Timesheets
Review, approve, and reject the timesheets your staff submit.
A timesheet records the hours a worker actually worked on a booking. Staff submit timesheets from their app; your job in the Admin Portal is to review and approve (or reject) them. Each timesheet belongs to a booking.
Open Timesheets from the sidebar (under the Bookings group).
📷 Screenshot: The Timesheets list.
The Timesheets list
Each row is one timesheet. The columns are:
| Column | What it shows |
|---|---|
| Timesheet Number | The timesheet's reference. |
| Booking Number | The booking it belongs to. |
| Client | The client for that booking. |
| Status | Where the timesheet is in its review (see below). |
| Staff | The worker who submitted it. |
| Booked Date | The date of the shift. |
| Total Hours | Hours worked (after breaks). |
| Expense | Any expenses claimed against it, in GBP. |
Search with the Filter by keyword box (press Enter), and filter by the Timesheet Number, Booking Number, or Status column headers — for example, filter Status to Pending to see everything awaiting review. Use Refresh to reload the list.
Timesheet statuses
| Status | Meaning |
|---|---|
| Draft | Started by the worker but not yet submitted. |
| Pending | Submitted and awaiting your review. |
| Approved | You've approved it. |
| Rejected | You've sent it back with a reason. |
| Cancelled | No longer applicable (terminal). |
Reviewing a timesheet
Click a row to open the timesheet's detail panel. It's organised into:
- Overview — timesheet and booking numbers (the booking number links to the booking), the service, and booked date.
- Client & staff — links to the worker and the client.
- Hours — Start, End, and Break (mins), with Total hours calculated for you. If a PDF has been generated, a Timesheet PDF download appears here. Start, End and Break are editable if you need to correct them — changes save with the panel.
- Expenses — the expense claims made against this timesheet. You can view each claim's receipts and approve or reject it right here — rejecting asks for a reason, exactly as on the Expenses list — so you can settle a shift's hours and costs in one place. See Expenses.
- Approval — when and by whom it was approved, and the rejection reason if it was sent back.
📷 Screenshot: The timesheet detail panel with the Hours and Approval sections.
Approving a timesheet
In the panel footer, click Approve. You'll be asked to confirm:
Approve this timesheet? The timesheet will be marked as approved and the assigned staff member notified.
Confirm with Approve. The status becomes Approved and the worker is notified.
Rejecting a timesheet
Click Reject in the footer. A Reject timesheet dialog opens asking for a reason:
Let the staff member know why this timesheet is being rejected. They will be notified with this reason.
Enter a Reason for rejection (required) — for example, "The recorded hours do not match the booking." — and click Reject. The worker is notified with your reason so they can correct and resubmit.
The Approve button is hidden once a timesheet is already approved, and Reject once it's already rejected. A Cancelled timesheet is final and shows no actions.
📷 Screenshot: The Reject timesheet reason dialog.