Timesheets¶

The Timesheets module in AXITRAQ lets you record, submit, and manage employee working hours. Whether your team logs time from the office or clocks in on-site using the mobile app, all timesheet data flows into a single management view with approval workflows, a pay-period summary (weekly, fortnightly, or monthly), and payroll-ready exports.

An employee can still only be on one job at a time. Finishing one job at 3:00 and starting the next at 3:00 is allowed, because the check uses the minute you see and does not count the shared minute as an overlap. A start that falls inside another entry by a minute or more is still rejected. Saved times are not changed.

This guide covers everything you need to know about creating, reviewing, approving, and exporting timesheets.

Table of Contents¶

Overview
Accessing Timesheets
Creating a Timesheet Entry
Entry Types
Break Management
Linking Entries to Jobs and Assets
Recording Parts and Materials
Timesheet Status Types
Submitting Timesheets
Approval Workflow
Adjusting Timesheet Entries
The Timesheets Management Page
Pay-period Summary
Wet Weather Bank (WW Bank)
Viewing Timesheets by Employee
Viewing Timesheets by Job
Overtime Tracking
Exporting Timesheets
Mobile App Integration
QR Code Clock-In and Clock-Out
Notifications
Employee Rewards Integration
Company Working Hours Configuration
Frequently Asked Questions
Grok Bot

Overview¶

The Timesheets module is designed for organisations that need to track employee hours across jobs, assets, and locations. It supports three ways to record time:

Web dashboard -- managers and office staff submit and manage timesheets from any browser.
Mobile app -- field workers submit timesheets with job linking, GPS location, and parts tracking.
QR code scanning -- employees scan a job-site QR code to clock in and out automatically.

All entries follow a structured approval workflow. Managers can review, approve, reject, or adjust entries before exporting them for payroll.

Who uses this module:

Role	Typical Actions
Employees / Field Workers	Submit timesheet entries, clock in/out via QR
Team Leaders / Managers	Review, approve, reject, and adjust entries
Administrators	Configure working hours, export data, manage all entries

Accessing Timesheets¶

To open the central Timesheets management page:

Log in to AXITRAQ at axitraq.app.
From the left navigation menu, select Timesheets.

You need the manage.timesheets permission to access this page. If you do not see the Timesheets option in the menu, contact your administrator.

You can also view timesheets scoped to a specific employee or job from their respective edit pages (see Viewing Timesheets by Employee and Viewing Timesheets by Job).

Creating a Timesheet Entry¶

From the Web Dashboard¶

Navigate to Timesheets in the left menu.
On the All Entries tab, or from an employee's or job's Timesheets tab, open the entry form.
Complete the following fields:

Field	Description
Date	The date the work was performed.
Employee	Select the employee from the dropdown.
Start Time	The time work began.
End Time	The time work finished.
Break (minutes)	Total break time in minutes. Deducted from the hours calculation.
Job	Optionally link the entry to a job.
Asset	Optionally link the entry to an asset.
Type	The entry type: Regular, Overtime, Travel, or Standby.
Notes	Any additional details about the work performed.

Total hours are calculated automatically: (End Time - Start Time - Break) = Total Hours.
Save the entry. It will be created in Draft status by default.

A manager with Jobs edit and Timesheets create permission can add labour on the job’s Labour tab (calendar modal or Edit Job). That creates a normal timesheet for the selected employee — same row you see here and on the employee Timesheets tab — with status Submitted (Pending Approval).

Favourites from Customisation appear at the top of the employee list. Assigned crew are marked On job.
Tick Include break to enter break minutes. Break is deducted from hours and shown in the Break column.
A pill shows the name of the person who entered it, so payroll can see it was not lodged from the Operations App.
Changing billable hours on the job Labour tab still does not change the timesheet hours. Use Adjust on this page to change what the employee is paid.

From the Mobile App¶

See Mobile App Integration for detailed steps on submitting timesheets from iOS or Android.

Entry Types¶

Each timesheet entry is categorised into one of four types:

Type	When to Use
Regular	Standard working hours during a normal shift.
Overtime	Hours worked beyond the standard daily or weekly allocation.
Travel	Time spent travelling to or from a job site.
Standby	On-call or standby hours where the employee is available but not actively working.

