Timesheets

Overview

There are two places called Timesheets. This page covers Timesheets in the sidebar, where hours are recorded for a pay period and approved or rejected. The other is the Timesheets tab inside Schedule, the weekly queue where office staff approve delivered shifts before they become worker pay or a client bill. Both are described below.

Common tasks

Approve delivered shifts for the week

1. Click Schedule in the sidebar, then the Timesheets tab.
2. The top of the page counts shifts that Match the schedule, those that Need review and those Routed to another approver. Use Previous week and Next week to change week.
3. To approve every shift that matches exactly, click Approve N matching shifts. To approve one, expand its row and click Approve.
4. Under Needs review, open each row. It explains what is different, such as “Ran 22 minutes over” or “No finish time entered”. It shows Worker paid and Client billed, the exact amounts that will be written.
5. Choose Approve, Adjust and approve (correct the times or kilometres, with a reason) or Send back to worker (a reason is required, and the worker is sent a new link).
6. Approved shifts move to Approved this week. Approval is what creates the worker’s pay and the client’s bill. Until then, a delivered shift is only “awaiting approval”.

The Scheduler help page covers this queue in full, including travel, expenses and rows that cannot be approved yet.

See all timesheets and find the ones waiting on you

1. Click Timesheets in the sidebar. The heading reads Timesheets.
2. Use the tabs to filter by status: All, Pending, Approved, Rejected (each shows a count). Pending is the work queue.
3. Type a name into Search by worker name… to find a worker.
4. The list shows Worker, Pay Period, Total Hours, Status and Submitted. Click a row to open the timesheet.

Create a timesheet

1. Click Timesheets in the sidebar, then click New Timesheet.
2. Set the Pay Period: Start Date and End Date.
3. In Time Entries, click + Add Row for each block of work and fill in:
   • Date, Start, End, Break (min)
   • Rate Type: Ordinary, Overtime, Leave or Public Holiday
   • Client: the client the time was worked for, or None
   • Notes: optional The Hours column and the totals row (Total:, Ordinary:, Overtime:, Leave:) calculate automatically.
4. Add any overall Notes (“Optional notes…”).
5. Choose Save Draft to keep it for later, or Submit Timesheet to send it for approval.
6. You will see Timesheet saved successfully.

Creating a timesheet needs your login to be linked to a worker profile. If you see No worker profile (“Your account is not linked to a worker profile. Contact an administrator.”), an administrator needs to link it first.

Approve a timesheet

1. Click Timesheets in the sidebar and open the Pending tab.
2. Click the timesheet. Check the hour summary (Ordinary, Overtime, Leave, Public Holiday, Total) and the individual entries.
3. Click Approve. A green line reads Approved on the date and time.

Reject a timesheet

1. Open the submitted timesheet as above.
2. Click Reject. The Reject Timesheet panel opens.
3. Type the Reason (“Enter rejection reason…”). The worker will see it.
4. Click Reject Timesheet. The timesheet shows Rejected: and your reason.

See your own shifts as a Staff Member

1. Click Schedule, then the Timesheets tab.
2. The page shows My timesheet: a read-only list of your own shifts for the week, with client, planned and actual times and status.
3. You cannot approve anything. Shifts are approved by a manager.

Tips

• Timesheet statuses are Draft, Submitted, Approved and Rejected. Approve and Reject only appear while a timesheet is Submitted.
• In the weekly shift queue, a shift is sent back with Send back to worker, not Reject. The shift sits under Waiting on worker until they resubmit.
• A shift marked Delivered before its start time cannot be approved until the day arrives.
• A payroll-ready CSV (MYOB format) is under Settings, Integrations, Export Payroll CSV.

Troubleshooting

• “No timesheets found” Clear the search box and check the status tab. A worker with only drafts will not appear under Pending.

• “No worker profile” Your login is not connected to a worker record, so you cannot create timesheets yet. An administrator needs to fix the link.

• “Failed to save timesheet” Check every entry row has a Date, Start and End time, then try again.

• A delivered shift is not in the weekly queue. Check you are on the right week, and that the shift has been marked Delivered.

• I rejected a timesheet by mistake. The worker can correct and resubmit it.

• A worker’s hours look wrong. Open the timesheet and check the Break (min) and Rate Type on each row before approving.