Admin Timesheets 2.0 – Overview and How-To Guide

 

Timesheets 2.0 introduces a cleaner, faster way for admins to manage employee time — with an organized layout, new tools, and easier approval workflows.

What’s New in Timesheets 2.0

The redesigned Timesheets 2.0 layout brings greater visibility and control to time management. From expanded summaries and shift-level editing to smart warnings and bulk actions, everything has been streamlined to help admins save time, reduce errors, and approve with confidence.

View Employee Totals at a Glance

The main Timesheets page gives you a clear summary of each employee’s time data for the selected pay period. At a glance, you can see total hours worked, days present, break time taken, and a breakdown of regular, overtime, double time, and time off hours — all in one organized view. This makes it easy to spot trends, verify totals, and catch anomalies before running payroll.

Totals shown per employee include:

• Total Hours Worked
• Days Worked
• Regular Hours
• Break Time
• Overtime
• Double Time
• Time Off
   

View Summary by Pay Period, Job, Location, and Totals

For a quick overview of company-wide time data, click Show summary at the top of the Timesheets page. This expands a high-level snapshot that helps you understand where hours are being allocated and how your team is trending across the pay period.

Summary view includes:

• Pay period dates
• Job and location counts
• Total Regular, Overtime, Double Time, and Time Off hours
   

Filter and Search Timesheets

Use the Filters tool at the top of the Timesheets page to zero in on exactly what you need. You can narrow or group results by:

• People
• Departments
• Timesheet status
• Locations
• Type of request

This makes it easier to review specific employees, teams, or types of entries without digging through unrelated data.

Click Clear all to reset filters at any time.

Note: Filters apply to both what you see on screen and what’s included in your exported CSV.

Select or Adjust the Pay Period

Use the calendar picker or the navigation arrows at the top of the page to select the timeframe you want to review.

You can:

• Choose preset options like Current period or Last week
• Select a custom date range for more flexibility

The selected pay period controls which time entries appear in the table and what’s included in your export. It's the first step to making sure you're working with the right data.

View Daily Timesheet Details

Click the arrow next to an employee’s name to expand their timesheet and view individual shift entries.

You’ll see:

• Clock in/out times — editable directly from the view
• Job and location — also editable
• Daily totals for regular hours, breaks, overtime, and time off

This expanded view also gives you access to shift-level editing tools and weekly summaries, making it easy to review and adjust time entries as needed.

Managing Timesheets

Filter and Search Timesheets

Use the Filters tool at the top of the page to narrow or group timesheet results. You can filter by:

• People
• Departments
• Timesheet status
• Locations
• Type of request

Click Clear all to reset your filters at any time.
📝 Note: Filters affect both the report view and what’s included in the exported CSV.
 

Customize Timesheet Table Columns

Choose the type of data you want to see by switching between two views:

• Employee Table Columns:
  Displays summary-level data for each employee, including:
  Name, Total hours, Days worked, Regular, Breaks, OT, Time off, and Double time.
• Shifts Table Columns:
  Displays detailed shift-level information, including:
  Date & time, Entry method, Job/Location, Breaks, OT, Time off, Notes, and Images.

This flexibility lets you focus on either big-picture totals or specific shift details, depending on your needs.

Adding Time Off on Behalf of an Employee

Admins can submit time off (like PTO or sick time) directly from the Timesheets page.

To add time off for an employee:

1. Click Add time off.
2. Select the employee from the list.
3. Choose the time off type — Holiday, Sick, or Vacation.
4. Set the date and time range.
5. (Optional) Deduct hours from the employee’s available balance.
6. Click Create PTO to save.

This creates a time off entry on the employee’s timesheet and sends it for approval (if required).

Adding a Shift on Behalf of an Employee

Admins can also log worked time for employees directly from the Timesheets page.

