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Timesheets and leave

Fill in your time for each period, submit it for approval, request time off, and set up your business's work week, time entry, deadlines, public holidays and leave types.

This article is being updated.

Timesheets is where you record the time you work and request time off. It shows by default for every business. If you can't open it, ask an owner or manager to give you access.

Each timesheet covers about a week, starting on your business's first day of the week. A timesheet never runs across the end of a month, so some are a little shorter or longer.

Find your timesheet

Go to Timesheets. The Timesheet entry tab opens on the current period. Use the arrows to step back or forward, Today to come back, or the calendar to pick a period. Its status shows beside the dates: Draft, Submitted, Approved or Rejected.

At the top, tiles show your Weekly Hours against what's Expected, and your Daily Diary progress. Below them, a strip shows each day in the period. Green days are complete, amber days are short, and holidays and non-working days are marked. Select a day to jump to it.

If the dates fall outside your employment dates, you see No timesheet for these dates.

Enter your time

If your role can enter time, each working day has blank rows ready to fill in.

  1. Type a Start and End time. Short forms work, such as 730 or 1430. Times round to your business's setting when you leave the field.
  2. Pick a Cost centre - one of your jobs, or one of your business functions for work that isn't on a job.
  3. Add a Comment if you like.

An entry saves once it has a start, an end and a cost centre. The Hours column shows its length, and the day's total shows at the top of the day.

Select Add entry for another row. When you select its start, it fills in from the end of the row before. To remove a row, select the delete button at its end.

To repeat an earlier day, select Copy from... on the day and pick a day from the last week, or Browse... for an older one. Copying replaces the entries already on that day.

Public holidays need no entries. They show No entries required - add if you worked.

On a phone you see one day at a time. Select Add entry to open a form, fill it in and select Save. If something's missing, the form tells you what's Still needed.

Keep a daily diary

Select the diary button on a day to open its Daily Diary. Type what was done and select Add. Select the camera icon next to an entry to attach a photo. Select an entry to change it. Clearing its text deletes it.

The Daily Diary tile opens the diary for the whole period.

Submit your timesheet

When your period is done, select Submit.

If some working days are short, Prevarro warns you with Timesheet incomplete and lists the days. Select a day to go to it, or select Submit anyway. The warning depends on your employment type. Casual staff are never warned about hours.

Once submitted, the banner shows who it's Waiting on, and your entries and diary can't be changed. To make a change, select Withdraw. The timesheet goes back to Draft and you can submit it again.

Who approves your timesheet is set up in Settings → Approvals. See Approvals. If your timesheets are set to Auto-approve, they go straight to Approved, with System as the approver.

If your timesheet is rejected, the banner shows who rejected it and why. Make your changes and submit it again.

Your business may set a Submit deadline for each period. A timesheet not submitted by then is marked overdue, and if reminders are on, you're reminded at the deadline.

Under the days, Activity lists what has happened to the timesheet.

If your role can only view Timesheets, you can see your timesheet but can't change or submit it.

Request time off

Go to Timesheets and open the Time Off tab. It lists your requests. The Filters button narrows them by Status: All, Draft, Pending, Approved, Rejected, Withdrawal Req. or Withdrawn.

  1. Select Request Time Off.
  2. Pick the leave type, then the Start and End dates.
  3. For part of a day, tick Partial day and enter the Hours. Over several days, you can mark the First day partial or Last day partial.
  4. Add a Note, and an attachment if you have one.
  5. Select Submit, or Save Draft to finish it later.

Select a request to see where it's up to. A rejected request can be changed and sent with Resubmit. To take back a request that's still waiting, select Withdraw. Once an approver has approved it, select Request Withdrawal and they decide.

Approving timesheets

If your role can approve timesheets, the Approvals tab lists what's waiting on you. Select Approve, or Reject and give a reason, then Confirm. To decide several at once, tick them and use Approve or Reject in the bar that appears. If your role can see your team's timesheets, Team view shows where everyone is up to.

Timesheet settings

If your role can view Timesheets settings, select Settings on the tab row. If your role can change them, you can edit:

The business's working days and hours can be changed for one person. People whose role can manage your team set their Employment type, Expected hours / day, Working days and employment dates on their record in Settings → Users.