Timesheets

Managing time, Claims and Payroll

Timesheets

Efficient time management is crucial for the success of a social care agency. It ensures clients receive timely support and resources are utilized effectively.

The Fieldworker platform lets your agency manage the time spent by your employees, manage it to drive payroll, and generate claims. The Time Management page can be accessed from the left side menu. The Timesheets page is the central management area for tracking, reviewing, and processing employee labor hours. This dashboard provides a comprehensive view of all timesheets within a selected pay period, allowing for easy monitoring of submission statuses and total hours worked.

1. Navigation and Filters

Use the top controls to narrow down the data displayed in the table:

• Select an Employee: Use the dropdown menu to filter the list and view timesheets for a specific staff member.

• Date Navigation: * The center display shows the current viewable range (e.g., Mar 01 - Mar 31, 2026).

  • Use the << and >> buttons to move between preceding or succeeding pay periods.

• Search Bar: Located above the table on the right, this allows you to quickly find an entry by Employee Name or ID.

2. Understanding the Timesheet Table

The table provides a high-level summary of labor data for the selected period:

Column	Description
Employee ID	The unique internal identifier for the staff member.
Timesheet ID	The unique reference number for that specific monthly/period record.
Employee Name	The name of the fieldworker.
Total Hours	The sum of all logged hours (e.g., 0.00 if not yet entered).
Timesheet Status	Shows the current state: ACTIVE (open), SUBMITTED (awaiting review), or APPROVED.
Submitted On	The date the employee officially sent the timesheet for review (N/A if still active).

3. Key Actions

• Bulk Actions: Use the blue Bulk Actions button at the top right to perform operations on multiple selected rows simultaneously (such as bulk approving or exporting).

• Edit/View (Pencil Icon): Click the blue icon in the Actions column to open a detailed view of an individual's daily logs, where you can manually adjust entries or review specific task breakdowns.

• Export: Use the download icon (arrow pointing down) above the table to generate reports for payroll processing.

• Refresh: The circular arrow icon updates the table with the most recent entries from the field.

4. Global Settings & Additions

• Add New (+ Icon): Located at the top right, this allows administrators to manually create a timesheet entry for an employee.

• Settings (Gear Icon): Access configuration options for pay period durations and overtime rules.

Pro Tip: If an employee's total hours appear as 0.00 but they have been working, ensure they have "Checked-out" of their assigned workflow tasks, as many hours are calculated upon task completion.

For an admin user, all employees will be listed on this page. For a manager, only the employees directly or indirectly reporting to them will be listed. The timesheet status indicates the current state of a timesheet. The status of one or more timesheets can be changed by using the actions listed in the top right corner.

Bulk Actions on Timesheets

The Bulk Actions feature is designed for high-efficiency management, allowing administrators to update multiple employee records simultaneously. This is particularly useful at the end of a pay period or after a group submission.

1. Selecting Records

Before applying a bulk action, you must select the target timesheets:

• Individual Selection: Click the checkbox on the far left of each employee row.

• Select All: Click the checkbox in the table header to select all visible records on the current page.

2. Available Bulk Actions

Once records are selected, click the BULK ACTIONS button at the top right to reveal the following options:

• Approve: Finalizes all selected "Submitted" timesheets, marking them ready for payroll.

• Lock: Freezes the selected timesheets. Once locked, no further edits can be made by employees or supervisors.

• Unapprove: Reverts an "Approved" status back to "Submitted" or "Active" if corrections are needed.

• Unlock: Removes the freeze on a timesheet, allowing for manual adjustments.

• Generate Missing Timesheets: A powerful utility that scans for employees who have not yet had a timesheet record created for the current period and generates them automatically.

3. Execution and Confirmation

After selecting an action:

1. A confirmation prompt may appear to ensure you want to modify multiple records.

2. The Timesheet Status column will update in real-time to reflect the change (e.g., shifting from ACTIVE to APPROVED).

3. A success notification will appear at the bottom of the screen once the processing is complete.

4. Search & Filter Integration

To make Bulk Actions even faster, use the Search Bar or Employee Filter first.

Example: Filter for all "Submitted" timesheets, click "Select All," and then use Bulk Approve to finalize your entire team's payroll in seconds.

Individual Employee Timesheet View

To review or look into the details of a submission, simply click the icon in the rightmost column, in the relevant row. You can also select an employee by name from the drop-down. The Individual Timesheet View provides a detailed breakdown of a specific employee's hours for a selected pay period. This screen is used by administrators to review daily tasks, adjust entries, and move the timesheet through the approval lifecycle.

1. Employee Header Information

The top section displays the profile of the selected staff member:

• Employee Name & Role: (e.g., Sami Smithh - Admin).

• Login Email: The account associated with the fieldworker.

• Date of Hire: Useful for verifying eligibility or tenure during payroll audits.

2. Time Period Summary

Each pay period is contained within an expandable blue header that shows:

• Date Range: The start and end dates of the period (e.g., March 01 - March 31, 2026).

