Email a weekly summary of everyone's hours
Every Monday, totals the start and finish times your team logs in a sheet and emails each person's hours to a manager or payroll.
Apps it connects
Authenticate each one once and the workflow is ready to run.
What it does
Each integration step this workflow runs, in order, what it is for, and the conditions and loops that decide when it runs.
- 1Google SheetsRead rowsReads the 'Time entries' tab, taking each row's date, person, start and end by column heading.
For each
person- 2Google SheetsAppend rowAppends one row per person to the 'Weekly summary' tab: week ending, hours, entries counted, entries to check and what to check.
- 2
- 3GmailSendEmails the per person totals and any entries needing attention to your manager or payroll, or says so when no entries were found.
How it works
What happens on each run, in plain English.
Every Monday at 07:00, the workflow reads the clock-in and clock-out times your team logs on a 'Time entries' tab, keeps those from the previous seven days, works out the hours in each and totals them per person. The totals are emailed to your manager or payroll contact and added as one row per person to a 'Weekly summary' tab, so nobody adds up a spreadsheet by hand.
A shift that runs past midnight, such as 22:00 to 06:00, is counted as an overnight shift. An entry that cannot be read is reported, never counted as zero: a missing name, a badly written time, or a finish before the start is listed with its row number. An entry whose date can't be read is listed once, in the week it first appears. If no entries are dated in the week, you still get an email saying so, and if a column heading is missing the run stops and says which one, so a broken sheet never looks like a quiet week. Your entries are only ever read, never edited.
You need Google Sheets and Gmail connected, the link to your timesheet and the address the summary goes to. The entries tab needs 'Date', 'Person', 'Start' and 'End' headings. It records only what people report about themselves and asks for no location or device data.
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