Timesheets

The Timesheets page tracks hours worked by team members. Enter regular and overtime hours weekly for payroll processing.

Timesheets are smart: they pre-fill each person’s expected hours from their standard week so employees only confirm or adjust rather than typing every day from scratch. See Smart timesheets below.

Smart timesheets (expected-hours projection)

Each employee has a standard week — the hours they’re normally expected to work on each day (e.g. 7.6h Mon–Fri, 0 on weekends). This is set on the employee’s profile (see Team Members → Standard week). New full-time employees don’t need any setup — if no standard week is recorded, Rebased derives Mon–Fri at the business standard daily hours.

Rebased uses the standard week to build a live projection over the current period so timesheets are never blank at the deadline:

Nothing is saved until the employee confirms. Logged entries always win over the projection. The faded “assumed” days only become real timesheet hours when the employee clicks Confirm & Submit (or when the cutoff auto-submit runs — see below). An assumed hour and a logged hour produce identical pay — the distinction is purely about who entered it.

Confirm & Submit

When an employee opens their timesheet near the end of the period, the days they didn’t fill in are already projected from their standard week. They review, adjust anything that’s different from the norm, then click Confirm & Submit. This materialises the assumed days into real entries and submits the timesheet for approval. Approved leave is not written as timesheet hours — it’s imported separately into the pay run so it’s never double-counted.

Cutoff auto-submit

If an employee never opens their timesheet, Rebased doesn’t leave the pay run blank. After the period has elapsed, a daily job auto-submits the projected timesheet on their behalf (someone fully on approved leave submits zero worked hours). Employees are only nudged when there’s a genuine gap — the period has ended, nothing was logged, there’s no leave covering it, and no standard hours to fall back on. Routine weeks generate no reminder noise.

Overview cards

At the top of the page, summary cards show timesheet status:

Pending Approval

• Hours: Total hours awaiting approval
• Action: Review and approve for payroll
• Impact: Unapproved hours don’t flow to payroll

Approved

• Hours: Total approved hours this period
• Status: Ready for payroll processing
• Lock: Approved hours typically locked

Total Team Hours

• Hours: All hours entered (regular + overtime)
• Scope: Current pay period
• Visibility: Quick summary for managers

My Timesheets (Employee View)

Employees can enter their own timesheets through the Dashboard without needing admin access.

Access via My HR Panel

1. Go to Dashboard
2. Click Timesheets in the My HR panel
3. Personal timesheet view opens showing only your hours

What employees see

• Personal timesheet for current pay period
• 14-day grid (Mon-Sun x 2 weeks)
• Expected hours pre-filled from their standard week, shown faded as assumed until confirmed
• Approved leave days shown as leave (display only)
• Regular and overtime hours
• Submission status
• Click any day to enter or adjust hours

Employee workflow

1. Click Timesheets in My HR panel
2. Review the pre-filled projection — assumed days appear faded at expected hours
3. Click any day cell to enter or correct hours (decimals allowed: 7.5)
4. Press Enter to save logged hours (these always override the projection)
5. Leave the faded assumed days as-is for any normal day you worked your usual hours
6. Click Confirm & Submit — assumed days are written as real entries and the timesheet goes for approval

Note: Employees only see their own timesheet—no access to team data. If an employee forgets entirely, the cutoff auto-submit fills the projected hours for them after the period ends.

Pay periods

Your timesheet period always matches the pay run that imports it, because both come from the same pay-cycle settings (Team → Settings → Pay Cycle).

Period vs pay day

These are two different things:

• Pay period — the work window your hours are for. It closes on the weekday set as Pay Period Closes (e.g. Sunday).
• Pay day — when wages are actually paid: the first Pay Day weekday after the period closes (e.g. the following Friday).

Team Settings shows a live preview, e.g. “Pay period: Mon 25 May – Sun 7 Jun (closes Sunday) · Paid on Fri 12 Jun”. (Monthly cycles use calendar months.)

Period navigation

• Previous Period: View past weeks
• Current Period: Current/ongoing week
• Next Period: Future (disabled if not current)

Period display

Shows:

• Start date: First day of period
• End date: Last day of period
• Current indicator: If viewing current pay period

Salaried employees

If you’re on a salary, your timesheet is for your records — it tracks hours and leave for costing, but it doesn’t change your pay and isn’t required before a pay run. Any overtime you log is flagged for your manager, who can choose to add it to your pay (it’s never added automatically).

