Timesheets administration

Admin access required

You must be logged in as an administrator to access this section of your site.

Timesheets allow your employees to enter their hours worked into the system so you can pay them. The timesheets feature is enabled by default. To manage timesheets, open Settings → Timesheets → Timesheet settings.

There are a few things to note about timesheets:

1. Timesheets are entered on a weekly basis. Once the submission deadline for the week has passed then users can no longer submit their hours for approval for that week.
2. Each employee who submits their hours into the system can optionally have a timesheets approver. This is particularly useful when your business has multiple teams where each team has a manager responsible for their team’s hours. To add an approver for an employee:
   1. Enable Require timesheet approvals under Settings → Timesheets → Timesheet settings.
   2. Open Settings → Company → Employees, then click the pencil in the Timesheets approver column for that employee.
   3. Then select the “approver” for that employee
   4. Now any timesheets entered by that employee will be presented to the approver for approval.

Approving timesheets

If Require timesheet approvals is enabled, submitted hours go to each employee’s Timesheets approver.

Approve all hours for an employee

1. Open Timesheets.
2. Open the To Approve tab.
3. Find the employee.
4. Click Approve all … hours for [name].

Use To Approve when you want to approve everything outstanding for someone in one step.

Approve one entry at a time

On the All tab, unapproved hours for a person can open Unapproved hours detail for [name]. That window lists each submitted entry with its own Approve button. It does not include Approve all.

If you expected Approve all and only see per-entry Approve, close the detail window and use the To Approve tab instead.

What happens after hours are approved

Approval locks that timesheet entry for the employee and for their timesheets approver.

• Employees and approvers cannot edit or delete an approved entry.
• Administrators can still edit an approved entry from Timesheets.
• Nobody can delete an approved entry while Require timesheet approvals is on. To remove or replace it, an administrator or approver must Un-approve it first.

Approval does not lock the rest of the week. Until the submission deadline, employees can still add new hours on My hours. Those new hours show as unsubmitted or submitted, and they change the week’s total. If you want staff to stop adding hours after you have reviewed the week, lower the Submission deadline under Settings → Timesheets → Timesheet settings.

There is no setting that stops administrators from editing approved hours.

Deleted timesheet hours

Deleting a timesheet row removes it from Timesheets. SortScape does not keep a history of those hours.

If you still have a CSV export from before the deletion, use that to see what was entered. Otherwise ask the employee what they logged and add the hours again from the All tab. See Adding missing hours for an employee.

Adding missing hours for an employee

Admins can add missing timesheet hours for an employee from the All tab on the Timesheets screen.

1. Open Timesheets.
2. Open the All tab.
3. Find the employee and the day you need to update.
4. Click the + button for that day.
5. Check the employee, date, start time, end time, break, and job code if your account uses job codes.
6. Click Add.

If the employee has no hours in the current period, look for them under No hours this week and click the + button beside their name.

If timesheet submission or approval is enabled, admins can also choose whether to automatically submit or approve the new hours.

After the submission deadline

Once the submission deadline has passed, employees can no longer add or submit hours on My hours. The week may show as Closed on the All tab.

Admins can still add missing hours for an employee from the All tab, even after the deadline. Use the + button for the employee and day, then click Add.

If you want employees to enter their own hours for a past week instead, open Settings → Timesheets → Timesheet settings and temporarily increase the Submission deadline. Then ask them to enter the hours on My hours.

Additional timesheet settings

First day of the week

Timesheets are to be entered on a weekly basis. Set the first day of the timesheets week. For example, if timesheets are to include hours worked from Monday to Sunday then the first day of the timesheets week would be Monday.

Submission deadline

This is the number of days employees have to enter and submit their timesheets after the week ends. For example, if this number is 2, then employees have 2 days from the end of the timesheets week to enter their hours.

After the deadline passes, employees can no longer add or submit hours on My hours. Admins can still add hours for an employee from the All tab. See Adding missing hours for an employee.

Time selector increments

When employees enter their hours, the time selector dropdown can be in 5 minute increments or greater.

Auto-add visit hours to timesheets

This setting copies hours from visits onto employee timesheets. Open Settings → Timesheets → Timesheet settings and turn on Auto-add visit hours to timesheets.

Only turn this on if you pay staff for time on site and nothing else. Visit hours do not include travel, lunch, set-out, pack-out, or yard time. Most businesses should leave this off and have staff enter timesheet hours separately.

Once enabled, hours added to a visit from now on are also added to that employee’s timesheet. Existing visit hours are not backfilled. Travel between visits is not included. For example, a visit from 9:00 to 9:45 and another from 10:00 to 11:00 adds 1 hour 45 minutes to the timesheet. The 15 minutes of travel between those visits is not added.

Timesheet hours are for payroll. Job hours on visits are for billing and profitability. See Job hours vs timesheet hours.