Timesheets

Collect your time for a period into a timesheet, submit it for approval, and lock approved timesheets.

A timesheet collects the time you worked over a period, usually a week or a pay period, so it can be signed off. You log time into it, submit it, and a manager approves or rejects it. An approved timesheet can then be locked as final.

How timesheets work#

A timesheet doesn’t store hours itself. Each line is a normal time entry, the same kind you create with the timer or the Time page, linked into the timesheet. The total at the top (for example “37.50 hours logged”) adds up the linked entries.

A time entry can belong to only one timesheet.
You can only link your own time entries.

Who can use it#

Permissions

employee.self_serviceemployee.viewemployee.view_sensitiveemployee.manage

Creating a timesheet, logging time into it, removing entries and submitting it needs employee.self_service and an employee record linked to your account. Approving, rejecting and locking needs employee.manage. You reach timesheets from employee records, and opening a record needs employee.view_sensitive.

Create a timesheet#

Open your own employee record
Go to People and click your name.
Click New timesheet
In the Timesheets section, click New timesheet.
Choose the period
In the New timesheet period dialog, pick a Period start and a Period end, then click Create. The timesheet appears as a draft.

Log time into a timesheet#

Fill in the log row
Under a draft (or rejected) timesheet, enter the Date, Hours (in quarter-hour steps, such as 0.25 or 7.5) and an optional Description (“What did you work on?”).
Click Log time
UnitX creates a time entry for you and links it to the timesheet. It appears in the list and the total updates.

To remove a line, click the bin icon beside it. This removes the entry from the timesheet; you can only do it while the timesheet is a draft or has been rejected.

Note

Because each line is a real time entry, it also shows up on your Time page and in time reports.

Submit a timesheet#

When the period is complete, click Submit on the timesheet. Its status changes to submitted and you can no longer add or remove entries.

Approve, reject or lock#

Open the employee’s record
Go to People, click the person, and find their Timesheets section.
Review a submitted timesheet
Check the linked entries and the total, then click Approve, or click Reject. When rejecting, you can type a reason in the Reject this timesheet dialog before clicking Reject timesheet.
Lock an approved timesheet
Once a timesheet is approved, click Lock to mark it final.

After a rejection#

A rejected timesheet shows Rejected: followed by the reason, if one was given. The employee can log or remove time again and click Submit to resubmit it. A rejection isn’t a dead end.

Timesheet statuses#

Status	Who acts	Allowed next step
Draft	Employee logs and removes time	Submit
Submitted	Approver reviews	Approve or reject
Rejected	Employee fixes entries	Submit again
Approved	Approver	Lock
Locked	Nobody	Final

Limitations#

Editing a time entry elsewhere (for example on the Time page) also changes it in the timesheet, even if that timesheet is submitted, approved or locked.
Timesheets aren’t read into payroll automatically.
UnitX doesn’t check that the dates you log fall inside the timesheet’s period, or that periods don’t overlap.
Timesheets can’t be deleted.

FAQ#

Why can’t I see New timesheet on someone else’s record?

You can only create and fill in timesheets for yourself. On other people’s records you see their timesheets, plus Approve, Reject and Lock if you can manage people.

It says the time entry is already linked to an employee timesheet.

Each time entry can belong to one timesheet only. Remove it from the other timesheet first, if that one is still a draft or rejected.

Why are my hours not showing?

A timesheet shows only the entries linked into it. Time you tracked elsewhere isn’t added automatically. Use Log time on the timesheet.

Still stuck? Search the docs with ⌘K, open Help inside UnitX, or contact support.