Select the appropriate type when creating or adjusting an entry. This classification is used in reports and can be filtered in the weekly summary and export views.

On-Call labour labels¶

If your company has defined On-Call Period Types (Settings → Preferences → JOBS) and the employee is on a roster that uses one, a line whose start date and time falls inside that window is also labelled with the period’s labour name (for example WeekDay On-Call). The Regular / Overtime / Travel / Standby type is unchanged.

That label appears on the job Labour tab, Timesheets, Summary/Detail PDFs, and CSV export. If the period type is set to apply the after-hours rate, billing uses the after-hours / callout charge for that stamped line. Historical rows created before Period Types existed stay unlabelled. Approved rows are not re-labelled unless someone changes the start time.

Break Management¶

Break time is recorded in minutes on each timesheet entry. When you enter a break duration, it is automatically deducted from the total hours calculation.

Example: An employee works from 7:00 AM to 3:30 PM with a 30-minute break.

Gross time: 8 hours 30 minutes
Break: 30 minutes
Total hours recorded: 8.00

To record a break:

Open the timesheet entry (either when creating or adjusting).
Enter the total break time in the Break (min) field.
The Total Hours field updates automatically.

If an employee takes multiple breaks during a shift, combine them into a single total. For example, a 15-minute morning break and a 30-minute lunch break would be entered as 45 minutes.

Linking Entries to Jobs and Assets¶

Timesheet entries can be linked to a specific job, a specific asset, or both. This provides traceability between hours worked and the jobs or assets that consumed those hours.

To link a job:

In the timesheet entry form, select a job from the Job dropdown.
Only active and in-progress jobs appear in the list.
The job number and title are displayed for easy identification.

To link an asset:

Select an asset from the Asset dropdown.
Assets are loaded based on your company's asset register.

Linking entries to jobs allows you to:

View all timesheet entries for a specific job from the job's edit page.
Track total labour hours against a job.
Include labour data in job costing reports.

Recording Parts and Materials¶

When submitting a timesheet, employees can also log parts and materials consumed during the work. This is particularly useful for field maintenance where materials are used on-site.

In the timesheet entry form, scroll to the Materials section.
Click + Add Material.
For each material, enter:
Description -- the name or description of the part or material.
Quantity -- how many units were used.
Unit -- the unit of measure (e.g., "each", "metre", "litre").
Unit Cost -- the cost per unit.
Total -- calculated automatically from quantity and unit cost.
Add additional rows as needed.
To remove a material line, click the remove button on that row.

Materials are saved alongside the timesheet entry and can be reviewed by managers during the approval process.

Timesheet Status Types¶

Every timesheet entry has a status that indicates where it is in the approval workflow:

Status	Description
Draft	The entry has been created but not yet submitted for approval. Only the employee or a manager can see it. It can be freely edited.
Submitted	The entry has been submitted and is waiting for manager review. It appears in the Pending Approval queue.
Approved	A manager has reviewed and approved the entry. It is ready for payroll export.
Rejected	A manager has rejected the entry, typically with a reason. The employee should review the feedback and resubmit if appropriate.

Status transitions follow this flow:

Draft --> Submitted --> Approved
                   \--> Rejected --> (edit and resubmit) --> Submitted

Submitting Timesheets¶

Once a timesheet entry is complete and accurate, it needs to be submitted for approval.

Review the entry details (date, times, break, job, type, notes).
Change the status from Draft to Submitted, or use the Submit action.
The entry moves into the Pending Approval queue visible to managers.

After submission:

The employee receives confirmation that the entry was submitted.
Managers with the manage.timesheets permission are notified of the pending entry.
The entry cannot be edited by the employee until a manager takes action (approve, reject, or adjust).

Tip: Submit timesheets promptly. If your organisation uses the Employee Rewards system, on-time submissions earn reward points while late submissions result in a deduction (see Employee Rewards Integration).

Approval Workflow¶

Managers review submitted timesheet entries from the Pending Approval tab on the Timesheets page.

Approving an Entry¶

Navigate to Timesheets and select the Pending Approval tab.
Review the entry details: date, employee, job, asset, start/end times, break, total hours, and type.
Click Approve on that row, or click Approve All at the top of the tab to approve every submitted timesheet on the list in one step.
Confirm the approval when prompted.
The entry status changes to Approved and it is removed from the pending queue. Approve All also approves pending WW Bank lines on the same tab. A WW Bank drawdown that is larger than the available balance is left pending and named in the result.

