Timesheets

Overview

The Timesheets module serves two purposes: reviewing worklogs across the company, and managing the timesheet approval workflow. It is accessible from the Workspace View by clicking Timesheets in the app sidebar.

The left sidebar within Timesheets organizes views into four categories:

• User Timesheets — Summary, by Board, and by Item views showing hours grouped by team members
• Board Timesheets — Summary and by User views showing hours grouped by boards
• Progress — Timesheet Progress, Resource Utilization, and Planned vs Actual reports
• Approvals — Pending Approvals and Approval History (visible to approvers and admins)

Timesheet Views

The timesheet timeline shows a grid of logged hours with various grouping options. Use the sidebar to switch between views and the top bar to navigate dates.

User Timesheets

• Summary — One row per user with aggregated daily hours across all items
• by Board — Users as parent rows, boards as child rows (expandable hierarchy)
• by Item — Users as parent rows, individual items as child rows

Board Timesheets

• Summary — One row per board showing total hours per day
• by User — Boards as parent rows, users as child rows

Filtering

The filter bar above the grid lets you narrow results by:

• User — Multi-select with avatar display and search
• Team — Filter by team (resolves to member user IDs)
• Board — Searchable board picker (type 2+ characters to search)

Period Navigation

Use the top bar to switch between week and month periods, or pick a custom date range. Arrow buttons navigate to the previous/next period, and a "Today" button returns to the current period.

Cell Details

Click any cell in the timeline grid to open a detail dialog showing all individual worklogs for that row context (user, board, or item) on that specific date, including item name, board name, hours, and description.

Progress Reports

The Progress section in the sidebar switches to a table view (instead of the timeline grid) with three report modes:

• Timesheet Progress — Logged hours vs required capacity per user, with a progress percentage bar
• Resource Utilization — Planned hours vs required capacity per user
• Planned vs Actual — Logged hours vs planned hours per user

Submitting a Timesheet

When the selected date range in Time Tracking matches a full week or month, a "Submit for Approval" button appears in the top bar. Submitting bundles your worklogs for that period and sends them to your assigned approver for review.

Timesheet Statuses

Each timesheet has a status that reflects where it is in the approval lifecycle. The status determines what actions are available and whether worklogs can be edited.

Status Flow Diagram

The following diagram shows all possible state transitions for a timesheet. Each arrow represents a user or approver action.

Approval Rules

Before anyone can submit timesheets, an admin must configure approval rules that determine who approves whose timesheets. Rules are managed in Settings › Permissions › Timesheet Approval. For a comprehensive overview of all user roles, the approver resolution priority chain, view access, and a complete role matrix, see the Permissions & Access page.

Rule Types

There are three types of approval rules, listed from most specific to broadest:

How Approver Resolution Works

When a user submits a timesheet, the system automatically resolves the approver using a priority chain. It checks rules from most specific to broadest and assigns the first match:

1. Per-user rule — Is there a rule targeting this exact user? If yes, use that approver.
2. Per-team rule — Is there a rule targeting one of the user's teams? If yes, use that approver.
3. All-users rule — Is there a catch-all rule for the entire workspace? If yes, use that approver.

If no matching rule is found and no admin exists, the submission fails with an error asking an admin to configure approval rules.

Configuring Rules in Settings

The permission configuration UI in Settings › Permissions provides two ways to set up approval rules:

• Rules tab — Create broad rules for teams or all users. For example, assign a team lead as the approver for the entire Engineering team, or designate a manager as a workspace-wide approver.
• Per-User Assignments tab — Directly assign specific approvers to specific users. You can multi-select users and multi-select approvers, and the system creates all combinations. This is ideal when reporting lines don't follow team boundaries.

Permissions Reference

Approver View

If you are configured as an approver (via permission rules in Settings), you will see an Approvals category in the Timesheets sidebar with two items: Pending Approvals and Approval History.

Pending Approvals

The Pending Approvals view shows a two-panel layout: a list of submitted timesheets on the left, and a detail panel on the right when you select one.

For each pending submission you can see:

• User name and avatar
• Date range covered by the submission
• Total hours and worklog count
• Submission note (if provided)

Approval History

The Approval History view shows all timesheets you have previously acted on. You can filter by status (approved, rejected, reopened), user, and date range.

Reviewing a Submission

Click on any submission in the list to open its detail panel. From there you can:

• Review the full worklog breakdown (item names, boards, hours, descriptions)
• Read the submitter's note
• View the status history timeline (all past transitions with timestamps)
• Click Approve to accept the timesheet
• Click Reject and provide a reason (minimum 10 characters) explaining what needs to change

Reopening a Timesheet

If a timesheet has already been approved but needs corrections (for example, hours were logged to the wrong item), an approver or admin can reopen it.

Audit Trail

Every timesheet submission maintains a status history that records each state transition, providing a complete audit trail.

What Gets Tracked

• Status changes — logged with a timestamp and the user who triggered the change
• Rejection reasons — recorded when an approver rejects a timesheet
• Reopen reasons — recorded when an approver reopens an approved timesheet
• Submission notes — optional notes the submitter adds when submitting or resubmitting

You can view the full status history by clicking the History button in the detail panel of any timesheet.

Audit Trail Example

Exporting Timesheets

Click the Export button in the top bar to download the currently visible timesheet data as a CSV file. The export respects your active filters and date range.

Export Contents

The exported file includes:

• Users with logged hours in the selected period
• Daily hours per user (or per board/item, depending on the active view)
• Totals per row and per day

Practical Example