Timesheet Management System

The Timesheet Management System enables carers to record their working hours, expenses, and mileage for client visits, while allowing administrators to review and approve these entries.

Key Features

🌍 Multi-timezone Support

Accurate time tracking across different timezones.

⏱️ Scheduled vs. Actual Time Tracking

Compare planned vs. actual work hours.

💰 Client-Specific Limits

Set and manage expense and mileage limits per client.

📝 Integrated Case Notes

Document client interactions and observations.

⚠️ Incident Reporting

Report and track incidents with detailed documentation.

📊 Status-Based Workflow

Draft → Submitted → Approved/Rejected workflow.

User Roles & Permissions

Feature	Carer (Employee)	Administrator/Manager
View Own Timesheets	✓	✓
Edit Own Timesheets	✓	✓
Submit Timesheets	✓	✓
Recall Submitted Timesheets	✓	✓
View All Timesheets	✗	✓
Approve/Reject Timesheets	✗	✓
Set Client Limits	✗	✓
Generate Reports	✗	✓

Timesheet Status Workflow

Draft

↓

Submitted

↓

Approved OR Rejected

↑

Recall

Accessing the Timesheet System

How to login and navigate to the timesheet management module.

1 Login to the System

Navigate to the application URL
Enter your credentials
System automatically detects your employee status and permissions

2 Navigate to Timesheets

Click on "Timesheets" in the main navigation menu
System loads your timesheet view based on your role

Note: If you're an employee without admin permissions, you'll automatically see only your own timesheets. Administrators can select different employees from the dropdown.

Carer Timesheet View (Employee)

Understanding the employee interface for timesheet management.

Understanding the Timesheet Interface

1 Header Section

Title: "Carer Timesheets"
Employee Dropdown: Shows your name (disabled if you only have access to your own timesheets)
Your Timesheets Indicator: Displays when viewing your own entries

2 Week Navigation Controls

Previous Week: Button to view previous week's timesheets
Current Week Display: Shows date range (e.g., "Nov 13, 2025 - Nov 19, 2025")
Current Week Button: Quick return to current week
Next Week: Button to view next week's timesheets
Sort Toggle: Switch between "Oldest First" and "Newest First"

Timesheet Table Columns

Column	Description
S.No	Serial number of the entry
Client / Service	Client name and rate card/service information (for NDIS clients)
Start Date	Scheduled and Actual start dates
End Date	Scheduled and Actual end dates
Start Time	Scheduled and Actual start times
End Time	Scheduled and Actual end times
Total Hours	Calculated hours (Scheduled and Actual)
Status	Current status badge (Draft/Submitted/Approved/Rejected/Recall)
Mileage	Mileage claimed with client limit shown below
Expense	Expense amount with client limit shown below
Sleepover	Yes/No indicator for sleepover shifts
Actions	Edit, Submit, Recall, Case Note, and Incident buttons

Understanding Scheduled vs. Actual Times

Scheduled Times/Dates: Pre-populated from work allocations. These represent the planned shift times and cannot be edited.

Actual Times/Dates: Entered by the carer to reflect the real start and end times of the shift. These fields are editable and must be filled before submission.

Editing Timesheet Entries

How to enter and modify timesheet data.

Prerequisites for Editing

Important: Before editing a timesheet, client limits MUST be set. If limits are not configured, you'll see a warning message and the Edit button will be disabled.

1 Check Client Limits Status

Look for the "Add Limits" button in the Actions column
If visible, limits haven't been set yet
If not visible, limits are already configured

Editing Process

1 Click Edit Button

Locate the timesheet entry you want to edit
Click the "Edit" button in the Actions column
The row expands to show editable fields

2 Enter Actual Start Date

Click in the Actual Start Date field
Type the date in dd/mm/yyyy format (e.g., 15/11/2025)
OR click the calendar icon to use the date picker
System auto-formats as you type (adds slashes automatically)

3 Enter Actual End Date

Click in the Actual End Date field
Enter date in dd/mm/yyyy format
OR use the calendar icon
End date must be equal to or after start date

Note: The system validates that end date is not before start date. If you enter an invalid date, you'll see an error message when saving.

