Go to Time and Attendance, then Timesheets.
The timesheets displayed to a user are influenced by the Timesheet Workflow assigned to the Job Order, the user’s role in that workflow, their security permissions, and the search criteria applied.
Understand Timesheet Workflow Participation
The Timesheet Workflow on the Job Order determines who is responsible for actions such as initiating, submitting, and approving the timesheet.
The Timesheets screen contains the following tabs:
Tab | What it contains |
Available | Timesheets created and ready to be keyed or submitted |
Incomplete | Timesheets that have been edited and saved but not submitted |
Rejected | Submitted timesheets that an approver has rejected |
Submitted | Timesheets submitted for approval and waiting for an approver |
Bulk | Timesheets that use a Bulk Timesheet Workflow |
Historical | Completed or released timesheets |
Expired | Timesheets that have been expired and cannot currently be keyed or submitted, but you can restore. |
The count shown beside each tab reflects timesheets in that category that are relevant to the user and the default search criteria.
Use Is Workflow Participant? to control whether the search is restricted to timesheets where the logged-in user is part of the applicable Timesheet Workflow.
If the user’s security role includes Access only to timesheet if user is workflow participant, the user cannot remove this restriction. Users with broader access may be able to search beyond the timesheets for which they are a workflow participant.
📌 Note: When investigating why a user cannot see or action a timesheet, check the Timesheet Workflow, security permissions, selected tab, search criteria, and Is Workflow Participant? setting.
Search for Timesheets
Go to Time and Attendance, then Timesheets.
Enter the required search criteria, and click Search.
Click Reset to clear the main search criteria when required.
Available search criteria can include:
Parent
Client Id
Client Name
Order Staff
Owner Staff
Filled Staff
Job Order Code
Job Position
Client Position
Candidate No
Payee No
Payee First Name
Payee Surname
Week Ending Date From
Week Ending Date To
Timesheet Type
Country
Brand
Region
Office
Is Workflow Participant?
Click the magnifying glass beside Candidate No to look up a candidate where required.
Some tabs can also support Timesheet ID and Timesheet Code, depending on the version and status of the timesheet.
Understand Bulk Actions
Bulk actions allow you to select multiple timesheets in a list and perform the same action on the selected records.
The Bulk tab is different. It contains timesheets that are specifically configured to use a Bulk Timesheet Workflow.
To perform a bulk action, select the checkbox beside each required timesheet. Where available, use the header checkbox to select multiple records.
The available actions depend on the selected timesheets, their status, and the user’s security permissions.
Manage Available Timesheets
An Available timesheet has been created for a Job Order that has been submitted to timesheet, but the timesheet has not yet been saved or submitted.
Depending on the Job Order configuration, the timesheet can already contain information populated from the Job Schedule.
From the Available tab, you can:
Open and enter timesheet details.
Expire one or more timesheets.
Export the grid.
Reset Filter.
Use Manage Layout to control the displayed information.
Expire an Available Timesheet
Go to Time and Attendance, then Timesheets, then Available.
Select the checkbox beside the required timesheet or timesheets.
Click Expire.
Expiring moves the timesheet from Available to Expired and prevents it from being keyed or submitted.
Only Available timesheets can be expired directly. If information has already been keyed, the timesheet must first be returned to an appropriate state.
Manage the Available Grid
The Available grid can include:
Timesheet Type
TS Start
TS End
Client
Job Start
Job End
Job Number
Payee First Name
Payee Surname
Job Position
Order Contact First Name
Order Contact Surname
Site Contact First Name
Site Contact Surname
Report Contact First Name
Report Contact Surname
Use Manage Layout, then Add Columns to display additional information.
Additional fields can include:
Cost Centre
Payee No.
Parent
Department
Candidate No.
PO No
Owner Staff
Order Staff
Filled Staff
Client Position
Delegated By
Delegated From
Delegated To
Delegation Start Date
Delegation End Date
Office
The delegation fields can help explain why an approver can see a timesheet that was originally assigned to another user.
Manage Incomplete Timesheets
An Incomplete timesheet has been edited and saved but has not yet been submitted for approval.
Available actions can include:
Submit
Clear
Print
Export
Reset Filter
Manage Layout
Submit Incomplete Timesheets
Go to Time and Attendance, then Timesheets, then Incomplete.
Select the required timesheet or timesheets, and click Submit.
Multiple Incomplete timesheets can be selected and submitted together.
Clear an Incomplete Timesheet
Go to Time and Attendance, then Timesheets, then Incomplete.
Select the required timesheet or timesheets, then click Clear.
Clearing removes information that has been keyed or saved and returns the timesheet towards its original state.
At least one timesheet must be selected before the Clear action can run.
Print an Incomplete Timesheet
Go to Time and Attendance, then Timesheets, then Incomplete.
Select the required timesheet, and click Print.
Select Print Detailed or Print Summary.
Print Detailed includes the main timesheet information and more detailed shift information such as breaks and project details.
Print Summary provides a summarised version containing timesheet header information, shifts, attendance totals, additional items, and reimbursements.
Manage Rejected Timesheets
A Rejected timesheet has been submitted but rejected by an approver because information needs to be corrected or reviewed.
Go to Time and Attendance, then Timesheets, then Rejected.
Locate and open the required timesheet.
Review the rejection information.
Correct the required attendance, absence, additional item, reimbursement, or other information.
Save the changes.
Resubmit the timesheet for approval.
Rejected timesheets can also be printed, exported, filtered, and customised using Manage Layout.
Manage Submitted Timesheets
The Submitted tab contains timesheets that have been submitted and are waiting for an approver.
