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Timesheets

Timesheets6 min read

Timesheets is the weekly hours grid. You log time against jobs, submit the week, and approvers review it. Calendar suggestions and geo Clock in are optional extras.

When to use this​

Use Timesheets when you are recording hours for the week, or approving someone else's week.

Use My Work for the Log time quick action on a phone. Use Tasks to plan the work that suggestions can pick up.

Timesheets only appear when an admin has turned the module on.

Before you start​

  • Settings → Features → Enable timesheets is on. That adds Timesheets to the sidebar and Log time on My Work.
  • You belong to at least one job you can write time to.
  • Approvers need the timesheets approve permission for Team view.

Open your week

Open Timesheets. The My timesheet tab shows the current week: jobs down the left, days across the top. Use the arrows to change week.

Add time

Any of these:

  • Click a cell to open Add time.
  • Use the quick entry bar above the grid (desktop).
  • On a phone, use the day view and Add time.
  • If Suggestions for this week is showing, Add one item, Review selected, or Review today.

Pick the job. Hours autosave. Add job puts another job on the grid.

Submit the week

When the week is right, Submit for approval. The sheet becomes read-only until it is approved or returned.

If the status is Changes requested, edit and submit again. Unsubmit returns a submitted sheet to Draft so you can fix it before the approver acts.

What done looks like​

  • The week badge is Submitted, then Approved.
  • Cells you filled still show on the grid, but you cannot edit an approved week.
  • Approved hours can be valued on job cost reports using the workspace Internal labour rate.

Common mistakes​

  • Logging against the wrong job. Star the jobs you use most so they sit first in the picker.
  • Submitting with empty days you meant to fill. Change week with the arrows if you were on the wrong week.
  • Looking for Timesheets when Enable timesheets is off. Ask an admin to turn it on under Settings → Features.
  • Expecting Team view without approve permission. That tab is hidden until you can approve.

Team view and approvals​

People who can approve timesheets get a Team view tab. It lists workers for the selected week. Open a person to see their grid.

Approve or request changes from the Approvals queue (header, My Work on a phone, or Finances → Approvals). Requesting changes sets the worker's status to Changes requested.

When geo clock-in is on, Team view can show clocked hours next to logged hours.

Calendar suggestions​

On by default under Settings → Timesheets (Show calendar suggestions).

Suggestions come from items assigned to you in the week: tasks, events, snags, and RFIs. Only jobs you can write time to are included. All-day items use Default hours for all-day items.

Once every suggestion is logged, the panel hides until new calendar items appear.

Time entry detail controls whether a line can stay as job totals, may link a task or calendar item, or must pick one.

Clock in, settings, and billable time

Geo check-in lives under Settings → Timesheets. Enable geo clock-in adds Clock on the timesheet (and clock-in from My Work). The panel is Clock in/out. SiteHut matches the nearest active check-in location. Clock-out can write hours onto the draft sheet.

If you are outside the geofence, Away from allowed location asks for a reason and still stamps GPS. Admins add locations (Add location), optionally linked to a job. Jobs can also store a clock-in pin on the site address.

Require geo-verified time for submission still allows manual lines, but you cannot submit until clock sessions back the time.

Assigned items only (recommended) limits suggestions to work assigned to the worker.

Internal/overhead job is where non-site time can go. Billable / Non-billable on a line is for invoices and recharges when your workspace uses that.

Daily hours warning flags a heavy day; it does not block save.