• Total Hours: The cumulative hours logged across all tasks in this period.

• Approval Status: The current stage of the document (e.g., ACTIVE, Submitted, or Approved).

3. Daily Entries Table

This table lists the specific work performed. You can sort or filter these entries using the icons in the top right of the table area.

Column	Description
Date	The specific day the work was performed.
Hours	The duration of the task (e.g., 1 hour).
Project Name	The high-level project the work is billed to.
Task Name	The specific activity completed (e.g., MT Task).
Task Type	The categorization of the work (e.g., CBS Visit).
Actions	Use the Pencil Icon to edit an entry or the Trash Icon to delete it.

4. Timesheet Management Actions

Located at the bottom of the active period, these buttons control the submission flow:

• ADD NEW ENTRY: Manually add a line item for missed time or administrative adjustments.

• Submit Timesheet: Moves the status from ACTIVE to SUBMITTED, notifying the supervisor for review.

• Approve: (Admin only) Finalizes the hours for payroll processing.

• Lock: Prevents any further changes to the entries within this period.

Note: The Submitted On field will update with a timestamp once the employee or admin clicks "Submit Timesheet."

The timesheet page also lets a user create a timesheet entry on behalf of another user.

Create Timesheet Modal

The Create Timesheet modal allows administrators and supervisors to manually log work hours on behalf of an employee. This is typically used for administrative adjustments, missed entries, or tasks that occur outside of a standard automated workflow.

1. Assignment Details

To ensure the hours are billed and tracked correctly, fill in the following identification fields:

• Employee: Select the staff member who performed the work from the dropdown list.

• Project: Assign the time to a specific active project or client contract.

• Task Title: Enter a brief, descriptive name for the work performed (e.g., "Monthly Site Audit").

• Task Type: Categorize the activity (e.g., CBS Visit, Administrative, or Travel) to ensure correct payroll coding.

2. Time Entry

The system tracks the exact duration of the task:

• Start Time: Click the calendar/clock icon to select the date and the exact time the task began.

• End Time: Select the date and time the task was completed. The system will automatically calculate the Total Hours based on these two points.

3. Billing Toggle

• Billable To Customer: Use this checkbox to indicate whether these hours should be included in the next invoice generated for the client.

  • Checked: Hours are flagged for the Billing module.

  • Unchecked: Hours are tracked for internal payroll but not billed to the customer.

4. Submission

• Submit Button: Once all required fields are filled, click SUBMIT to add the entry to the employee's timesheet for the current pay period.

• Cancel: Click the X in the top right corner or click outside the modal to discard the entry without saving.

Note: Manually created timesheets default to an ACTIVE status and will still require formal submission and approval before they are finalized for payroll.

This pop-up for entering a single timesheet entry can also be accessed from the icon in the top-right corner.

Payroll Settings Overview

The Payroll Settings screen is the administrative control center for defining and managing the organization's pay cycles. This page allows you to activate current periods, close completed months, and maintain a historical record of all payroll intervals. The settings icon on the top right will let an admin user set up the payroll cycles and their statuses.

1. Header Controls

• Global Actions:

  • Grid View (Square Icon): Adjusts the layout of the settings table.

  • Add (+ Icon): Manually create a new payroll cycle or period.

  • Settings (Gear Icon): Access core configuration for payroll frequency (e.g., Monthly, Bi-Weekly).

2. Payroll Cycle Table

This table lists all generated pay periods for the organization, sorted by their chronological cycle.

Column	Description
Cycle	The numerical order of the period within the calendar year (e.g., 1 through 12).
Status	Indicates if a period is OPEN (future/inactive), ACTIVE (currently accepting entries), or CLOSED.
Start/End Date	The specific date range covered by the pay period.
Pay Date	The scheduled date on which employees are paid for this period.
ID	The unique system identifier for that specific payroll record.
Actions	Primary buttons to transition the cycle's state.

3. Cycle Management Actions

The Actions column is used to control the lifecycle of your payroll:

• [ACTIVATE]: Clicking this (green checkmark icon) transitions a period from "Open" to ACTIVE. This allows employees to begin logging hours against this specific date range.

• [CLOSE]: Clicking this (lock icon) marks an "Active" period as CLOSED. This prevents any further time entries or modifications, signaling that the period is ready for final export and payment.

4. Search and Pagination

• Search Bar: Located at the top right of the table, use this to quickly find a specific cycle ID or date.

• Utility Icons:

  • Columns: Choose which data columns are visible.

  • Filter: Apply advanced filters to see only "Active" or "Closed" cycles.

  • Download: Export the list of payroll cycles as a CSV or Excel file.

• Pagination: Navigate through historical years using the arrows at the bottom right (e.g., viewing records from 2021 or 2022).

Important: Only one payroll period should be ACTIVE at a time for a specific pay group to ensure accurate automated time tracking.