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How do I manage the Timesheet?

Check working hours, approve or reopen days and export a Timesheet report

This article is for: Standard user, Manager, Admin, Account owner

This feature is available in: Web app, Desktop app, Mobile App

The Timesheet shows a user's working time day by day: time entries, breaks, paid leave, premium pay, balances and compliance violations. In the web app and desktop app, you'll find it under Reports > Timesheet. In the mobile app, it's under More.

Contents

Open the Timesheet

Every user can see their own Timesheet. Managers, Admins and Account owners can also see the Timesheets of the users they're responsible for. Only users who can see others get a dropdown at the top to switch between users.

Follow these steps

  1. Navigate to Reports > Timesheet in the side menu.
  2. If you can see other users: choose the user in the dropdown.
  3. Enter the period in the date picker.
  4. In the column selector, decide which columns are visible.

What the columns mean

The Timesheet shows one row per day. The columns are grouped, for example into Approval, Working time or Balances. Which groups and columns appear depends on your account settings. Hover over a column header to see its full name and an explanation.

Column

Meaning

Approval

AE

(Approved by employee) – the day was approved by the user themselves

AM

(Approved by management) – the day was approved by a Manager or Admin

Status

Shows a warning icon (⚠) on days with a compliance violation, such as a missed break rule. The icon also appears while a day is still being calculated. Hover over it to see the reason.

General

Date

Calendar date

CH

(Contracted hours) – the regular working hours for this day according to the work schedule, before annual leave or other absences

EH

(Expected hours) – the planned working hours for this day according to the work schedule, reduced by paid leave (PL)

Start

Start of the day's first time entry

End

End of the day's last time entry

Break

Total break time for the day

 

Breaks

PB

(Paid break) – the paid break is automatically deducted from the manually recorded unpaid breaks (UB) at midnight

PB details

List of the times when the paid break (PB) was recorded on this day

UB 

(Unpaid break) – the difference between the paid breaks (PB) and the recorded breaks (B)

UB details

List of the times when the unpaid break (UB) was recorded on this day

 

Working time

 

WH

(Working hours) – the sum of all time entries for the day

TWHr

(Total working hours) – the sum of all time entries for the day, including hours with premium pay

PL

(Paid leave) – includes annual leave, sick leave, public holidays and activities such as doctor's appointments or official appointments

TH

(Total hours) – the sum of total working hours (TWHr) and paid leave (PL)

NWHs

(Non working hours) – sum of hours tracked during non working hours 

Overtime

PP

 (Premium pay) – the sum of hours resulting from surcharges

OR

(Overtime policy) – shows whether the overtime allowance or the all-in policy is active. Accumulated overtime is balanced at the end of the period.
OP

(Overtime payout) – overtime recorded as paid out for this day. A positive value reduces the working time balance (WTB); a negative value increases it.

CT

(Comp time) – reduces the expected hours (EH) for this day

PP 25%, PP 50%, PP 75%, PP 100%

(Premium pay) – the sum of all hours with 25%, 50%, 75% or 100% premium pay according to the work schedule

Balances

DB

(Daily balance) – the surplus or deficit for this day

WTB

(Working time balance) – the surplus or deficit from comparing expected hours (EH) with working hours (WH)

AWH

(Annual working hours) – the yearly hour quota; only displayed if hours per year are set up 

AB

(Annual balance) – the remaining hours of the yearly quota; only displayed if hours per year are set up

Absences

AL

(Annual leave) – reduces the expected hours (EH) by the length of the leave; paid leave (PL) increases by the contracted hours (CH)

PH

(Public holiday) – reduces the expected hours (EH) by the length of the public holiday

SL

(Sick leave) – reduces the expected hours (EH) by the length of the sick leave; paid leave (PL) increases by the contracted hours (CH)

OL

(Other leave) – reduces the expected hours (EH) by the length of the other leave; paid leave (PL) increases by the contracted hours (CH)

OL details

List of other leave recorded for that day

Actions (Admin and Account owner only)

Action menu (⋯)

Record an overtime payout for the day. The column stays empty on days that are already approved.

 

    Approve a timesheet

    Approving locks all open days up to a date against changes. This keeps the data reliable for payroll. Every user can approve their own Timesheet, which places a lock icon in the AE column (approved by employee).

    Follow these steps

    1. Open the Timesheet for the user and period you want to approve.
    2. Click Approve.
    3. In the dialog, enter the date in the Approve until date picker. The latest possible date is yesterday.
    4. Click Approve in the dialog.

    TimeTac approves all open days up to and including this date. Alternatively, click a day in the AE or AM column to approve up to that day.

    When can't I approve?

    TimeTac blocks approval if the period contains any of the following:

    • compliance violations
    • open time requests or absence requests
    • a running timer
    • empty days
    • today or a later date
    • the start date or an archived period

    Warning: With compliance violations, you can only approve if the bypass compliance setting is on. You'll find it under Settings > Account settings > Time tracking > Timesheet approval. 

    Record an overtime payout

    To correct approved days, reopen them. Reopening always covers every day from the chosen date up to today, never a single day.

    Who can reopen?

    • Admin and Account owner: always
    • Manager: only for users they manage, and only if the setting Allow management re-approval is on
    • Standard user: only their own Timesheet, and only if setting Allow user re-approval  is on

    Info: You'll find both settings under Settings > Account settings > Time tracking > Timesheet approval.

    Follow these steps

    1. Open the user's Timesheet.
    2. Click Approve.
    3. Under Approve until, enter a date before the last approval date.
    4. Click Approve in the dialog.

    All days after this date are open again. Alternatively, click the checkmark in the AE or AM column on the first day you want to reopen.

    Record an overtime payout (Admin, Account owner)

    An overtime payout documents that a user's overtime was paid out. Positive values reduce the working time balance; negative values increase it. Only Admins and Account owners can see the Actions column.

    Follow these steps

    1. Open the Timesheet for the relevant user.
    2. In the row of the day where you want to record the payout, click the action menu (⋯) in the Actions column.
    3. Select Overtime payout.
    4. Enter the hours as a decimal number.
    5. Click Save.

    The payout appears in the Overtime payout column and is reflected in the user's working time balance.

     

    Info: On days that are already approved, the Actions column is disabled. Reopen the day first. This feature isn't available in the mobile app.

     

    Export the Timesheet as a report

    Exporting creates a Timesheet report for the chosen period. You can pass it on to payroll or keep it for your records.

    Follow these steps

    1. Open the Timesheet for the user and period you want to export.
    2. Click Export.
    3. Choose the format: CSV (.csv), Excel (.xlsx), or PDF (.pdf).
    4. The file is downloaded to your device.
    Tip: The exported Timesheet report contains all visible columns and the selected date range.

    In the mobile app, you'll find the Timesheet under More. There, you can view the Timesheet, approve and reopen days, and export it as CSV or Excel.

    You now know how to check, approve, reopen and export the Timesheet in TimeTac.