Timesheets – Admin Portal Guide

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Cancelled	No longer applicable (terminal).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.

Submitted signature

Open a timesheet row to see the signer's position and captured signature in the Approval section. The same details are available from a booking's Timesheet tab. These are read-only details submitted with the timesheet. If no signature was submitted, the sidebar shows No signature provided.