4 Enter Actual Start Time

Click in the Actual Start Time field
Use the time picker to select hours and minutes
Time is displayed in 24-hour format (HH:MM)

5 Enter Actual End Time

Select the actual end time of your shift
System automatically calculates total hours
Hours calculation accounts for overnight shifts

6 Enter Mileage

Enter the mileage traveled for this shift
Use decimal format (e.g., 15.50)
Client mileage limit is displayed below the field
System validates against the limit on save

Validation: If mileage exceeds the client limit, you'll see an error: "Mileage X cannot exceed the limit of Y"

7 Enter Expenses

Enter any expenses incurred during the shift
Enter as decimal currency (e.g., 25.00)
Client expense limit is displayed below
System validates against the limit

Validation: If expense exceeds the client limit, you'll see an error: "Expense $X cannot exceed the limit of $Y"

8 Set Sleepover Status

Check the sleepover checkbox if applicable
Leave unchecked for regular shifts

Saving Changes

1 Click Save Button

Review all entered information
Click the green "Save" button
System performs validation checks

2 Success Confirmation

Green success message appears at top: "Timesheet updated successfully!"
Entry returns to view mode
Changes are saved to the database
Success message auto-dismisses after 5 seconds

Success Message Example: "Timesheet updated successfully!"

Edit Restrictions

Cannot Edit When:

Status is "Submitted" - timesheet is under review
Status is "Approved" - timesheet has been finalized
Client limits are not set - must add limits first

In these cases, the Edit button will be disabled and grayed out.

Submitting Timesheets

Process for submitting timesheets for approval.

Prerequisites for Submission

Required Before Submission:

Actual start and end times must be entered
Actual start and end dates must be entered
At least one time slot must have actual hours recorded
Mileage and expenses must not exceed client limits
Status must be "Draft" or "Recall"

Submission Process

1 Verify Entry Completion

Check that all actual times are filled in
Verify dates are correct
Confirm mileage and expenses are within limits
Review total hours calculation

2 Locate Submit Button

Find the green "Submit" button in the Actions column
Button is only visible for Draft or Recall status entries
Button is disabled if actual hours are not recorded

3 Click Submit

Click the "Submit" button
System performs final validation
Status changes from "Draft" to "Submitted"
Timesheet becomes locked for editing

After Submission:

Status badge changes to yellow "Submitted"
Edit button becomes disabled
Recall button appears
Timesheet is now visible to administrators for approval

Validation Errors

Common Validation Errors:

"Cannot submit: No actual hours recorded" - Fill in actual times first
"Mileage exceeds limit" - Reduce mileage or contact admin
"Expense exceeds limit" - Reduce expense or contact admin
"End date must be after start date" - Correct the dates

Recalling Submitted Timesheets

1 When to Use Recall

You discover an error after submission
Need to update information before approval
Forgot to add mileage or expenses

2 Click Recall Button

Locate the red "Recall" button (visible only on Submitted entries)
Click to recall the timesheet
Status changes from "Submitted" to "Recall"
Edit button becomes enabled again

Note: You can only recall timesheets that are in "Submitted" status. Once approved or rejected by an administrator, recall is no longer possible.

Managing Client Limits

Setting and managing client expense and mileage limits.

Understanding Client Limits

What are Client Limits?

Client limits define the maximum mileage and expense amounts that can be claimed for a specific client within a date range. These limits ensure compliance with client agreements and funding allocations.

Adding Client Limits

1 Identify Missing Limits

Look for the orange "Add Limits" button in the Actions column
This button appears only when limits are not configured

2 Click Add Limits

Click the "Add Limits" button
Side panel slides in from the right
Form displays with teal header "Add Client Limit"

3 Fill in Client Limit Details

Client Type (Read-only)

Automatically populated (NDIS, CHSP, or CHSP_V1)
Cannot be changed

Expense Amount *

Enter maximum expense amount in dollars
Use decimal format (e.g., 100.00)
Must be greater than or equal to 0

Mileage *

Enter maximum mileage in kilometers
Use decimal format (e.g., 50.00)
Must be greater than or equal to 0

