use Explain this to me when you want to understand:
- Why an employee's Balance has a particular value
- Why Extra hours are different from Balance
- How the figure on a timesheet was calculated
- Where extra hours went or how they were settled
- What happened on each day of the period
- Which rules or policy applied to the calculation
This can help managers understand timesheet figures without having to manually review policy settings, shifts, and daily records.
How to use
- Open the employee's Timesheet
- Find the Balance or Extra hours card
- Click Explain this to me
- One opens with a question about the selected figure already prepared
- Review One's explanation in your language.
- If you need more information, ask follow-up questions about the calculation, the difference between Balance and Extra hours, or a specific day in the period
You can use this feature when viewing someone else's timesheet, for example as an administrator or manager. It is not available on your own timesheet.
One answers within your existing permissions. It only provides information you're allowed to view.
Tips and best practices
- Start with the figure you want to understand: Select Balance or Extra hours depending on what you need to investigate.
- Review the reconciliation: One can show how the day-by-day planned, contracted, and worked time leads to the figure shown on the card.
- Ask follow-up questions: If the initial explanation doesn't answer your question, ask One about a specific day, calculation, or difference.
- Keep permissions in mind: One only provides information that you're allowed to view according to your existing permissions.
- Use the feature to investigate differences: When Balance and Extra hours don't match, One explains which difference accounts for the gap.
FAQ
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What can One explain on a timesheet?
One can explain the Balance and Extra hours figures shown on an employee's timesheet, including how they were calculated and why they may differ.
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Can One explain why Balance and Extra hours are different?
Yes. One identifies the specific difference that explains the gap between the two figures.
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Does One use the current policy when explaining a past period?
No. One uses the policy version that was in effect during the period being explained.
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Can One show how the figure was calculated?
Yes. One can provide a day-by-day view of planned, contracted, and worked time and a reconciliation that explains how these records result in the figure shown on the card.
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Can I ask One about a specific day?
Yes. After One explains the figure, you can ask follow-up questions about individual days or other details of the period.
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Who can use this feature?
Administrators and managers who can view another employee's timesheet can use Explain this to me. The feature is not shown on your own timesheet
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Does using this feature count as a One question?
Yes. Using Explain this to me counts as a normal One question for the person who uses it.
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Does One show information that I do not have permission to access?
No. One answers within your existing permissions and only uses information you're allowed to view.