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, weekly summaries, and payroll-ready exports.

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
Weekly Summary View
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

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.

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.

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.
Confirm the approval when prompted.
The entry status changes to Approved and it is removed from the pending queue.

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.

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

All Entries Tab¶

A filterable list of all timesheet entries across the organisation. 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.

Weekly Summary Tab¶

A week-at-a-glance view showing daily hours for each employee. See Weekly Summary View for details.

Weekly Summary View¶

The Weekly Summary tab provides a grid view of employee hours broken down by day.

Reading the Summary¶

Column	Content
Employee	The employee's full name.
Mon--Sun	Daily total hours for each day of the week.
Total	The employee's total hours for the week.

Days with recorded hours are shown in bold.
Days with no hours show a dash.
Daily totals exceeding 10 hours are highlighted in amber as a visual alert.
Weekly totals exceeding 40 hours are highlighted in amber to flag potential overtime.

Navigating Between Weeks¶

Use the Prev and Next buttons to move backward or forward one week at a time.
The current week range is displayed between the navigation buttons (e.g., "05/01/2026 -- 07/01/2026").

Only entries with a status of Submitted or Approved are included in the weekly summary. Draft and rejected entries are excluded.

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 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.

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.
Weekly summary alerts: In the Weekly Summary view, any employee whose weekly total exceeds 40 hours 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 that apply across the organisation.

Setting Company Defaults¶

Navigate to Settings > Preferences.
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.

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 weekly summary? Days with more than 10 hours are highlighted as a visual alert. Weekly totals exceeding 40 hours are also highlighted. These indicators help managers identify potential overtime.

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? Yes. The mobile app requires a connection to submit timesheets and sync data with the server. If you are working offline, note your hours and submit when you are back online.

This manual is maintained by Aditech Pty Ltd. For additional help, contact your AXITRAQ administrator or visit the knowledge base at wiki.axitraq.com.