Start Date *

Type date in dd/mm/yyyy format
OR click calendar icon to use date picker
System auto-formats as you type
Defines when the limit period begins

End Date *

Enter limit period end date
Must be equal to or after start date
Use same format as start date

Description (Optional)

Add notes about the limit (max 1000 characters)
Character counter displays below field
Useful for explaining special circumstances

4 Save Client Limits

Review all entered information
Click the green circular checkmark button at bottom right
System validates all fields
Success message appears if saved successfully
Panel closes automatically

Success: "Client limits updated successfully!" message appears at top of screen

Validation Rules for Client Limits

Field	Validation Rule	Error Message
Expense	Must be ≥ 0	"Please enter a valid expense amount (must be >= 0)"
Mileage	Must be ≥ 0	"Please enter a valid mileage (must be >= 0)"
Start Date	Valid dd/mm/yyyy format	"Please enter a valid start date (dd/mm/yyyy)"
End Date	Valid date, ≥ start date	"End date must be after or equal to start date"
Description	Max 1000 characters	"Description must not exceed 1000 characters"

Viewing Applied Limits

Where to See Limits:

Once client limits are set, they appear in the timesheet table:

Below the mileage input field
Below the expense input field
Displayed as "Limit: X" in smaller gray text

Creating Case Notes

Documenting client interactions and observations.

When to Create Case Notes

Use Case Notes For:

Documenting client interactions during shifts
Recording significant events or observations
Noting changes in client condition or behavior
Documenting service delivery details
Communication with family members or other carers

Creating a Case Note from Timesheet

1 Access Case Note Creation

Locate the timesheet entry for which you want to create a note
Find the purple "Note" button in the Actions column
This button is only visible if you have CaseNote_Create permission

Permission Required: If you don't see the Note button, you don't have permission to create case notes. Contact your administrator.

2 Click Note Button

Click the "Note" button
Side panel opens from the right
Client information is pre-populated from the timesheet
Timesheet ID is automatically linked

3 Review Pre-populated Information

Client Name: Automatically filled (read-only)
Client ID: System tracks in background
Timesheet Link: Case note is linked to this timesheet

4 Enter Case Note Details

Fill in note title/subject
Write detailed case note content
Add any relevant observations
Include date/time specific information

5 Save Case Note

Click "Save" or "Create" button
System validates the form
Case note is saved to client's record
Link to timesheet is maintained
Success message appears

Success: "Case note created successfully!" message appears at top

6 Panel Closes

Panel automatically closes on successful save
Return to timesheet view
Case note is now accessible from client records

Reporting Incidents

How to report and document incidents.

Understanding Incident Reporting

When to Report an Incident:

Client falls or injuries
Medication errors
Equipment failures or safety concerns
Behavioral incidents
Property damage
Any unusual or concerning events

Creating an Incident Report

1 Access Incident Reporting

Locate the timesheet entry related to the incident
Find the purple "Incident" button in Actions column
Button shows a warning triangle icon

2 Click Incident Button

Click "Incident" to open the reporting panel
Panel slides in from the right with teal header
Title: "Create Timesheet Incident"

3 Review Timesheet Information

Blue information box at top shows:
Employee name (the carer)
Client name (automatically populated)
Shift date
This information is read-only

4 Enter Issue Title *

Provide a brief, clear title for the incident
Examples: "Client Fall in Bathroom", "Medication Administration Error"
Required field

5 Write Detailed Description *

Provide comprehensive incident details
Include: What happened, When, Where, Who was involved
Describe immediate actions taken
Be factual and objective
Required field

6 Client Field (Auto-populated)

Shows client name from timesheet
Field is read-only and grayed out
Client ID is tracked in background
Note states: "Client is automatically selected from the timesheet"

7 Assign To Employee (Optional)

Select employee to assign incident follow-up to
Dropdown shows all organization employees
Leave blank if no specific assignment needed
Can be updated later by administrators

8 Attach Supporting Documents (Optional)

Click "Attach Document" button
Select file from your device
Supported: Photos, PDFs, documents
File name displays after selection
Useful for photos of injuries, damage, etc.