Rejecting an Entry¶

On the Pending Approval tab, locate the entry you want to reject.
Click Reject.
Enter a rejection reason in the prompt. This feedback is sent to the employee so they understand what needs to be corrected.
Confirm the rejection.
The entry status changes to Rejected. The employee can then edit and resubmit it.

Key Points¶

Only users with the manage.timesheets permission can approve or reject entries.
Approved entries are included in payroll exports.
Rejected entries should include a clear reason so the employee can make corrections.
All approval and rejection actions are logged for audit purposes.

Job manager review (Mgr ✓)¶

Separately from payroll approval, a job manager can Approve labour rows on the Job Detail Modal (Jobs → Calendar → click job → Labour tab, or the same modal from Timesheets). That review does not change timesheet status.

When that entry has been approved for billing:

The timesheet row is highlighted light green.
A Mgr ✓ badge appears.
Any manager note added on the job (e.g. why billable hours differ from clocked hours) is shown so payroll can see the explanation before approving pay.

A later clock-on on the same job does not inherit billing approval. Payroll still Approves, Rejects, or Adjusts each entry as usual.

Adjusting Timesheet Entries¶

Managers can adjust any timesheet entry to correct errors or update details. All adjustments are recorded in a full audit trail.

From any timesheet view, click Adjust on the entry you want to modify.
The Adjust Timesheet Entry modal opens with the current values pre-filled.
Modify any of the following fields:
Date, Employee, Start Time, End Time, Break, Job, Asset, Type, Status, Notes
Materials (add, edit, or remove material lines)
The Total Hours field recalculates automatically when you change start time, end time, or break duration.
Click Save Adjustment.

Audit trail: Every adjustment is recorded in the system. The original values and the modified values are preserved, along with who made the change and when. For QR-based entries, the original scan timestamps are always preserved separately from any adjusted times.

The Timesheets Management Page¶

The central Timesheets page at Manage > Timesheets provides three tabs for managing all company timesheet data.

Dashboard Statistics¶

At the top of the page, three summary cards show:

Pending Approval -- the number of submitted entries waiting for review (highlighted in amber if there are pending items).
This Week's Entries -- total entries recorded during the current week.
Total Filtered -- the total number of entries matching your current filter criteria.

Pending Approval Tab¶

Displays all entries with a Submitted status, sorted by date (most recent first). Each row shows:

Date, Employee, Job, Asset, Start time, End time, Break, Total Hours, Entry Type
Action buttons: Approve, Reject, Adjust
Approve All at the top of the tab approves every submitted timesheet in the list, and every pending WW Bank line that has enough balance. You confirm once.
The Job column opens the Job Modal overlay on this Timesheets page (Labour tab). You stay on Pending Approval — review or edit the job, close the modal, and continue the list. It does not navigate to the Jobs page.

WW Bank pending lines also appear here as highlighted rows labelled WW Bank. They have the same Approve / Reject / Adjust actions. Approving a WW Bank line does not change any clocked timesheet.

Start / Stop location (expand)¶

Click the coloured arrow at the left of a row to expand Start and Stop location details. Arrow colour (worst of Start/Stop):

Colour	Meaning
Green	At job (within 150 m)
Amber	Near job (150–500 m)
Red	Outside acceptable distance (>500 m)
Grey	No GEO data to compare (missing timesheet GPS and/or job site coords)

Expanded panels show:

Item	Meaning
Start / Stop coords	GPS captured when the employee started or stopped the entry (mobile / QR).
At job (green)	Within 150 m of the job site.
Near job (amber)	Between 150 m and 500 m of the job site.
Not at job	More than 500 m away.
No GPS / No job location	Missing timesheet GPS, or the job (and client default address) has no stored coordinates.
Map pin	Opens the shared map modal (Start, Stop, and Job site when available).

Proximity uses the job’s latitude/longitude when set; otherwise the client’s default address coordinates (same precedence as the mobile schedule). Badges and arrow colours are informational only and do not block Approve.