A timesheet can pass through multiple approval levels. If additional approval stages remain, the timesheet can stay in Submitted after one approver has approved it.
Available actions can include:
Approve
Recall
Print
Export
Reset Filter
Manage Layout
Approve Submitted Timesheets
Go to Time and Attendance, then Timesheets, then Submitted.
Select one or more timesheets, and click Approve.
If the user is the final approver, the timesheet moves to a released state and becomes available in Historical.
If another approval level remains, the timesheet stays in Submitted for the next approver.
Recall a Submitted Timesheet
Use Recall when an eligible user needs to return a submitted timesheet before the approval workflow is completed.
Whether Recall is available depends on the user’s permissions and their relationship to the timesheet workflow.
Reject a Submitted Timesheet
Go to Time and Attendance, then Timesheets, then Submitted.
Click on the Timesheet and click on the Reject button at the top right of the screen.
Enter the required rejection information.
The timesheet moves to the Rejected tab so the initiator can correct and resubmit it.
Manage Bulk Timesheets
The Bulk tab contains timesheets assigned to a Bulk Timesheet Workflow.
This is different from selecting multiple standard timesheets and performing a bulk action.
With a Bulk Timesheet Workflow, the approver also acts as the initiator.
Available actions can include:
Approve
Expire
Clear
Print
Export
Reset Filter
Manage Layout
Multiple records can be selected before running an applicable action.
Bulk timesheets can also be opened and edited individually when actual attendance differs from what was expected.
Manage Historical Timesheets
The Historical tab contains timesheets that have completed their approval process or reached a historical or released state.
Depending on permissions and the timesheet state, Historical can be used to:
View completed timesheets.
Print a Summary or Detailed version.
Export timesheet information.
Review historical identifiers and details.
Create or work with an adjustment where the user has the required Adjust permission.
Use Manage Layout to display additional historical information.
Timesheet ID and Timesheet Code can also be available for Historical timesheets in supported versions.
Manage Expired Timesheets
The Expired tab contains timesheets that have been expired and are no longer active in the normal timesheet workflow.
A timesheet is typically expired when it should no longer be keyed, submitted, or processed in its current state.
Expiring a timesheet removes it from the active workflow without permanently deleting it.
From the Expired tab, available actions include:
Delete
Restore
Export
Reset Filter
Manage Layout
Restore an Expired Timesheet
Use Restore if a timesheet was expired by mistake or needs to become active again.
Go to Time and Attendance, then Timesheets, then Expired.
Select the checkbox beside the required timesheet, and click Restore.
Once restored, the timesheet returns to the appropriate active tab based on its workflow type and status.
A standard timesheet can return to Available, while a bulk timesheet can return to Bulk.
Delete an Expired Timesheet
Use Delete when an expired timesheet is no longer required.
Go to Time and Attendance, then Timesheets, then Expired.
Select the checkbox beside the required timesheet, and click Delete.
⚠️ Important: Expire and Delete are different actions. Expire removes a timesheet from the active workflow and can be reversed. Delete permanently removes an expired timesheet from further use.
Only expired timesheets can be deleted from the Expired tab.
Export Expired Timesheets
Go to Time and Attendance, then Timesheets, then Expired.
Apply the required search criteria, column filters, or layout, and click Export.
The exported data reflects the current filters and visible grid layout.
Use this to review expired records offline, audit expired timesheets, or identify timesheets removed from active workflow processing.
Use Timesheet Entry Actions
Depending on the timesheet status and the user’s security permissions, available actions can include:
Action | What it does |
Send Message | Sends a message relating to the timesheet |
Save | Saves changes without completing the next workflow step |
Refresh | Refreshes the timesheet using applicable source information |
Submit | Submits the timesheet for approval |
Submit and Approve | Submits and approves where the same user can perform both roles |
Rejection Reasons | Allows relevant rejection information to be reviewed |
Manage Timesheet Grid Layouts
Each Timesheet tab can have its own grid configuration.
Click Manage Layout.
Review the displayed columns.
Remove columns where required.
Click Add Columns.
Select the required additional fields.
Click Add.
Arrange the columns.
Click Apply.
Use Reset Layout to restore the default layout.
Export Timesheet Data
Open the required Timesheet tab.
Apply search criteria and grid filters where required.
Configure the displayed columns using Manage Layout where required.
Click Export.
Reset Timesheet Filters
Use Reset to clear the main Timesheet search criteria.
Use Reset Filter to clear filters applied directly to individual grid columns.
Choose the Correct Timesheet Tab
If you want to... | Go to |
Enter a timesheet that has not been started | Available |
Continue a timesheet that was saved but not submitted | Incomplete |
Correct a timesheet rejected by an approver | Rejected |
Approve or recall a submitted timesheet | Submitted |
Manage timesheets using a Bulk Timesheet Workflow | Bulk |
Find an approved or released timesheet | Historical |
Find a timesheet removed from active workflow | Expired |
Restore an expired timesheet | Expired, then Restore |
Permanently remove an expired timesheet | Expired, then Delete |
Restrict results to timesheets where you participate in the workflow | Is Workflow Participant? |
Apply the same action to several timesheets | Select multiple timesheets and use the applicable action |
Change the information displayed in a tab | Manage Layout |
Export the result list | Export |
📌 Note: Time and Attendance Timesheets is workflow-driven. The Available, Incomplete, Rejected, Submitted, Bulk, Historical, and Expired tabs represent different timesheet states or workflow types. What a user can see and action depends on their Timesheet Workflow participation, security permissions, search criteria, and the Is Workflow Participant? setting.