Timesheet - Management

Purpose

Timesheets record the actual hours worked by each user.

They support organizations in:

• tracking time spent on projects, services, and internal activities
• comparing planned effort from Estimations and Allocations with executed effort
• feeding cost management, invoicing, and profitability analysis
• ensuring compliance with internal time-tracking policies

Timesheets can be created manually by users or generated automatically based on approved Allocations and other integrations.

Access Path

Control Center → Operations Management → Timesheets

1. Timesheets Overview

The Timesheets landing page contains two complementary views:

• List – detailed timesheet records

• Calendar – visual planning and time-tracking views

At the top of both views, summary counters display the number of timesheets in each status:

• Worksheet

• Submitted

• Approved

• Rejected

Available actions include:

• Add Timesheet

• Refresh

• Filters

• Export

• Columns

1.1. List View – Detailed Daily Records

The List tab displays all timesheet entries in a structured table, with one record per line.

💡Important: A timesheet record always represents a single day. Even if the same user registers multiple activities on the same day, each activity is displayed as a separate line.

Key Columns

• Description – activity performed

• User – user who recorded the time

• Effort – number of hours worked

• Status – Worksheet, Submitted, Approved, or Rejected

• Start Time / End Time – time interval registered for the activity, when these columns are enabled

• Week Start Date – week to which the timesheet date belongs

• Cost Center

• Project

• Project – Work Item

• … – additional optional columns

Use Cases

The List view can be used for:

• daily or weekly time review
• bulk approval of team timesheets
• filtering by project, user, date, or Cost Center
• ensuring compliance with expected working hours

1.2. Calendar View – Visual Time Tracking

The Calendar tab provides a visual representation of timesheets by user and period.

It allows users to analyse recorded time in different formats, from a detailed daily view to a broader monthly or yearly overview.

Available Views

Features

• navigation between periods
• quick access to the current day through Today
• multiple daily, weekly, monthly, and yearly views
• timeline views grouped by user
• visibility of recorded effort per user
• color-coded entries according to their status
• AutoFit option to adjust the display automatically
• Refresh, Filters, and Export actions

Use Cases

The Calendar view can be used to:

• identify missing timesheets
• validate project execution over time
• understand when work was performed during the day
• analyse team workload by week, month, or year
• identify overlapping activities or scheduling inconsistencies
• support monthly approval routines

2. Creating a Timesheet

Users can manually add a timesheet by selecting Add Timesheet.

This opens the creation form.

In addition to defining the Effort, users can specify the start and end time of the activity. This makes it possible to register both the number of hours worked and the time interval in which the work took place.

Steps

To create a timesheet:

1. Select Add Timesheet.

2. Select the User.

3. Define the relevant Dates.

4. Enter the number of hours worked in Effort.

5. Define the start and end time in Time Period.

6. Select the applicable Week Days.

7. Complete the project, Work Item, Cost Center, classification, and other relevant information.

8. Define whether the recorded time is Billable, when applicable.

9. Select Save or Save and New.

2.1. Fields Explained

Fields marked with an asterisk (*) are required.

Defining the Timesheet Schedule

The timesheet schedule combines four elements:

1. Dates – defines the date or date range of the timesheet

2. Effort – defines the total number of hours worked

3. Time Period – defines the start and end time of the activity

4. Week Days – defines the days to which the timesheet applies

The duration of the selected time interval is automatically calculated and displayed in the Time Period field.

For example:

4:28 PM – 8:28 PM (4 h)

This represents a timesheet entry of four hours, registered between 4:28 PM and 8:28 PM.

This combination provides more precise time-tracking information by recording both the number of hours worked and the time of day in which the activity took place.

Billable Time

The Billable option defines whether the time registered for a project is considered billable by default.

This field is particularly relevant for organizations that use Timesheets to support invoicing, project profitability analysis, or client billing.

When enabled, the recorded time can be considered in billable effort calculations. When disabled, the time remains registered for workload and cost analysis but is not considered billable.

Save Options

Once saved, the timesheet appears on the landing page with its description, user, effort, date, time interval, project, and status.

3. Timesheet Status Lifecycle

Timesheets follow the same State Machine logic used in Allocations.

The default states include:

• Worksheet – draft status; the timesheet can still be edited

• Submitted – the timesheet has been sent for approval

• Approved – the timesheet has been validated and can be used for accounting, cost, and reporting processes

• Rejected – the timesheet has been returned for correction

💡Note:

• Submitters can create and submit timesheets.

• Approvers can validate or reject timesheets.

4. Timesheet Columns – Additional Details

The system allows additional columns to be activated in the Timesheets List view, including:

• Week Start Date

• Start Time

• End Time

• Cost Center

• Cost Center – Item

• Project

• Project – Work Item

• Allocation

• Service

• Classification

• Billable

• Submit Date

• Status

These columns provide greater visibility over the information recorded in each timesheet and support reporting, validation, and approval activities.

5. Relationship with Allocations

Timesheets may or may not be linked to Allocations, depending on the organization’s policy.

Timesheets can be:

• linked to an Allocation, supporting stronger planning accuracy

• registered directly, even when there is no related Allocation

This provides flexibility for different operating models:

• organizations with detailed planning processes can require Allocations before time registration

• organizations with lighter planning processes can allow direct timesheet registration

When Timesheets are linked to Allocations, users can compare planned effort and scheduled time with the actual effort and time recorded.

Related Articles

Resource Management – Allocations
Resource Management – Resource Manager
Project Management – Work Items