Caveats: PC-created entries and older rows often have no GPS. Manual mobile submit historically stored a single point as Start; Stop is reliable for QR clock-out, and for app builds that send latitude_end / longitude_end on submit. GPS indoors or with denied permission can look “away” incorrectly.

All Entries Tab¶

A filterable list of all timesheet entries across the organisation. The table matches Pending Approval: coloured GPS arrow, Date, Employee, Job, Asset, Start, End, Break, Hours, Type, Status, Mgr, and Actions.

Use the filter bar to narrow results by:

Status -- Draft, Submitted, Approved, or Rejected
Employee -- select a specific employee
Job -- select a specific job
Date range -- set a From and To date

Click Filter to apply your selections. The table displays up to 500 entries matching your criteria. An Export CSV button is available in the top-right corner of this tab.

The Job column opens the same Job Modal overlay on this page (Labour tab) so you do not leave All Entries. Submitted rows have Approve, Reject, and Adjust. Other statuses keep Adjust. Expand the arrow for Start/Stop location vs the job site, same as Pending Approval.

Pay-period Summary Tab¶

A period-at-a-glance view showing daily hours for each employee. The tab name follows the company pay period (Weekly, Fortnightly, or Monthly Summary). See Pay-period Summary for details.

Pay-period Summary¶

The summary tab is a period-at-a-glance of payable hours plus WW Bank for payroll. The dates follow Settings → Preferences → PAYROLL.

Set Pay Period to Weekly, Fortnightly, or Monthly, and set Start of Week. Example: Smith Plumbing is Weekly starting Wednesday, so the period runs Wednesday through the following Tuesday (not Monday to Sunday). Fortnightly also needs a known first-day date (snapped to Start of Week). Monthly uses a start day of 1–28.

The header shows Week ending, Fortnight ending, or Month ending, plus the full date range. Use the back and forward arrows to move one full period at a time. This Period’s Entries on the Timesheets dashboard counts rows in the current pay period.

Span for each day is that day’s earliest start to last finish (breaks still sit inside that window). Payable is span minus lunch and tea breaks, then plus approved WW Bank. Clocked job hours stay as the sum of timesheet entries and are never rewritten. If a day has hours but no complete start and finish, that day falls back to clocked hours.

Reading the Summary¶

Column	Content
Employee	Name. Expand the arrow for that period’s calculation, start, finish, and breaks. A Bank pill shows the employee’s current Hours Bank / WW Bank balance when it is not zero.
Each day	One column per day in the pay period (seven for weekly, fourteen for fortnightly, or the days in that month). Payable hours that day (earliest start → last finish − breaks).
Clocked	Sum of job timesheet hours that period (submitted + approved only).
WW Bank	Signed approved WW Bank for the period: deposit is negative (hours banked, not paid this period); drawdown is positive (hours paid from the bank).
Payable	Span minus breaks, plus WW Bank. This is the payroll total for the period.

Days with recorded hours are shown in bold.
Days with no hours show a dash.
Daily totals exceeding 10 hours, and clocked totals over 40 hours in a seven-day week (scaled for fortnightly and monthly), are highlighted in amber.
Overtime award calculations are not applied yet — the expanded row is reserved for that later.

Expanded row¶

Each employee expands to:

The payable calculation for each day (for example Wed 16/09: 06:30 → 16:45 = 10.25 h span − 45m breaks = 9.50 h) and the period formula (Span − breaks + WW Bank = Payable).
That period’s clocked job entries (date, start, finish, lunch/tea break, hours, job, type). The job name opens the Job Modal overlay on this page (Labour tab).
WW Bank lines for the period, and any sick or annual leave forms that fall in the period.

Print¶

Summary PDF — employee, payable hours each day in the pay period, clocked total, WW Bank, payable, with a note of the start-to-finish formula. The title is Weekly, Fortnightly, or Monthly Timesheet Summary.
Detail PDF — the same as expanding every employee: the daily calculation, start/finish/breaks, job rows, WW Bank, and leave forms. The title matches the pay period.

Only timesheet entries with status Submitted or Approved are included. Draft and rejected entries are excluded. WW Bank pending lines show in the expanded view but do not change Payable until approved.

Wet Weather Bank (WW Bank)¶

WW Bank lets an employee move extra hours from one week into a personal bank, then draw them in a later week. Clocked timesheet rows are never rewritten.

