Timesheets and Time Tracking Workflow

Overview

This workflow covers how you record and finalise your own worked time in MyApprentice, a web-based job-management platform. Timesheets record the hours worked each week and can be populated automatically from shift clock in/out data, entered manually, or recorded as a sum of hours. As a sole trader you record and finalise your own time — there is no separate approver. This guide walks through clocking in and out, automatic and manual entries, work and travel time, allocating time to jobs, and submitting a week.

Who This Workflow Is For

This guide is for a sole trader — a single operator who runs the business alone, records their own time, and finalises their own timesheets.

Before You Start

Shifts must be scheduled before rostered hours appear on a timesheet. Your timesheet entry method (start and end times, or a sum of hours) is configured in Business Settings under the Site tab. If you use the shift-based entry mode, clock in and clock out times are converted into timesheet entries automatically.

End-to-End Workflow

Step 1: Clock In at the Start of the Day

Record the start of your working day against the shift.

Open MyApprentice and find your shift on the dashboard or schedule.
Open the shift to view its detail dialogue and select Clock In at the start of the day.
The shift turns light green to show the active clocked-in state, and your clock-in time is recorded — this creates or updates your timesheet row automatically.

Step 2: Clock Out at the End of the Day

Record the end of your working day against the shift.

When the day’s work ends, open the shift detail dialogue again and select Clock Out.
Your clock-out time is added to the timesheet and the shift no longer shows as actively clocked in.

Step 3: Review Automatic Entries

Check entries generated from your clock in/out data.

If you use the shift-based entry mode, clock in/out times appear as timesheet entries automatically.
When clock in/out has been used against assigned time, the entry is linked to the relevant job automatically.
Review these entries for accuracy before submitting.

Step 4: Add or Correct Manual Entries

Use manual entries if you forgot to clock in or out, worked additional time, or need to record time outside direct clocking.

Open Timesheets from the application menu and use the calendar toggle to select the correct day.
Select Add Entry, then:
- Choose Work or Travel as the entry type.
- For work entries, enter the start and end time.
- Allocate the time to a relevant job where applicable. Job allocation is not required for work-type entries.
- Select Save Changes.

Step 5: Review the Week

Check the full week’s entries before finalising.

Review each day for the week using the calendar toggle.
Check rostered hours (pulled from your scheduled shifts), work and travel entries, manual adjustments, and any job allocations.
Save any outstanding changes before submitting.

Step 6: Submit the Week

Finalise the week’s recorded time.

When all entries are complete and saved, select Submit Week. This lets you export the time captured for that week for payroll or external reporting.
There is no separate approver — as a sole trader, submitting the week finalises your own time.

Step 7: Reopen and Edit if Needed

Adjust a finalised timesheet if details change.

You can reopen and edit a finalised timesheet at any time.
If details change, adjust the entries, save, and re-submit the week.

Step 8: Export for Payroll

Get the finalised data out for payroll use.

Finalised timesheet data can be downloaded as a CSV file using Export, for use in payroll or external reporting.

Note: the team review-and-approve step, including the VIEWING dropdown and Approve/Unapprove actions, is a Teams-only feature. As a sole trader there is no separate approver — you finalise your own time.

Common Issues & Limitations

Rostered hours not showing: Rostered hours are pulled from scheduled shifts. If they are missing, confirm the shifts are correctly scheduled.
Submit Week button not available: Ensure all entries for the week have been saved before submitting — saving an entry and submitting the week are separate actions.
Timesheet needs correction after submitting: You can reopen and edit a finalised timesheet yourself, then re-submit the week.
Shift deleted after a timesheet is completed: Deleting a shift does not remove time already recorded on a completed timesheet — the recorded entries remain in place. The deleted shift record itself is kept and can be restored from Document History.
Job allocation is not required for work-type entries but is applied automatically when clock in/out has been used against assigned time.

What Happens Next

Finalised timesheets are ready for payroll or export. Export the data as a CSV and consult your payroll process for the next steps.

Scheduling and Dispatch Workflow
Field Execution: From Shift Start to Completion