Timesheets

Auto-generated weekly timesheets derived from clock-in data, with per-day approval workflows, overtime calculation, color-coded status indicators, and CSV export for payroll integration.

How Timesheets Are Generated

Timesheets are automatically generated from clock-in/clock-out data recorded in the Attendance & Clock-In module. No manual entry is required — the system calculates daily hours worked based on authenticated attendance records.

• Timesheets are generated on a weekly cycle (Monday to Sunday)
• A new timesheet is created for each staff member at the start of each week
• Hours are updated in real-time as clock-in/out events are recorded
• If a staff member has no clock-in data for a day, it appears as 0.0 hours (incomplete)

Weekly Grid View

The timesheet interface displays a weekly grid showing hours per day for each staff member:

Staff Name	Mon	Tue	Wed	Thu	Fri	Sat	Sun	Total	Status
Adebayo Ogunlesi	8.0	8.0	9.5	8.0	7.5	0.0	0.0	41.0	Pending
Chioma Nwosu	8.0	4.0	8.0	8.0	8.0	0.0	0.0	36.0	Partial

Color Coding

Color	Condition	Meaning
	Hours ≤ 8.0	Normal working hours — within expected range
	Hours > 8.0	Overtime detected — exceeds standard working hours
	Hours < expected & no leave	Incomplete — staff left early or has missing clock-out

Timesheet Statuses

Each weekly timesheet has one of three statuses:

Status	Description	Next Action
Approved	All days in the week have been reviewed and approved	Ready for payroll export
Partial	Some days approved, others still pending or rejected	Review remaining days
Rejected	One or more days rejected; requires attention	Staff/admin must resolve issues

Per-Day Approve/Reject Workflow

Managers can approve or reject attendance on a per-day basis for granular control:

1. Navigate to Workforce > Timesheets
2. Select the week using the date picker
3. Click on a staff member's row to expand the daily detail view
4. For each day, click Approve (✓) or Reject (✗)
5. If rejecting, enter a reason (mandatory) — e.g., "Missing clock-out, unverified hours"
6. Click Save to confirm decisions

Bulk Approve

For efficient processing of large teams:

1. Go to Workforce > Timesheets
2. Filter by department, branch, or team
3. Check the Select All checkbox at the top of the grid
4. Click Bulk Approve
5. Confirm the action — all selected timesheets will be marked as Approved

Overtime Calculation

The system automatically calculates overtime based on your configured standard hours:

• Standard Hours: Configurable per organization (default: 8 hours/day)
• Overtime Formula: Total hours worked − Standard hours = Overtime hours
• Weekly Overtime: Total weekly hours beyond 40 hours flagged separately
• Overtime Rate: Configured in Organization Settings (e.g., 1.5x, 2.0x for weekends)

Overtime hours are displayed in a separate column when viewing individual timesheet details, and are included in payroll exports.

Export to CSV

Export timesheets for payroll processing or external record-keeping:

1. Navigate to Workforce > Timesheets
2. Select the desired week or date range
3. Optionally filter by department or approval status
4. Click Export > CSV

The exported CSV includes the following columns:

Column	Description
Staff ID	Unique employee identifier
Staff Name	Full name
Department	Assigned department
Week Starting	Monday date of the timesheet week
Mon–Sun	Hours worked each day
Total Hours	Sum of all daily hours
Overtime Hours	Hours exceeding standard per day
Status	Approved / Partial / Rejected
Approved By	Manager who approved the timesheet
Approved Date	Date of final approval