End User - Timesheets

Step-by-step: using the Timesheets screen

Each task below is self-contained — jump to the one you need. They're ordered in the sequence you'd typically work through: open your period, enter time, submit it, and (for managers) approve it.

1. Open your timesheet for a period

1. Navigate to the Timesheets screen from your main navigation (look for the timesheet icon, or a "My Timesheets" link from your dashboard).

2. Use the date-range picker to move to the week (or month, if your organisation uses monthly timesheets) you want to work on.

3. Click This Week at any time to jump straight back to the current period.

2. Enter time on the Time tab

1. Make sure you're on the Time tab.

2. For each project/task row, enter hours (or the increment your organisation uses) into the relevant day column(s).

3. If a task you need isn't listed and your organisation allows it, add an unplanned task row, or a non-project row using a configured Timesheet Code for leave, admin, or training time.

4. Click Collapse All to tidy a long list of rows once you're done reviewing them.

3. Copy time from a previous period

1. Click Copy to bring in last period's saved entries (expenses aren't included) as a starting point, then adjust the figures as needed.

2. Or click Copy and Submit to copy and immediately submit in one step, if the prior period's entries are still accurate as-is.

4. Save your entries

1. Click Save to store your entries as Saved without submitting for approval yet.

Saving is safe to do partway through a period — nothing is sent for approval until you explicitly submit.

5. Submit your timesheet

1. Once your entries are complete, click Submit.

2. The status changes to Submitted, then to Waiting if your organisation requires formal approval.

6. Withdraw a submitted timesheet

1. If you need to fix something after submitting but before it's approved or rejected, click Withdraw.

2. This returns the timesheet to Saved so you can edit it.

3. Make your corrections and click Submit again.

7. Log expenses (if enabled)

1. Switch to the Expenses tab.

2. Add a row and complete the relevant fields — Reference, Description, Project, Task, Category, Document, Expense Date, Amount, Billable, and currency details as required.

3. Use Copy or Delete on a row as needed.

4. Save or submit the timesheet as in Steps 4–5 — expenses are included in the same submission.

8. Approve or reject a submitted timesheet

1. Open the timesheet — for example, via the View link on your dashboard's "My Time Sheet Approvals" widget.

2. Review the entries.

3. Click Approve to accept it, or Reject to send it back.

4. If rejecting, enter a required Rejection Comment (1–200 characters) explaining why, then confirm. The submitter will see this comment attached to their rejected timesheet.

9. Reopen an approved timesheet

1. If your organisation allows it, open the timesheet and click Unapprove to reopen an already-approved timesheet for correction.

10. Bulk-approve a batch of timesheets

1. Open the Time Sheet Status report — for example, via "Run Time Sheet Status Report" from the dashboard widget.

2. Check the box next to each Submitted timesheet you want to approve, or use select-all.

3. Click Approve to approve every checked row at once.

4. Use Remind on this same report to nudge people who haven't submitted yet.

This report doesn't support bulk rejection — reject individual timesheets from the Timesheets screen itself, with a comment.

11. Configure timesheet settings (administrators)

1. Open Time Sheet Configuration to set the period Frequency (Weekly/Monthly), enable or disable Overtime, turn on project-level (and optionally second-level) approvals, set minimum/maximum hours per period and per day, the Cut-off date, how many Future weeks ahead entry is allowed, and whether unplanned tasks, expenses, comments, and the billable flag are enabled.

2. Open Timesheet Codes to add or edit non-project time categories — set the Company, Code, Description, Type, Function, whether it counts as normal hours, and its Active status.

Common mistake: assuming a timesheet is still editable after clicking Submit. Once submitted, it's locked until it's Approved, Rejected, or you Withdraw it yourself.