Timesheet grid (Admin/Manager View)

The Team → Timesheets interface shows a weekly grid for all team members:

Employee rows

Each team member has:

• Name: Employee name
• Status: Draft, Submitted, Approved
• Regular hours: Standard hours worked
• Overtime hours: Additional hours
• Total hours: Sum of regular + overtime

Day columns

Days of the week showing:

• Day abbreviation: Mon, Tue, Wed, etc.
• Date: Day number
• Hours entered: Click to edit
• Dash (-): No hours entered

Entering hours

Click to edit

1. Find employee row (or your own row)
2. Click day cell to edit
3. Enter hours (decimal allowed: 7.5)
4. Press Enter or click away
5. Hours saved automatically

Hour types

• Regular: Standard hours
• Overtime: Extra hours (typically 1.5x or 2x rate)
• Total: Regular + Overtime (auto-calculated)

Weekly view

Shows 14 days split as:

• First week: 7 days (Mon-Sun)
• Second week: 7 days (Mon-Sun)
• Typical for fortnightly pay periods

Status workflow

Draft

• Hours entered but not submitted
• Can be edited freely
• Not visible for approval yet

Submitted

• Employee has submitted for approval
• Awaiting manager review
• Still editable by authorized users

Approved

• Hours approved for payroll
• Locked from further edits
• Flows to payroll processing

Filters and search

Status filter

Filter timesheets by:

• All Status: Show everything
• Draft: Only draft entries
• Submitted: Awaiting approval
• Approved: Approved hours

Sort options

• Sort by Name: Alphabetical
• Sort by Hours: By total hours
• Sort by Status: Group by status

Search

• Search by employee name
• Quick find specific person
• Partial matches work

AU-specific considerations

Award/EBA rates

• May require specific hour tracking
• Overtime thresholds defined by award
• Penalty rates for weekends/public holidays
• Break entitlements

NES compliance

• Maximum weekly hours
• Break requirements
• Overtime reasonable limits
• Record keeping requirements

Payroll integration

• Approved hours flow to payroll
• Calculates based on employee rates
• Includes overtime penalties
• Leave balances updated

Best practices

Daily entry

• Enter hours daily while fresh for the most accurate record
• More accurate than weekly recall
• Reduces errors
• If your week matched your standard hours, you can simply leave the projection and Confirm & Submit at the end — no daily typing required

Approval workflow

• Employees submit by deadline
• Managers review promptly
• Approve before payroll cutoff
• Address discrepancies quickly

Accuracy

• Round to nearest 15 minutes
• Breaks not typically tracked
• Record actual start/finish
• Note any special conditions

Common workflows

Entering own timesheet (via Dashboard)

1. Go to Dashboard
2. Click Timesheets in My HR panel
3. Review the projected hours pre-filled from your standard week
4. Click any day to adjust where you worked more or fewer hours than usual
5. Click Confirm & Submit for approval

Entering own timesheet (via Team)

1. Go to Team → Timesheets
2. Find your name in list
3. Click day cell to edit
4. Enter hours worked
5. Repeat for each day
6. Submit for approval

Approving team timesheets

1. Go to Team → Timesheets
2. Use filters to find pending
3. Review hours entered
4. Compare to schedules/rosters
5. Approve or request changes
6. Approved hours go to payroll

Correcting errors

1. Find employee and day
2. Click cell to edit
3. Update hours
4. Save
5. Re-approve if needed

End of period

1. Confirm all hours entered
2. All submitted for approval
3. Review and approve
4. Process payroll

Troubleshooting

Hours not saving

• Check you pressed Enter
• Verify not in read-only mode
• Ensure pay period not locked
• Check network connection

Can’t approve

• Verify you have manager/admin role
• Check timesheet submitted first
• Ensure not already approved
• Try refreshing page

Hours not in payroll

• Confirm timesheet approved
• Check payroll period matches
• Verify employee active
• Check rate configured

Wrong totals

• Review individual day entries
• Check for decimal errors
• Verify regular vs overtime split
• Confirm no overlapping entries

Related pages

• Payroll - Approved hours flow here
• Team Members - Manage who can enter hours
• Settings - Configure timesheet preferences
• Jobs - Hours may link to jobs
• Dashboard - My Timesheets access for employees
• Team Members - set each employee’s standard week

Last updated: May 31, 2026