Client User Guide - Kelly Services eSolutions

eSolutions WebBase Timesheets
CLIENT User Guide
What is WebBase?
• WebBase is an Internet based timesheet submission process
• Your temporary employees fill out timesheet details on the internet via the Kelly Services website
• You then log onto WebBase and approve their timesheet online
• Once approved, the information goes directly to Kelly Services Payroll and the temporary employee is paid.
How does it work?
Employee
Works
Employee logs
onto WebBase and
submits their
timesheet
Approving Manager
receives email
notification of
timesheet for approval
You log onto
WebBase and
approve/reject the
timesheet
Timesheet is
sent to Kelly
Payroll and
temp is Paid
Logging In
Go to www.kellyservices.co.nz and select “eSolutions
Login”
Select “Client Services” from the side toolbar
The Client Login page will appear
Enter your “User ID” “User Name” and “Password”
• You will have received an email from your
Kelly Consultant with your log on details
If you have forgotten your password, please go to
“Forgotten your password?” and select click
here
Please note: After 5 unsuccessful login attempts, the
system will automatically lock the user out for a 2-
hour period.
Please contact your Kelly Consultant to re-set your
WebBase password.
The main client window will now appear with the
following icons:
Timesheets
Change Password
Log Out
It is advisable for you to change your password the
first time you log in WebBase, simply click on the
“Change Password” icon and enter your new
password.
Make your password easy to remember as you will be
using this on a weekly basis.
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eSolutions WebBase Timesheets
CLIENT User Guide
Timesheets
The Timesheets feature allows you to verify
timesheets entered and submitted by candidates
who are working in your area. You can accept;
reject or print entered timesheets.
Submitted timesheets are colour coded with a
yellow border. Submitted timesheets are ready
for your approval.
Rejected timesheets are colour coded with a red
border. Rejected timesheets are reviewed by you
and can be declined based on incorrect
information.
Incomplete timesheets are colour coded with an
orange border. Incomplete timesheets have been
saved by the candidate but not submitted.
Available Timesheets are colour coded with a
green border. Available timesheets are new
timesheets for the period and require the
candidate to enter timesheet data and submit
the timesheet for client approval.
Accepting Timesheets
To view the timesheet click the candidates name
from the “Client timesheet list” window.
Once the hours have been confirmed select
“Accept” button, the “Client timesheet list”
window returns with the “Accept” box checked
against the timesheet.
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eSolutions WebBase Timesheets
CLIENT User Guide
Please Note: candidates should only enter
start/stop times for UNPAID BREAKS only.
Candidates should not enter paid breaks such as
morning or afternoon tea break as this will impact
their pay.
If a candidates assignment starts at 2200 hours
(10pm) and roles into the following morning for
example: finishes at 0.700 hours (7am). The hours
should be entered and approved as per the
following:
Monday Start 22.00 Finish 24.00 Tuesday start
00.00 finish 07.00
The time and date the candidate submitted the
timesheet will be displayed at the bottom of the
timesheet.
It is necessary to Click the “Save” icon to accept the
approved the timesheet(s).
Once the timesheet has been approved an auto
generated email will be sent to the candidate
advising them that their timesheet has been
approved.
Reject a TimeSheet
To view the Candidate’s timesheet click the
candidate’s name from the “Client timesheet list”
window, - the “Candidate timesheet” window will
display
Enter a comment to the candidate when a timesheet
is rejected. If comments are not entered a reminder
message appears.
Click “Reject” button.
The “Client timesheet list” window returns with the
Reject box checked against the timesheet.
The rejected timesheet is returned to the candidate
for correction.
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eSolutions WebBase Timesheets
CLIENT User Guide
Once the timesheet has been rejected an auto
generated email will be sent to the candidate
advising them that their timesheet has been
rejected. They are then able to log on and resubmit
another timesheet.
Frequently Asked Questions
What if I am out of the office when timesheets need
to be approved?
What if some/all of the hours my temporary employee
had entered are incorrect?
How will I remember to approve timesheets each
week?
Whan do I have to approve my temporary employees
hours by?
How do I find a past timesheet if I have a query?
You are able to access WebBase anywhere you have a computer with Internet access.
You would then reject the timesheet and ask the temporary employee to resubmit
their hours.
If you are an approval manager you will receive an email confirming that the
temporary employee has submitted their timesheet, asking you to then log on and
approve.
For your temporary employees to be paid on time please approve their timesheets by
10am on Monday morning.
Copies of approved timesheets are available by clicking into the “Timesheets menu”
in WebBase and selecting “Archived timesheets”, and fill in the search criteria.
Who do I call if I have problems with WebBase?
We advise that all any communication to candidates should be conducted via your Kelly consultant
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