Typical flow:

The employee submits the company WW Bank Hours form (Operations App or web).
The request appears on Timesheets → Requests & Notifications (the form must have Show in Timesheets & Activity and type WW Bank request, or a name such as “WW Bank” / “wet weather”).
Payroll opens the form, then clicks Apply WW Bank. They choose the week ending, Deposit (bank hours from that week) or Drawdown (use banked hours that week), and the hours — full or part of the request.
A highlighted WW Bank line appears on Pending Approval, with a pill showing who applied it.
Approve updates the employee’s bank and that week’s Payable total. Reject does nothing to hours. Adjust can change hours, direction, or week before or after approve (an approved drawdown cannot exceed remaining balance).

Deposit vs drawdown¶

Direction	Bank	That week’s payable
Deposit	Increases	Day-span hours minus the deposited hours
Drawdown	Decreases	Day-span hours plus the drawn hours

A drawdown cannot be approved for more hours than the employee’s current approved balance.

WW Bank tab¶

Timesheets → WW Bank lists each employee’s running balance and the full ledger (week ending, direction, hours, status, who applied it, linked form, notes). Export ledger CSV downloads that ledger. The clocked timesheet CSV on All Entries is unchanged.

Managers add opening balances and later adjustments on the employee Hours Bank tab (note, who, and when on every change). The employee Timesheets tab links through to Hours Bank. Clocked timesheet rows are not changed.

Viewing Timesheets by Employee¶

To see all timesheet data for a specific employee:

Navigate to People in the left menu.
Open the employee's profile by clicking their name.
Select the Timesheets tab.

This view shows:

A full list of the employee's timesheet entries with job reference, hours, entry type, and status.
A link to the Hours Bank tab for available banked hours (add, deduct, and edit with a required note).
A Summary view with selectable grouping periods:
Daily -- day-by-day breakdown of hours.
Weekly -- week-by-week totals.
Fortnightly -- two-week period summaries.
Monthly -- month-by-month overview.
Hours are broken down by entry type (Regular, Overtime, Travel, Standby) within each period.

Viewing Timesheets by Job¶

To see all timesheet entries linked to a specific job:

Navigate to Jobs in the left menu.
Open the job by clicking its job number or title.
Select the Timesheets tab.

This view shows:

All timesheet entries associated with the job.
Employee names, start/stop times, and hours worked.
Whether each entry was submitted via QR scan or manual entry.
Status badges (Approved, Submitted, Rejected).
Clickable rows that open a detail modal with:
Scanned vs. recorded times (for QR entries).
GPS location data with a map view.
Adjustment history.
A link to edit the timesheet entry.

Pending Timesheet Visibility¶

Timesheet entries that have been submitted but not yet approved are visible in real-time across the platform:

On the Job page — the Timesheets tab shows both approved and pending hours separately, with pending entries clearly labelled. This includes:
Total Approved Hours and Total Pending Hours for labour.
Parts Used — parts submitted via timesheets, showing both approved and pending quantities and costs.
In the Parts & Materials list — items with pending usage from unapproved timesheets display the pending quantity, allowing managers to see real-time stock impact.
On Dashboard Widgets — the Job Cost Tracker and Department Costs widgets include both approved and pending values, giving real-time cost visibility even before timesheet approval.

This ensures managers have complete visibility into operational costs without waiting for the approval cycle to complete.

Overtime Tracking¶

Overtime is tracked through a combination of entry types and visual indicators in the weekly summary.

How Overtime Is Identified¶

Entry type: When an employee (or manager) creates a timesheet entry for hours beyond the standard allocation, they select Overtime as the entry type. This categorises the hours separately from regular time in reports and exports.
Summary alerts: In the pay-period summary, any employee whose clocked total exceeds 40 hours in a seven-day week (80 in a fortnight, scaled for a month) has their total highlighted in amber. Individual days exceeding 10 hours are also highlighted. These visual cues help managers quickly identify employees who may be working overtime.

Reporting on Overtime¶

Filter the All Entries tab or exported CSV data by the Overtime entry type to see all overtime entries.
The Employee Hours Report (available via the web dashboard and API) provides separate totals for regular hours, overtime hours, travel hours, and standby hours.

