Add a timesheet entry from a booking
Step-by-step: log a team member's time straight from their booking on the calendar.
When someone did the work but never logged it, you do not need to open Timesheets and key the entry in from scratch. Right-click their booking and the entry is filled in for you - who, which job, the day and the hours - ready to check, add a note to, and save.
Step by step
- Right-click the booking on the calendar.
- Choose Add timesheet entry.
- Check the Date, the Start / stop times and the Hours. They come from the booking, and changing the times recalculates the hours.
- Pick the Labour code. The person’s default is already selected, and only the codes on their user record are offered.
- If you want to, type a Note about the work.
- Click Add.
The entry is added for the person the booking belongs to, not for you, and shows up on the Timesheets screen like any other, ready to be submitted.
The note
The Note box is optional. Whatever you type is saved on the entry as its note - the same note a team member can type on the mobile app - so everything in Timesheet notes on the job line applies to it:
- On the Timesheets screen the entry shows a small note marker beside its times. Hover it to read the note, or click Edit to change it.
- The note is added to the job’s notes as well, unless Add Timesheet Note to the job’s notes is turned off in Settings.
- If Limit Timesheet Note to the description length is turned on, the box stops taking text when the line is full, and a count underneath shows how much room is left.
If time is already logged that day
The dialog looks up what the person has already logged on that date and lists it above the fields, so you can see it before adding more.
An entry on the same job, or one whose times overlap the times you are entering, is marked as a likely duplicate, and the button changes to Add anyway. That is a warning, not a block - two visits to one job in a day are real - but it is worth a second look, because a team member who logged the time on their phone would otherwise be counted twice.
The menu only offers Add timesheet entry on a booking for a person who has at least one labour code on their user record. It is not offered on bookings for equipment or teams. To give someone a labour code, see Labour codes.
Things this dialog does not do
- Lunch breaks. Add the entry here, then use + Lunch on the Timesheets screen - see Lunch breaks.
- Zero hours. The hours must be more than zero.
- Old dates. An entry earlier than your timesheet cutoff is refused unless you are an administrator, and the dialog shows the reason.
See also
- Timesheets - where the entry goes, and where it is submitted.
- Timesheet notes on the job line - what the note becomes in your accounting system.
- The calendar - the right-click menu this action lives in.