Managing Timesheets

Timesheets compile daily attendance and visit time into weekly summaries for payroll processing.

Timesheet Workflow

Week Ends → Review → Submit → Approve → Export to Payroll

Weekly Cycle

Day	Action
Mon-Fri	Team records time
Sat/Sun	Week closes (configurable)
Mon-Tue	Manager reviews timesheets
Wednesday	Approved timesheets exported

Reviewing Timesheets

Access Timesheets

1. Go to Team → Timesheets
2. Select the pay period
3. See list of team members

Timesheet Summary

Each team member's card shows:

Metric	Example
Total Hours	41.5 hrs
Rostered Hours	40.0 hrs
Variance	+1.5 hrs
Status	Pending

Detailed View

Click a team member to see:

Daily Breakdown:

Day	Attendance	Visits	Break	Total
Monday	8.5 hrs	6.2	0.5	8.0
Tuesday	8.5 hrs	6.8	0.5	8.0
Wednesday	8.0 hrs	5.9	0.5	7.5
Thursday	8.5 hrs	6.5	0.5	8.0
Friday	8.0 hrs	5.8	0.5	7.5

Time Entry List:

All individual time records for the week.

Common Issues to Check

Attendance vs Visit Time

If total visit time is much less than attendance:

• Missing visit timer entries?
• Lots of travel time? (expected)
• Non-visit work? (training, admin)

Overtime

Hours exceeding rostered capacity:

• Authorised overtime?
• Timer left running?
• Needs adjustment?

Missing Days

Rostered but no attendance:

• Absent without entry?
• Forgot to check in?
• Day cancelled?

Unusual Entries

• Very short visits (forgot to start timer?)
• Very long visits (forgot to stop timer?)
• Manual entries (require explanation)

Making Adjustments

Edit Time Entry

1. Click the entry
2. Make changes
3. Add reason
4. Save

Add Missing Entry

1. Click Add Entry
2. Select date, time, visit
3. Add explanation
4. Save

Remove Duplicate

1. Click the duplicate entry
2. Click Delete
3. Confirm with reason

Audit Trail

All changes are logged with who made them and why. This protects both the business and team members.

Submitting Timesheets

Team Member Submission

Team members can review and submit their own timesheet:

1. Go to My Time → Weekly Timesheet
2. Review entries
3. Click Submit for Approval
4. Timesheet moves to Submitted status

Manager Submission

Managers can submit on behalf of team:

1. Open team member's timesheet
2. Review entries
3. Click Submit

Approving Timesheets

Individual Approval

1. Open submitted timesheet
2. Review all entries
3. Click Approve
4. Timesheet ready for export

Bulk Approval

For teams with consistent records:

1. Go to Timesheets → Pending Approval
2. Review summary for each
3. Select multiple timesheets
4. Click Approve Selected

Rejection

If issues need correction:

1. Click Return for Changes
2. Add note explaining what needs fixing
3. Team member notified to review

Exporting for Payroll

Export Options

Format	Use Case
CSV	Import to most payroll systems
Xero	Direct sync if integrated
PDF	Print for records

Export Process

1. Go to Timesheets → Approved
2. Select timesheets to export
3. Choose format
4. Download or sync

Export Contents

Field	Description
Employee ID	Your internal ID
Employee Name	Full name
Pay Period	Week ending date
Total Hours	For payroll calculation
Overtime Hours	If tracked separately
Leave Hours	Sick, annual, etc.

Timesheet Statuses

Status	Meaning	Who Can Edit
Draft	Week in progress	Anyone
Submitted	Awaiting approval	Manager only
Approved	Ready for payroll	Admin only
Exported	Sent to payroll system	Read only
Locked	Archived for compliance	Read only

Reports

Timesheet Summary Report

Weekly summary across all team:

• Total hours by employee
• Overtime hours
• Comparison to roster
• Cost totals

Variance Report

Highlights discrepancies:

• Over/under rostered hours
• Attendance vs visit time gaps
• Manual entry frequency

Historical Reports

Compare across periods:

• Trends over time
• Seasonal patterns
• Team efficiency

Permissions

Role	Can Do
Owner	Full access, approve, export
Admin	Full access, approve, export
Office	View and edit team, submit
Field	View own, submit own

Best Practices

1. Review promptly - Don't let timesheets pile up
2. Check outliers - Investigate unusual patterns
3. Communicate issues - Talk to team about discrepancies
4. Export regularly - Don't delay payroll
5. Keep records - Maintain exports for compliance

Compliance

Record Keeping

Fair Work requires keeping time records for 7 years:

• YardPilot retains all records
• Export for backup as needed
• Locked timesheets can't be modified

Audit Trail

All timesheet activities logged:

• Who made changes
• When changes made
• What changed
• Why (notes required)

Next Steps

• P4P Integration - Performance bonuses
• Xero Integration - Sync with accounting