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)

Expected hours resolve in this order: the employee’s custom standard week → the business default week in Team Settings → Mon–Fri at the flat daily fallback. Example: with a business week of Mon–Thu 8 / Fri 6, Friday projects 6 hours and Monday projects 8.

Set the business default in Team Settings; override per person in Team Members → Standard week.

Rebased uses that effective 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). Once materialised and imported, assumed and logged hours produce identical pay for hourly staff — including super and STP amounts driven by ordinary hours.

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 days to select them, then apply the same hours to every selected day

Employee workflow

1. Click Timesheets in My HR panel
2. Review the pre-filled projection — assumed days appear faded at expected hours
3. Click a day to select it. Click more days to add them, or shift-click to select a range
4. Enter the hours and press Enter. The same hours are saved on every selected day (decimals allowed: 7.5)
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 select the day, then apply hours
• Dash (-): No hours entered

Entering hours

Select days and apply hours

1. Find the employee row, or open your own timesheet
2. Click a day to select it. Click more days to add them. Shift-click selects the days in between
3. Enter the hours once (decimals allowed: 7.5)
4. Press Enter, or click Apply
5. Those hours are saved on every selected day

This works on draft and rejected timesheets. Submitted and approved timesheets stay locked. The + button on My Timesheets still logs a single day when you need a note or a separate overtime line.

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. Select the days that differ from your usual hours and apply the hours once
5. Click Confirm & Submit for approval

Entering own timesheet (via Team)

1. Go to Team → Timesheets
2. Find your name in list
3. Select the days you want to fill
4. Enter the hours once and apply them to every selected day
5. 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 the employee and select the days to correct
2. Enter the hours and apply them
3. Re-approve if the timesheet was already approved and has been rejected back for changes

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