To add a shift for an employee:

1. Click Add shift.
2. Select the employee from the list.
3. Choose the date(s), start time, and end time.
4. (Optional) Exclude holidays or weekends.
5. (Optional) Add job, location, and notes.
6. (Optional) Add one or more breaks.
7. Click Create shifts to submit.

You can add multi-day shifts and bulk breaks, just like employees can — perfect for quick backfilling or schedule updates.

Editing Existing Timesheet Entries

You can correct or update timesheet data directly from the expanded employee view — no need to delete and start over.

To edit a shift:

1. Click the arrow next to an employee’s name to expand their timesheet.
2. Locate the shift you want to update.
3. Click the pencil icon next to the part you need to edit:
   • Clock in/out times
   • Job or location
   • Break time
4. Make your changes in the editable fields.
5. Click Save to apply your updates.

Changes take effect immediately and are included in the next export or approval review.

Refreshing or Exporting the Report

As you review or make updates to timesheets, you can reload the latest changes or download a report at any time.

To refresh the data:

• Click Refresh report at the top of the page.
  This reloads the most current information from the server.

To export timesheet data:

• Click Export CSV
  This downloads a spreadsheet of all visible time entries, based on your selected filters and date range.

Tip: Use filters before exporting to narrow the report to just what you need.
 

Approving Timesheets

Once you’ve reviewed time entries and made any needed changes, you can approve employee timesheets for payroll.

To approve one or more timesheets:

1. Check the box next to each employee you want to approve.
2. Click Approve timesheets at the top of the page.

Optional Tools Before Approval

• Add Break – Insert a break into selected shifts in bulk.
• Clear All Warnings – Dismiss non-critical warnings that have already been addressed.
• Accept All Requests – Automatically approve all pending shift or time-off edits for selected employees.

Note: Timesheets must be free of any pending or conflicting requests before they can be approved.

Managing Timesheet Warnings

Timesheets 2.0 automatically flags potential issues before approval to help you catch and correct problems before payroll is run.

Warning Indicators

If an employee’s timesheet needs attention, a warning message will appear next to their name.
You can hover over or click the message to see what the issue is and how to resolve it.

Common Warnings and How to Handle Them

Pending Requests
There are unapproved changes—such as shift edits or time off requests—that must be approved or rejected before you can finalize the timesheet.

You can:

• Approve all at once by selecting “Accept all requests,” or
• Handle each request individually from within the employee’s expanded timesheet view.

Already Approved Timesheets
Some shifts are already approved and locked from further editing.

You can:

• Unapprove the timesheet to make changes, or
• Adjust the date range to avoid overlapping with previously approved time.

Optional: Turn Off Warnings

These warnings can be disabled in Settings > Timesheet Warnings if your team prefers not to see them.
However, we recommend leaving them turned on to help catch mistakes before processing payroll.

Timesheet Workflow Overview

Here’s how the Timesheets 2.0 process typically flows from employee to admin:

1. Employee Actions

Employees are responsible for:

• Clocking in and out
• Submitting shift or time off requests
• Requesting edits to existing time entries

All of this activity appears on their own timesheet and feeds into the admin view.

2. Admin Review

Admins should:

• Review any pending shift or time off requests
  • Accept or reject as needed
• Open each employee’s timesheet to:
  • Make edits if necessary
  • Add shifts or time off entries on behalf of the employee
  • Review totals and check for any system-generated warnings

3. Final Approval

Once all requests are reviewed and time entries are accurate:

• Select the employee(s)
• Click Approve Timesheets

✅ Approved entries are locked for payroll
⚠️ Tip: You must resolve or bypass pending requests before approval

 

Wrapping Up

Timesheets 2.0 brings powerful new tools and a more intuitive layout to help you manage employee time with less hassle and more confidence.

With the ability to view and filter key data, take action directly from the timesheet, and address issues before approval — you have everything you need to stay in control of your team’s time.

Want to dig deeper or need help with something not covered here?
Check out the Help Center or reach out to your support team for more guidance.