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Must know
  • Approve and Reopen need Approve Timesheets. Adding, editing or deleting entries needs Manage Time Tracking. The Timesheets page needs View Timesheets, on plans that include Time Tracking.
  • With Require approval on (the default), a timesheet must be submitted before it can be approved, and no one can approve their own timesheet.
  • An approved timesheet is locked: reopen it to change entries. While reopened, its pay is recalculated at the member’s current rate until it is approved again.
  • Timesheet actions appear on the staff member’s Activity tab and in the Activity log.
Where to find it. Go to Time Tracking > Timesheets. It opens on the current pay period. Previous, Current and Next move one period at a time, and the view toggle switches between a table and cards. The list shows everyone with time or a timesheet in that period, and each name links to their staff profile.
1

Open a timesheet

Click a row (or card). The panel shows Total Hours (with the regular and overtime split), Hourly Rate and Gross Pay, then entries grouped by day with a paid total. Auto-logged entries are labelled Program, Fallback or System.
2

Correct entries if needed

Edit Entry changes only Start and End (leave End blank for an open entry, which stays off the timesheet until it has an end time) and needs a Reason of up to 300 characters, then Save Entry. It cannot change the work type. Add Entry asks for Work type, Start and End, plus an optional Note and Reason. Times cannot be in the future, and End must be after Start. The delete dialog shows an optional Reason, but a deleted entry is logged without one.
3

Approve

With Require approval on, the employee submits first: Submit (or Submit for approval in the detail panel) under Time Clock > My timesheets, or Time Clock in the coach portal. Until then Approve is disabled and the panel says “Waiting for [employee name] to submit this timesheet before it can be approved.” Click Approve to lock the sheet. On your own sheet Approve stays clickable, but you get “You can’t approve your own timesheet.”
4

Reopen if something is wrong

Reopen appears only on approved sheets. The sheet becomes Reopened, and the approver and approval time are cleared.
Statuses. Open, Submitted, Approved and Reopened. A Reopened sheet is submitted again like an Open one. Require approval. This switch (“Timesheets must be approved before payroll.”) is under Settings > Time Tracking > Time Tracking Settings, on the page titled Time Rules. When it is off, an approver can approve an Open or Reopened sheet directly. Locked sheets and pay. While a sheet is approved, Add Entry and the edit and delete icons are disabled (“Locked timesheets can’t take new entries.”), and manual entries in that period are refused. Approving fixes the hourly rate and gross pay as they stand. Reopening lets them recalculate at the member’s current rate, and the next approval fixes them again. Where changes are recorded. Submit, approve, reopen and entry add, edit and delete show on the Activity tab of the staff member who did them, and in My Organization > Activity log (needs View Settings). The timesheet panel has no history of its own. Ask Hero. With Approve Timesheets, Hero can prepare an Approve Timesheet proposal. It shows hours only and you confirm it. Related: How do I submit my timesheet for approval? · How do I configure pay periods, overtime, and rounding? · How do I set up work types and pay rates? · How do I see staff hours and estimated gross pay?