9 Status Field (Auto-set)

Shows "New" status (grayed out)
All new incidents automatically set to "New"
Cannot be changed during creation
Note: "New incidents are automatically set to 'New' status"

10 Add Initial Notes (Optional)

Enter additional notes in text area
Can add multiple notes using "+ Add Another Note" button
Remove notes using trash icon if needed
Notes can include follow-up actions, observations, etc.

11 Submit Incident Report

Review all entered information
Ensure issue title and description are complete
Click green "Create Incident" button at bottom right
System validates required fields

Success: "Incident reported successfully!" message appears

12 Confirmation

Panel closes automatically
Success notification displays for 5 seconds
Incident is immediately routed to administrators
Return to timesheet view

Incident Report Validation

Required Fields:

Issue Title: Cannot be empty
Description: Cannot be empty
Client: Must be associated with timesheet

If any required field is missing, you'll see an error message and cannot submit.

After Incident Submission

What Happens Next:

Incident is logged with timestamp and your employee ID
Administrators are notified
Assigned employee receives notification (if assigned)
Incident tracking begins
You can view incident status in the Incidents module
Follow-up actions will be tracked separately

Admin Timesheet Report View

Administrator interface for timesheet management.

Accessing Admin Report

1 Navigate to Timesheet Report

Login with administrator credentials
Navigate to Timesheets section
Select "Timesheet Report" view
System displays all organization timesheets

Report Interface Components

1 Header Information

Title: "Timesheet Report"
Timezone indicator (if not UTC)
Shows current timezone for time conversion

2 Status Filter Dropdown

Filter options:
- All Statuses (default)
- Draft
- Submitted
- Approved
- Rejected
- Recall
Changes table content immediately

3 Global Search Field

Search across all timesheet data
Searches: Employee names, client names, dates, times
Also searches: Status, mileage, expense, sleepover, notes
Real-time filtering as you type
Placeholder: "Search by employee, client, date, status..."

Summary Statistics Bar

1 Statistics Displayed

Total: Total number of timesheets (all filtered results)
Draft: Count of draft entries (gray text)
Submitted: Count awaiting approval (yellow text)
Approved: Count of approved entries (green text)
Rejected: Count of rejected entries (red text)
Recall: Count of recalled entries (orange text)
Total Hours: Sum of all actual hours (blue text)

Note: Statistics update automatically based on applied filters

2 Download CSV Button

Located on right side of summary bar
Green button with download icon
Downloads filtered results as CSV
Disabled if no data to export
Filename format: "Timesheet_Report_[Status]_[Date].csv"

Admin Report Table

1 Table Columns (Admin View)

Column	Description
Employee Name	Name of the carer who worked the shift
Client / Service	Client name and service/rate card information
Start Date	Scheduled and Actual start dates
End Date	Scheduled and Actual end dates
Start Time	Scheduled and Actual start times with timezone notes
End Time	Scheduled and Actual end times
Total Hours	Calculated scheduled and actual hours
Status	Color-coded status badge
Mileage	Kilometers claimed
Expense	Dollar amount claimed
Sleepover	Yes/No badge
Actions	Approve and Reject buttons

CSV Export Details

1 Exported Data Includes

All visible columns from the table
Plus additional hidden fields:
- Timesheet ID
- Employee ID
- Client ID
- Work Allocation ID
- Rate Card Group ID
- Time Slot ID
- Notes
- Rejection Reason
- Approved By Name

2 Download Process

Click "Download CSV" button
Browser downloads file automatically
File opens in Excel by default
All data is properly formatted with commas as separators
Special characters are escaped

Approving/Rejecting Timesheets

Process for reviewing and approving timesheets.

Review Process

1 Filter for Submitted Timesheets

In admin report view, select "Submitted" from status filter
Table shows only timesheets awaiting approval
Yellow "Submitted" badges indicate pending items

2 Review Timesheet Details

Check employee name and client
Verify actual times match reasonable expectations
Compare scheduled vs actual hours
Review mileage and expense amounts
Check sleepover status if applicable
Verify dates are correct

Review Checklist:

✓ Are actual times within reasonable range of scheduled times?
✓ Do dates make sense?
✓ Are expenses justified and within limits?
✓ Is mileage reasonable for the client location?
✓ Are there any anomalies or red flags?

