Recording, Submitting, and Approving Timesheets

Overview

Timesheets in MyApprentice capture the hours you (or your team) worked each week. Time can be recorded by clocking in and out on shifts, by entering hours manually, or by entering start and end times — your business chooses the entry method in Business Settings.

Who uses this feature

• Tradies and Apprentices record and submit their own time.
• Business Owners, Supervisors, and Admins review and approve team timesheets.
• Finance users can view all timesheets and export payroll.
• Sole Traders manage their own timesheets.

Clock in / clock out is available to Business Owners, Supervisors, Tradies, and Apprentices. Admin and Finance cannot clock in/out. Approving and unapproving timesheets is done by Business Owner, Supervisor, or Admin. Payroll export is available to Business Owner, Supervisor, and Finance — not Admin.

When to use this feature

• Every shift, to record start and end times.
• At the end of each week, to review and submit the timesheet for approval.
• After submission, to be approved by a Business Owner, Supervisor, or Admin.
• For payroll, to export the approved data.

What you can do with this feature

• Clock in and clock out on shifts (automatic timesheet entries).
• Add manual Work or Travel entries.
• Allocate time to a job.
• Review the week before submission.
• Submit the week for approval.
• Approve, unapprove, or request corrections on submitted timesheets.
• Export approved timesheets as a CSV for payroll.

How the feature works

Clock in at the start of the day

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

Clock out at the end of the day

1. Open the shift detail dialogue.
2. Select Clock Out.
3. The clock-out time is added to the timesheet and the shift no longer shows as actively clocked in.

Review automatic entries

1. Open Timesheets from the application menu.
2. If your business uses the shift-based entry mode, clock-in/out times appear as timesheet entries automatically.
3. When clock-in/out has been used against assigned time, the entry is linked to the relevant job automatically.
4. Review entries for accuracy before submitting.

Add or correct manual entries

Use this when you forgot to clock in or out, worked additional time, or need to record time outside direct clocking:

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

Review the week

1. Use the calendar toggle to move through the week.
2. Check rostered hours (pulled from assigned shifts), work and travel entries, manual adjustments, and any job allocations.
3. Save any outstanding changes before submitting.

Submit the week for approval

1. When all entries are complete and saved, select Submit Week.
2. The week moves to a submitted state, ready for review.

Review and approve a submitted week

1. Open Timesheets and use the VIEWING dropdown to select the team member.
2. Review the submitted week — daily entries, rostered hours, work and travel, job allocations.
3. If correct, select Approve. The button then changes to Unapprove.

Request a correction

MyApprentice does not have a Reject button. To request a change:

1. Select Unapprove (for an already-approved timesheet) or work with the employee directly (for a submitted but unapproved week).
2. Ask the worker to correct the entries using your usual communication method.
3. The worker updates and resubmits.
4. Review the corrected week and approve.

Export for payroll

1. Approved timesheet data can be downloaded as a CSV file using Export.
2. Payroll export is available to Business Owner, Supervisor, and Finance.

Role-specific notes

• Tradie / Apprentice: record and submit their own time; can view and edit their own timesheets only and cannot approve others’ time.
• Business Owner / Supervisor / Admin: review and approve submitted timesheets.
• Finance: view all timesheets; can export but not approve.
• Business Owner and Supervisor: can also clock in/out on shifts they personally attend.

Related workflows

• Doing the Work on Your Shift
• Scheduling Work
• Configuring Business Settings (timesheet entry method on the Site tab)

Important notes

• Rostered hours come from scheduled shifts — if they are missing, confirm the shifts are correctly assigned.
• Saving an entry and submitting the week are separate actions. Submit Week only becomes available when all entries are saved.
• There is no dedicated Reject or Request Changes button — use Unapprove plus direct communication.
• Deleting a shift does not remove time already recorded on a completed timesheet — recorded entries remain. The deleted shift itself can be restored from Document History.
• Job allocation is not required on work-type entries but is applied automatically when clock-in/out has been used against assigned time.