Exporting Timesheets¶

You can export timesheet data to CSV for payroll processing or external reporting.

Navigate to Timesheets and select the All Entries tab.
Apply any filters you need (status, employee, job, date range). For payroll, you would typically filter by Approved status and the relevant pay period date range.
Click the Export CSV button in the top-right corner of the table.
The CSV file downloads to your computer. It includes all columns visible in the table: date, employee, job, asset, hours, entry type, status, and notes.

Tip: For regular payroll exports, set the date range to match your pay cycle (weekly, fortnightly, or monthly) and filter to Approved entries only. This ensures you are exporting only verified hours.

Mobile App Integration¶

Field workers and on-site employees can submit timesheets directly from the AXITRAQ mobile app on iOS or Android.

Submitting a Timesheet from the Mobile App¶

Open the AXITRAQ app and log in.
Tap Timesheets (or the timesheet icon) from the main menu.
Complete the timesheet form:
Date -- select the date using the date picker.
Job -- tap the job selector to search and select a job from the full-screen searchable list.
Start Time and End Time -- use the time pickers (12-hour AM/PM format, 5-minute intervals).
Entry Type -- choose Regular, Overtime, Travel, or Standby.
Parts/Materials -- optionally add parts used during the work via the searchable parts modal.
Notes -- add any relevant details about the work performed.
Tap Submit.

The app records your GPS location passively when you submit a timesheet. This provides location verification without requiring any extra steps.

Viewing Your Timesheets¶

From the mobile app, you can view your submitted timesheets, check their status (submitted, approved, rejected), and see any rejection feedback from your manager.

Managing Timesheets (Managers)¶

Managers can also approve and reject timesheet entries from the mobile app using the timesheet management view.

QR Code Clock-In and Clock-Out¶

AXITRAQ supports scan-based time tracking using Job Timesheet QR codes. This is ideal for job sites where employees need a quick, hands-free way to log their arrival and departure.

How It Works¶

A QR code is generated for a job and printed or displayed at the job site.
When an employee arrives, they open the AXITRAQ mobile app and scan the QR code.
Clock In -- the app records the scan timestamp and the employee's GPS location. A timesheet entry is created automatically.
When the employee finishes, they scan the same QR code again.
Clock Out -- the app records the end timestamp, completing the timesheet entry.

Audit Trail for QR Entries¶

QR-based entries maintain a strict audit trail:

The original scan timestamps are preserved separately from any recorded or adjusted times.
If a manager adjusts the times (e.g., to correct a forgotten clock-out), the adjustment is logged in the timesheet_adjustments record with full before-and-after details.
GPS coordinates from the scan are stored and viewable on a map in the entry detail modal.

Adjusting QR Entries¶

If an employee forgets to clock out or scans at the wrong time, a manager can adjust the entry:

Open the timesheet entry from the Timesheets management page or the job's Timesheets tab.
Click Adjust.
Modify the start or end time as needed.
Save the adjustment. The original scan times remain on record.

Notifications¶

AXITRAQ sends notifications at key points in the timesheet workflow to keep employees and managers informed.

Event	Who Is Notified	Description
Timesheet Submitted	Managers	Sent when an employee submits a timesheet entry for approval. Managers see it in their notification feed and the Pending Approval queue.
Timesheet Approved	Employee	Sent when a manager approves the employee's timesheet entry. Confirms the hours have been accepted.
Timesheet Rejected	Employee	Sent when a manager rejects the entry. Includes the rejection reason so the employee can make corrections.

Notifications appear in the AXITRAQ notification centre (bell icon) and, depending on the employee's notification preferences, may also be sent as push notifications to the mobile app.

Employee Rewards Integration¶

If your organisation uses the AXITRAQ Employee Rewards system, timesheet submissions are automatically evaluated for timeliness.

Event	Points
Submitted on time	+5 points
Submitted late	-10 points

"On time" is determined by a configurable deadline set in Settings > Preferences by your administrator.
Points are awarded or deducted automatically when the timesheet is submitted.
Employees can view their rewards balance on the mobile app dashboard and the Employee Rewards tab in their profile.

Company Working Hours Configuration¶

Administrators can configure default working hours and the company pay period.

