The Manager Timesheet Entry screen lets you edit pay code rows, manage clocking records, recalculate attendance, and save changes on behalf of employees. This article covers all editing actions available in the timesheet grid and attendance grid.
Timesheet grid
The timesheet grid is the primary editing area. It shows one row per pay code for the selected employee and period. Each row spans the full week (Monday to Sunday), with one editable cell per day and a running total on the right.
Field | Description |
Pay code | The pay code associated with this row, for example "Basic Hours". Select from the dropdown. Required. |
Type | Single-character pay type indicator, for example "M" (Manual). Read-only, derived from the pay code. |
Cost centre | The cost centre to which this pay row is charged. Select from the dropdown. |
Location | The location associated with this pay row. Select from the dropdown. |
Mon–Sun (day columns) | Editable numeric fields for the hours logged on each day. Empty cells indicate no hours logged. |
Total | Auto-calculated sum of all day values in the row. Updates in real time as day cells are edited. Non-editable. |
Day column headers
Each day column header shows the abbreviated day name and date, for example "Mon 11th". A lock icon appears on headers for days where the period is closed or the day has been locked for editing.
📌Note: When a day column is locked, all cells in that column are read-only. You cannot edit hours for that day until the lock is lifted by payroll or a system administrator.
Totals row
The Totals row at the bottom of the grid shows the column sum of all pay code rows for each day, and an overall weekly total. The Totals row is always read-only.
Add a pay code row
Select + Add at the top right of the grid to insert a new blank pay code row, then complete the following.
Select a pay code from the dropdown.
Assign a cost centre (optional – defaults from the appointment if configured).
Assign a location (optional – defaults from the appointment if configured).
Enter hours for each applicable day.
Row actions (ellipsis menu)
Each pay code row has a row actions menu (⋮) on the right edge, next to the Total column. The following actions are available.
Approve hours.
Reject hours.
Add reason.
Add/View comments.
Add AM or PM.
Delete – removes the pay code row and its hours from the timesheet.
Pay type indicator
The Type column shows a single-character code indicating how the hours on that row are sourced or treated by payroll.
Code | Meaning |
M | Manual – hours entered directly by the manager or employee, with no automatic calculation from attendance punches. |
A | Automatic – hours derived by the system from attendance punch records via Calculate Attendance. |
C | Contracted – hours derived from the employee's contracted schedule, regardless of actual attendance. |
Clockings
The attendance grid below the timesheet grid records the employee's clock-in and clock-out times for each day of the period. Break clockings are also displayed here if the employee clocked out for a break.
Field | Description |
Type badge | Single-character badge indicating punch direction. "M I" = Manual In, "M O" = Manual Out. The letter before I/O indicates the source ("M" = Manual). |
Time | The clock-in or clock-out time in HH:MM format, for example "09:00" or "17:30". |
Add a clocking
Select + Add above the attendance grid to insert a new row. Select the punch type (In or Out) and enter the time. Use this to manually correct or supplement attendance data when a clock terminal has not captured a punch.
Clocking row actions (ellipsis menu)
Each clocking row has a row actions menu (⋮) with the following options.
Action | Description |
Work pattern | Links a work pattern to the clocking. Select the day, clock time, and work pattern, then select Apply. |
Add/View comments | Associates a comment with the clocking. Once added, comments appear in the Add/View Comments panel, showing the clock time, date assigned, who added it, and the narrative. |
Add row above | Inserts a blank clocking row above the selected row. |
Add row below | Inserts a blank clocking row below the selected row. |
Remove row | Removes a blank row that was added manually. This option only appears for blank rows. |
Calculate attendance
Select Calculate Attendance (blue button, bottom-left of the footer bar) to recalculate the timesheet hour values in the upper grid based on the clock-in/out punch records in the lower grid. The calculation applies the employee's work schedule rules – contracted hours, break deductions, and overtime thresholds – to derive the pay hours for each day.
Scenario | Outcome |
Attendance punches exist and timesheet is blank | Calculates hours from punches and populates the timesheet grid rows. |
Attendance punches updated | Recalculates and overwrites existing timesheet values for affected days. |
No attendance punches for a day | That day's timesheet cell remains blank or unchanged. |
⚠️Important: Calculate Attendance does not save the timesheet. After running the calculation, review the updated values in the grid and then select Save Timesheet to persist the changes.
Save timesheet
Select Save Timesheet (teal button, bottom-right of the footer bar) to save all changes made to both the timesheet grid and the attendance grid for the selected employee and period.
State | Behaviour |
Changes present | Button is active. Saves all edits and triggers any configured validation or approval workflow steps. |
No changes | Button remains active but saving has no effect. |
Validation error | If required fields are missing (for example an unresolved Reason Code Required flag), an inline error prevents saving. |
Locked day present | Hours on locked days are excluded from the save. Only unlocked cells are updated. |