Timesheets

Timesheets cover work that is not on the schedule: admin time, meetings, training, travel, documentation and drive time. Staff log the time, submit each week, and a manager approves it. Approved time is paid in the open pay period at the person's hourly rate.

Timesheets are available to staff who have a provider profile, since pay rates belong to providers. They are part of the Payroll add-on: after it is removed, timesheets disappear until it is added again (see Payroll is an add-on).

Log your time#

Open My timesheet in the Payroll panel of the main menu. The page shows one week, starting on the day your clinic's week starts (set in Practice); use the arrows to move between weeks.

• Clock In starts your time now. Choose the location and what the time is for. A banner shows while you are clocked in. When you finish, click Clock Out and enter any unpaid break minutes. Clock In always adds time to the current week, so it is unavailable while that week is submitted or approved; a note at the top says so.
• Add Time enters time you already worked. Choose the date, start and end, location and category, and any break minutes. Time past midnight is a second entry.

Times are shown and entered in the location's time zone. Entries of one person cannot overlap, and you can only enter time that has already happened.

To change or remove an entry, use its actions menu. You can change a week until you submit it.

Submit a week#

When the week is complete, click Submit Week. You must be clocked out first. Once submitted, the week cannot change unless your manager returns it.

If your clinic asks for break attestation (see Payroll settings), submitting also asks whether you took every required meal and rest break that week. Answer No if any was missed or cut short; the week then shows Missed breaks to your manager.

If your manager returns the week, their comment shows at the top. Fix the entries and submit it again.

Approve timesheets#

Managers open Timesheets in the Payroll panel. Submitted weeks are listed first, then the weeks already reviewed. Click Filter to show one status, or pick people in the Providers panel on the left (when your role can see the provider list) to show only their weeks.

Click a week to see its entries, then:

• Approve pays the time. An approved week never changes.
• Return sends the week back with a comment saying what to fix.

People who can see all pay can open timesheets; approving and returning takes the permission to manage pay periods. Nobody approves or returns their own timesheet: another manager reviews it.

How approved time is paid#

Each approved entry becomes a Timesheet item in the open pay period, under the Paid time earning:

• Worked minutes are the time between start and end, less break minutes.
• Minutes that overlap a payable visit or a paid time block of the same provider are paid there, not twice. When such a visit or block is added, moved or canceled after the entry's period went to review or closed, a Correction item in the next open period pays the difference.
• The rate is the provider's hourly rate for the location, or the default hourly rate. Without an hourly rate the item has no rate, and the period cannot close until you add one or hold or exclude the item.

An item lands in the period that holds the day it was approved, or the day it was worked when Payroll settings assign by date of service. Time for a period that already closed goes to the next open period, so a closed period never changes. To correct approved time, add an adjustment in the pay period (see Payroll).

Approved time is included in payroll files with the rest of the period's hours. Notes stay in the app and are never exported.