Pay Period¶

Navigate to Settings > Preferences > PAYROLL.
Choose Weekly, Fortnightly, or Monthly.
Set Start of Week (Monday through Sunday). A weekly period starting Wednesday runs Wednesday through the following Tuesday.
For fortnightly, pick any date that is the first day of a known fortnight. AXITRAQ snaps it to Start of Week.
For monthly, choose the day of the month the period starts (1–28).
Save. The Timesheets summary tab, This Period’s Entries, WW Bank period, Hours Bank, Summary PDF, and Detail PDF all use this setting.

Until a company saves a pay period, AXITRAQ keeps the previous default: weekly Monday to Sunday.

Setting Company Defaults¶

Navigate to Settings > Preferences > JOBS.
Set the default daily start and end times for your organisation.
Save. These defaults are used when creating multi-day jobs and serve as a baseline for overtime calculations.

Per-Job Overrides¶

Individual jobs can have custom daily working hours that override the company defaults:

Open the job and go to its schedule settings.
Set custom start and end times.
Optionally configure a per-day schedule grid with different hours for specific days of the week.
Multi-day jobs with custom hours are automatically split into daily segments on the calendar.

Grok Bot¶

A person with Timesheets view can read timesheets from their own Grok Bot. The bot uses that person's Web Access. It can list entries, open one entry, read the pay-period summary, read WW Bank, and read Requests and Notifications. It does not submit, approve, reject, or adjust.

search_timesheets lists date, employee, job, asset, start, stop, break, hours, type, status, payroll approval, and the job-manager check. mgr_checked is that check. It does not change the payroll status. get_timesheet adds notes, parts, the adjustment history, and start and stop location. The location label and the distance stay. Coordinates are included only when the reading is at or near the job, rounded to 4 decimal places, so an off-site clock-on does not give a street address. Hours come back as text, such as 8.50. Approval and adjustment times include the company timezone offset. An employee id must be someone the employee list shows. A deleted or platform account is not found.

timesheet_summary is the summary tab for the company pay period. Send any date inside the period, or leave the date out for the period that contains today. Each employee includes the daily calculation, clocked hours, hours by type, signed WW Bank, payable hours, and the bank balance. Payable is the day span minus breaks, plus approved WW Bank. A deposit lowers that week's payable. A drawdown raises it. pending_timesheets counts submitted entries in that period.

ww_bank lists each employee. hours_lodged is approved deposits. accepted_in_bank is lodged hours minus approved drawdowns. The ledger includes pending and rejected lines. timesheet_requests is the Requests and Notifications tab for the last 90 days, plus this login's timesheet bell items.

Frequently Asked Questions¶

Can I edit a timesheet after it has been submitted? No. Once submitted, the entry is locked for manager review. If you need to make changes, ask your manager to either reject the entry (so you can edit and resubmit) or adjust it directly.

What happens if I forget to clock out with the QR code? Your manager can adjust the entry from the Timesheets management page. The original clock-in time is preserved, and the manager adds the correct end time. The adjustment is logged in the audit trail.

Why are some days highlighted in amber on the summary? Days with more than 10 hours are highlighted as a visual alert. Period totals over the 40-hour-per-week equivalent are also highlighted. These indicators help managers identify potential overtime.

How do I set our pay week if it is not Monday to Sunday? An administrator opens Settings → Preferences → PAYROLL, sets Pay Period (Weekly, Fortnightly, or Monthly) and Start of Week, then saves. Timesheets, the summary tab, WW Bank period, and both PDFs use that range. Example: weekly starting Wednesday runs Wednesday through the following Tuesday.

Can I log materials without a timesheet entry? No. Materials are attached to a timesheet entry. Create the timesheet entry first, then add the materials in the Materials section.

How do I export timesheets for a specific pay period? On the All Entries tab, set the date range to your pay period and filter by Approved status. Then click Export CSV. The downloaded file contains all approved entries within that date range.

Who can approve timesheets? Any user with the manage.timesheets permission. This is typically assigned to team leaders, managers, and administrators.

Do I need an internet connection to submit timesheets from the mobile app? The app can queue a timesheet while you are offline and send it when the connection returns. The server accepts that queued submit. If the queue does not send, submit again once you are online. See Offline Mode.

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