HR (HRM)

Timesheets

Log the hours you work on each project every week, send them for approval, and see hours, budgets and billable amounts per project.

Contents: Who can use it · My timesheet · Timesheet approvals · Projects · Limits and rules · Reports and payroll · Example · FAQ

Who can use it

My timesheet: every employee, for their own week. No permission is needed. Open HR → Self service → My timesheet.
Timesheet approvals: staff with the timesheet List permission. Approving or sending back a week needs the timesheet Approve permission.
Projects: staff with the project List permission. Create, Update and Delete are separate permissions.

Where: HR → Timesheets → Timesheet approvals and HR → Timesheets → Projects.

Screen	What it is for
My timesheet	Your week as a grid: projects down the side, days across
Timesheet approvals	Weeks waiting for a decision, and past weeks
Projects	What people book hours to, with tasks, budgets and billing rates

My timesheet

A week runs Monday to Sunday. The top bar shows the dates, the week's status, and the Total, Billable and (for part-time staff) Weekly cap hours.

Fill in a week

Use Previous week, Next week or This week to pick the week.
Click Add project. Choose a project in Choose a project, then a task (or No task).
If the project is billable, the Billable switch is on. Turn it off for internal work on that project.
Type the hours in each day (quarter hours are fine, for example 7.5). The Day total row adds them up.
Add more rows with Add project. Remove one with the bin icon.
Click Save draft to keep your work, or Submit week to send it for approval. Submit also saves.

Fill from attendance. If attendance recorded hours for the week, an Attendance row appears under the grid. Click Fill from attendance to copy those hours into the first row, on days that are still empty.

Holidays show their name in the day header, and weekly offs show Day off. You can still log hours on them; the page reminds you "You have hours on a holiday or a day off."

Status	Meaning
Draft	Saved, not sent. You can change it
Submitted	Waiting for approval and locked. Click Recall to take it back and edit it
Approved	Approved and locked for good
Sent back	Rejected. The reason is shown at the top. Change the hours and submit again

Timesheet approvals

The list shows submitted weeks first. Filter by status with Any status.

Click View to see the week's hours per project and task.
Click Approve (an optional Note) or Send back (a Reason is required).

If your organization has an approval flow for Timesheet (HR → Leaves → Approval flows), submitted weeks go to the Approval inbox instead and the list shows In approvals. A flow can use the hours in the week, billable hours and worker type. Nobody can approve their own week.

Projects

Click New project (or Edit from a row's menu) and fill in:

Name, an optional Code, and an optional Client from the CRM.
Budget (hours), Starts on, Ends on and a description.
Hours on this project are billable.
Status (when editing): Active, On hold or Closed.
Tasks: Add task, give it a Task name, and choose Follows the project, Billable or Non-billable. Untick Active to hide a task from the grid. Tasks are optional.
Billing rates: Add rate, then an hourly rate and the date it starts. Leave the person empty for The whole project, or pick a person for their own rate. A person's rate beats the project rate; the latest rate that has started on the day of the work applies.

The list shows Hours (approved, with submitted hours as "+"), Budget used as a bar ("% of h") and the Billable amount from approved billable hours times the rate.

A project that has hours cannot be deleted. Set it to Closed instead.

Limits and rules

A day cannot have more than 24 hours. Save draft and Submit week stay disabled until it is fixed.
A part-time employee cannot submit more hours than the weekly hours in their active contract.
Only Active projects can be picked. Hours already logged on a project that has since been put On hold or Closed stay, but you cannot add new ones.
You cannot submit an empty week.

Reports and payroll

HR Reports has two time reports: Utilization (approved hours per person, billable share and how much of their capacity it fills) and Project hours (hours, billable hours, budget used and billable amount per project).
Payroll formulas can use approved timesheet hours and approved billable hours for the pay period, for example for hourly pay. See Payroll setup.

Example scenario

Padma Net Support bills a client for a fibre rollout. HR creates the project "Khulna Fibre Rollout" with the code KFR, a 400-hour budget, two tasks (Survey, Splicing) and a project rate of 1,500 per hour. Engineer Rakib Hasan logs 8 hours a day Monday to Thursday on Splicing, uses Fill from attendance for Friday, and clicks Submit week. His manager Farzana Akter opens Timesheet approvals, clicks View, and approves. The project now shows 40 hours, 10% of the budget used, and the billable amount.

Tips

Save as you go; leaving a week with unsaved hours asks you to confirm.
Put internal work on a non-billable project so billable figures stay honest.
Close finished projects so people stop booking to them.

Troubleshooting and FAQ

"No projects to log time to". No active project exists yet. Ask HR to set one up.

I cannot change my week. It is submitted or approved. Recall a submitted week; an approved week stays locked.

Approve and Send back are missing. The week is waiting in the approval inbox, or you lack the Approve permission.

"You cannot decide your own timesheet." Another approver must decide it.

The billable amount is zero. The project has no billing rate, or the hours are not approved yet.

Attendance · Employees · Payroll setup · Holidays · Self-service

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