Time input
Before
Photographed and PDF timesheets
After
Actual worked time entered through a structured form
Our work / Anonymized nurse-staffing project
From photographed timesheets to structured agency review.
A nurse-staffing agency collected timesheets as photographs and PDFs. Gosai Digital built a Salesforce Sites workflow that connected time entry to the nurse, facility and scheduled shift, with validation before agency review.
Illustrative reconstruction · synthetic data · not a client screenshot
Actual time to agency review
Silent demonstration with captions. Play the video or open the text summary below.
Text summary / static alternative
Start with nurse, facility and scheduled-shift context. Capture actual time worked in structured fields. Missing information needs correction. Required-field, timecard and rate checks precede agency review. The agency considers the submission; checks do not automatically approve payment.
- Setting
- Nurse staffing
- Built with
- Salesforce Sites
- Human decision
- Agency review
- Client
- Anonymized
The work behind every timesheet
A document arrived.
The checking still followed.
Agency staff had to interpret incoming documents, establish which nurse, facility and shift they belonged to, and enter the information again. Missing details and errors created follow-up work, limited visibility and sometimes delayed payments. Future changes to a nurse’s availability also needed coordinator attention so coverage plans could be revised.
One submission, with its context intact
Follow an illustrative submission.
The new workflow used Salesforce Sites forms connected to nurse identity, facility and the scheduled shift. Nurses entered the time they actually worked through a structured form. Required-field, timecard and rate checks were part of the path into agency review.
Illustrative reconstruction · synthetic data · not a client screenshot
From a known shift to an agency decision.
Select a step to follow the entry, checks and handoffs, or read the complete sequence below.
01Start with the shift
Link nurse identity, facility and scheduled shift to the entry. The schedule supplies context; it is not proof of the hours actually worked.
Example linked context
- Nurse
- Example nurse
- Facility
- Example facility
- Scheduled shift
- Example scheduled shift
Context stays with the time entry.
02Capture actual time
Nurses enter actual time in a structured form. Missing or inconsistent information needs attention before agency review.
Example time entry · not a live form
Actual start
08:05
Actual finish
Missing
Required-field example: add the actual finish time before review.
Example values only. This illustrates one required-field check, not the project’s full timecard or rate rules.
03Check, then review
Required-field, timecard and rate checks precede agency review. Passing checks does not replace the agency’s decision.
Illustrative review summary
- Linked context: nurse, facility and scheduled shift
- Submission: actual time entered
- Checks: required fields, timecard and rate validation
- Next owner: agency reviewer
The reviewer considers the structured submission. Exact review actions depend on the agreed workflow. This illustration does not claim automatic payment or payroll approval.
04Follow up on availability
Future unavailability follows a separate coordinator path. A flag prompts coverage review, not an automatic replacement assignment.
Separate future-availability path
- A future-unavailability flag is recorded.
- A coordinator reviews affected coverage.
- The coordinator follows up and revises the coverage plan.
This concerns future coverage. It does not change time already worked or replace timesheet review.
Availability had its own follow-up
Future coverage needs a separate handoff.
A future-unavailability flag surfaced a defined follow-up step for coordinators to revise coverage plans. Time capture described work already performed; availability follow-up helped coordinators address future coverage. Each handoff had a clear purpose.
- 01Future unavailability is flagged
- 02Coordinator follow-up
- 03Coverage-plan review
Illustrative reconstruction · synthetic data · not a client screenshot
Future unavailability to coordinator follow-up
Silent demonstration with captions. Play the video or open the text summary below.
Text summary / static alternative
A future-unavailability flag starts a separate path. The coordinator sees the change, reviews affected coverage and follows up to revise the coverage plan. The flag does not change completed time or automatically assign a replacement.
What changed operationally
From document handling to a structured review path.
The agency moved from unstructured document collection and manual re-entry to context-linked time capture and a structured review path. Coordinators also had a defined way to see future availability changes.
Context
Before
Staff interpreted incoming documents and checked their context
After
The submission was linked to nurse, facility and scheduled-shift context
Checks
Before
Manual checking and follow-up for missing details and errors
After
Required-field, timecard and rate checks were built into the workflow
Review
Before
Document handling and re-entry formed part of the agency’s work
After
Structured information moved into agency review
Future availability
Before
Availability changes needed coordinator attention
After
Unavailability flags surfaced a defined coordinator follow-up
These are qualitative workflow outcomes; measured time savings, error reductions and payment-speed results are not published.
Questions this case can help you ask
Where does a person still need to decide?
When a timesheet arrives, can your team tell which operational record it belongs to? Which details must be checked before review? Where does a person still need to make a decision? Who picks up a future availability change? Those questions are a useful starting point for a focused improvement in your own Salesforce environment.
Start with the workflow
Where does your timesheet handoff break down?
Tell us whether the difficulty is missing context, repeated entry, review visibility or availability follow-up. Please leave worker and client personal information out of the inquiry.