Use Time Tracking to create, import, submit, approve, reject, or cancel a weekly timesheet for an employee.

Before you begin

Select the organisation and confirm that an active employee is configured for timesheet capture. If no eligible employees exist, the screen shows “No employees available for timesheets” and directs you to “Review employees”.

Steps

  1. Review the timesheet queue

    Open Time Tracking and review Total entries, Pending review, and Average variance. Use Review pending to filter submitted entries.

  2. Choose manual entry or import

    To enter a row manually, select “New timesheet”. To load a file, select “Import timesheets”.

  3. Select employee and week

    In the weekly form, select “Employee” and set “Week starting”. “Week ending” is derived; the week start must be a Monday.

  4. Check expected and worked hours

    Check Expected hours, Worked, Remaining hours, Regular, Overtime, and Unpaid. Expected hours use employee or organisation settings; review the variance before submission.

  5. Enter time allocations

    In the time allocation grid, add rows with “Day”, “Activity/Description”, “Type”, and “Hours”. Use “Add row” for each activity and add admin notes when needed.

  6. Save or submit

    Select “Save draft” to keep the row in Draft, or “Save and submit” to move it to Submitted.

  7. Review the status

    In the list, use the row action appropriate to the status: “Submit timesheet”, “Approve”, “Reject”, “Cancel timesheet”, “Edit timesheet”, or “View details”.

What to check

The table includes Hours & breakdown, Status, Variance, and Payroll impact. It can show Posted to payroll after payroll use. Open View details for the weekly day and activity breakdown; confirm the totals and source before treating a timesheet as ready for payroll review.

Common problems

Week start must be a Monday

Change the start date; the ending date is derived.

Add at least one populated activity row

The grid needs a complete activity and positive hours.

Import timesheets or New timesheet is disabled

Review employees and timesheet-capture eligibility first.

Submitted timesheet row is not approved

Use the available action to approve or reject it; saving a draft does not approve it.

Important boundaries

Approval is a timesheet record state, not payroll finalisation. Confirm the approved hours and the payroll run’s own preview before locking pay.

Related guideTime import issueRelated guideImport timesheets from CSV or XLSXRelated guideTime off requestsRelated guidePayroll preparation checklist