Staff Activities
Staff Time Sheet
When you track your time on your time sheet, each time record requires an activity. You can't simply sign in and out, like the way children are signed in and out. Staff time must be tracked by activity. There are several important reasons for this.
- With activities linked to rooms, TimeSavr can accurately track real time ratios
- You can tell TimeSavr which activities are eligible for staff wage top ups and which are not
- Activities can be assigned to specific programs, which is necessary information for the wage top up claim
On the desktop app, activities are always listed on the right side of the staff time sheet, and you can start tracking time against any one of these activities simply by clicking on it.
If you have no activities listed, or you want to modify your list of activities click the Add or Remove Activity link.
On the mobile app, you select your activity either from the dropdown, or on a small, phone sized screen, you'll select it from the popup menu after you click "Clock In".
Creating New Activities
To create new activities (or modify existing activities) go to Admin / Staff / Activities Setup in the desktop app. Here you'll see all your existing activities. Click the "New activity" link at the top of the list.
Linked Rooms
When you create a new room, Timesavr automatically creates a matching activity and links the two together. The purpose of this link is for the system to calculate child:staff ratios. So when an educator is using this activity to track time, they are assumed to be in ratio in the linked room. Without the room activity link TimeSavr would have no way of knowing which room the educator was in.
Since room activity links are created automatically for you, you shouldn't ever have to mess with them, but if necessary, they can be modified, or fixed, in Admin / Rooms / Room Activity Links.
On this page, typically you will want the room name and the staff activity name to match, because it makes sense for a staff activity linked to a room to have the same name as the room itself. If you change the name of a room, you should also change the name of its linked activity to avoid confusion.
Claim Form
The Wage Topup Claim column is important, as it tells TimeSavr on which claim report to count the hours for each activity. The options available will depend on the programs you have enabled. You can manage your programs in Admin / Program / Program Types. If the activity is not eligible for the provincial wage top up, select "Not eligible". These hours will then still be counted on staff payroll reports but will be omitted from the claim report.
For the purposes of this article, OSC stands for Out of School Care.
If you have either a daycare, or OSC, or both, as long as they are under the same license, use the (Daycare or OSC) Wage Topup Claim options. Do not use (Daycare separate licence childcare), even if you only have a daycare, as that would then put the hours on a different claim report. The only time you would use one of the (Daycare separate licence childcare) options, is if you have two separate programs (whether that be two daycares, or two OSC programs, or one of each) and your two programs are not under the same government license, and you have to submit your staff claims separately for each program. For example:
Your Program Configuration | Claim Form value for First Program | Claim Form value for Second Program |
One daycare & one OSC, but under the same license | Daycare or OSC childcare | Daycare or OSC childcare |
One daycare & one OSC, each under their own license | Daycare or OSC childcare | OSC separate licence childcare |
Two daycare programs, each under their own license | Daycare or OSC childcare | Daycare separate licence childcare |
Two OSC programs, each under their own license | Daycare or OSC childcare | OSC separate licence childcare |
Note, the alternate program can be enabled in Admin / Program / Program Types and is intended primarily for, and is labeled as, a Family Group Home program but can be used as an alternate daycare or OSC program. The claim report for this program will include an age group break down that includes children for both daycare and OSC age groups. When this program is enabled, you will see the "separate licence" options when creating your activity, or modifying an existing activity.
When you select different values for the Wage Topup claim, then that means those activities will be counted on different claim reports. All the subsidy and wage top up claim reports are found in Reports / Subsidy and the reports listed are dependent on the programs you have enabled.
Related Articles
Using the Staff Timesheet
Time as You Go Whether you're using the mobile app or the desktop app, the concept is the same. The easiest way to track time on your timesheet is to simply record time as you go throughout your day, by selecting your activity each time you start a ...Real Time Ratios
Indicators Each program in your database (daycare, osc, preschool, etc.) has its own ratios page where real time ratios are calculated throughout the day. For example, to view your daycare ratios go to Daycare / Daycare Ratios. On the ratios page, ...Subsidy Claim Numbers Don't Match
Symptom On your subsidy claim report (Reports / Subsidy / Claim - Children) the number of children listed, does not match the number of children counted in the breakdown at the bottom of the report. Cause #1 If you have more children on your list, ...Child Listed Twice on Subsidy Claim
Symptom On your subsidy claim report (Reports / Subsidy / Claim - Children) you see the same child listed multiple times. Cause This happens when you have multiple subsidy approvals, for this child, that overlap. In other words, there are multiple ...Staff Schedule
Overview The staff scheduling feature in Timesavr is designed to simplify the management of work schedules for your organization. It offers a flexible, intuitive interface for creating, managing, and modifying staff shifts. Whether you're a manager ...