How a Greenwich Language School Streamlined Timesheets with People Inc. Employee Self Service

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CASESTUDY

From Excel Timesheets to Employee Self Service:

How an international language school replaced manual spreadsheet timesheets with the People Inc. Employee Self Service Time Sheets module—improving accuracy, speeding up approvals, and unlocking better management reporting.

Delivered by PeopleFirstHR — UK HR software implementation specialists

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Results at a glance

Timesheets completed online by staff via browser (PC, tablet, or mobile)

Automated approval workflow with email notifications for managers and HR/payroll

Central visibility of timesheet status (what’s open, submitted, approved)

Better reporting by location and period (e.g., total hours per site, per month)

Reduced admin time by removing repetitive Excel setup, chasing, and checking

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BACKGROUND

Client snapshot

Organisation: International language school

Location: Greenwich (with locations across the UK)

Existing HR system: People Inc. (in place for several years)

Already using: Employee Self Service for holiday and absence (booking + approvals)

New requirement: Track teaching hours across multiple sites and support flexible working (including compressed hours)

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THE CHALLENGE

Excel timesheets created admin drag, risk, and poor visibility

The client needed a reliable way to record and report hours worked by teaching staff across different language schools around the UK—while also supporting flexible working arrangements such as compressed hours.

Their existing approach was Excel-based timesheets. In theory it worked. In practice, it created constant admin overhead for both employees and HR.

The HR team faced recurring issues such as:

• Creating and distributing new timesheet templates every period for every employee
• Remembering to add new starters and remove leavers mid-cycle
• Reliance on each person setting up and updating spreadsheets correctly
• Confusion caused by Excel’s decimal handling for partial hours
• Risk of accidental—or intentional—data manipulation
• Emailing spreadsheets back and forth (or saving multiple versions to shared drives)
• Lack of clear visibility: who has/hasn’t submitted, and which timesheets are approved
• Significant manual effort checking for errors and preparing payroll-ready information
• Limited ability to compare historical records or produce useful management reports

The result: the process consumed time disproportionate to the value it delivered—and created ongoing risk around accuracy and control.

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THE SOLUTION

People Inc. Employee Self Service Time Sheets module (fully integrated)

Because the client was already using People Inc. successfully, the most efficient solution was to extend their Employee Self Service capability with the Time Sheets module.

This allowed the entire timesheet process to be managed directly within People Inc.:

• Employees log in via an internet browser and complete timesheets quickly
• Managers receive automatic email prompts to review and approve submissions
• HR/payroll are notified automatically once approvals are complete

Rather than a chain of spreadsheets and emails, the process becomes structured, auditable, and centrally controlled.

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IMPLEMENTATION

Fast, structured, and designed for minimal disruption

The module was implemented within a matter of days, enabling the organisation to move away from spreadsheets quickly and start seeing benefits immediately.

What changed in practice

Employees completed timesheets online using a familiar self-service approach (already proven for holidays/absence).

Managers approved timesheets in-system following automated notifications.

HR gained a central view of all timesheets, with filtering by period and the ability to focus on open/outstanding items.

Key capabilities delivered

• Secure, centralised timesheet data stored inside People Inc.
• No extra software or hardware required—browser-based access
• Configurable timesheet categories to reduce entry errors
• Comparison against work patterns and absence records for better validation
• Support for flexible working by comparing hours worked vs contractual hours
• Improved GDPR posture by reducing employee data sent via email or paper

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IMPACT

Less admin time, more control, and better reporting

Once live, the organisation immediately reduced the admin load created by spreadsheets—both the repetitive work (creating templates, distributing, chasing) and the hidden work (checking, correcting, consolidating, and formatting for payroll).

Key outcomes included:

• Faster processing: fewer manual steps and fewer handoffs
• Greater visibility: clear tracking of what’s submitted, pending, and approved
• Improved accuracy: reduced spreadsheet error and manipulation risk
• Payroll readiness: easier to produce information for payroll processing
• Better management reporting: clearer insight into hours worked by location and period, plus reporting options such as overtime and cost breakdowns

The time saved by replacing the manual process delivered an immediate return on investment, reducing admin cost and improving confidence in the data.

• Requires People Inc. Employee Self Service module.

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Why PeopleFirstHR for People Inc. Employee Self Service Timesheets?

If you’re already using People Inc.—or evaluating it—PeopleFirstHR can help you extend Employee Self Service in a way that reduces admin effort without adding complexity.

We focus on practical, low-disruption implementations that work for busy HR teams, with training and support that gets you live quickly and confidently.

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Ready to reduce timesheet admin and improve reporting?

If you’re managing timesheets in spreadsheets—and chasing submissions and approvals every month—there’s a simpler way.

Talk to PeopleFirstHR about implementing the People Inc. Employee Self Service Time Sheets module.

☎ 0330 223 6180	✉ enquiries@peoplefirsthr.co.uk

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FAQ’s

Is the People Inc. Timesheets module suitable for multi-site organisations?

Yes. It’s designed to support central reporting across locations, making it easier to track hours by site and by period.

Can employees complete timesheets on mobile devices?

Yes. Employees can log in via an internet browser on a PC, laptop, tablet, or mobile phone.

How does approvals work?

Managers are automatically emailed to review and approve timesheets. HR/payroll are then notified when approvals are complete.

How quickly can it be implemented?

In many cases, the module can be implemented in a matter of days, depending on your setup and reporting requirements.

Does it support flexible working and compressed hours?

Yes. The module can help compare hours worked against contractual hours across a period, which supports flexible working arrangements.