Approving Timesheets

1 Locate Approve Button

Find green "Approve" button with checkmark icon
Button is only enabled for "Submitted" status entries
Disabled (grayed and blurred) for other statuses

2 Click Approve

Click the green "Approve" button
System processes approval immediately
Loading spinner appears briefly
Status changes to "Approved"

3 Approval Confirmation

Status badge changes to green "Approved"
Both Approve and Reject buttons become disabled
Approval timestamp is recorded
Your name is logged as approver
Employee receives notification (if configured)

Approved: Timesheet is now finalized and locked. It can be included in payroll processing.

Rejecting Timesheets

1 When to Reject

Times don't match scheduled allocation
Suspicious or unrealistic entries
Missing or incomplete information
Expenses exceed limits without justification
Dates are incorrect
Duplicate entries detected

2 Click Reject Button

Find red "Reject" button with X icon
Only enabled for "Submitted" timesheets
Click to reject the entry

3 Rejection Process

System immediately processes rejection
Status changes to "Rejected"
Status badge turns red
Employee receives rejection notification
Both action buttons become disabled

Best Practice: Consider contacting the employee before rejecting to explain the issue and allow them to recall and correct the timesheet instead.

Action Button States

Status	Approve Button	Reject Button
Draft	Disabled (blurred)	Disabled (blurred)
Submitted	Enabled (green)	Enabled (red)
Approved	Disabled (blurred)	Disabled (blurred)
Rejected	Disabled (blurred)	Disabled (blurred)
Recall	Disabled (blurred)	Disabled (blurred)

Note: Once a timesheet is approved or rejected, the decision is final and cannot be reversed through the UI. Contact system administrator if changes are needed.

Timezone Management

Handling timezone differences in timesheet entries.

Understanding Timezone Functionality

Why Timezone Matters:

Carers may work across different timezones
Accurate time recording for payroll
Compliance with work hour regulations
Correct calculation of overnight shifts

How Timezone Conversion Works

1 Timesheet Original Timezone

Each timesheet stores its original timezone
Timezone is set when work allocation is created
Typically matches client location or carer location

2 Display Timezone Selection

System detects your browser timezone
Defaults to Australia timezone if detection fails
You can change display timezone in settings
Timezone preference is saved locally

3 Automatic Conversion

All times are automatically converted for display
Dates adjust if time crosses midnight boundary
Calculations use converted times
Original times preserved in database

Timezone Indicators

1 Orange Warning Icon

Appears when timesheet timezone differs from display timezone
Small orange alert icon with text "From [Original Timezone]"
Shown in Start Time column
Helps identify converted entries

2 Timezone in Report Header

Admin report shows current display timezone
Format: "Timesheet Report (Timezone: Australia/Sydney)"
Reminds administrators of active timezone

Timezone Best Practices

Recommendations:

Keep your timezone setting consistent with your work location
Pay attention to timezone indicators when reviewing
Verify calculated hours when timezones differ
Contact support if hours seem incorrect after conversion
Be aware of daylight saving time transitions

Timezone Edge Cases

Special Situations:

Overnight Shifts: May span two dates after conversion
DST Transitions: Hours may be adjusted during DST changes
International Shifts: Large timezone differences may shift dates significantly

Note: The system handles all conversions automatically. You only need to be aware of the timezone indicators and verify that displayed times make sense.

Troubleshooting Guide

Solutions to common issues and problems you may encounter.

Common Issues

Issue 1: Cannot See Edit Button

Possible Causes:

Timesheet status is "Submitted", "Approved", or "Rejected"
Client limits are not configured
Another user is editing the timesheet

Solutions:

Check status - if submitted, use Recall first
Click "Add Limits" button to configure client limits
Wait and try again if locked by another user

Issue 2: Cannot Submit Timesheet

Possible Causes:

Actual times not entered
Actual dates missing
No actual hours recorded
Validation errors present

Solutions:

Fill in all actual start/end times
Complete actual start/end dates
Ensure hours are greater than 0
Read error message and correct the specified issue

Issue 3: Mileage/Expense Exceeds Limit Error

Error Message:

"Mileage X cannot exceed the limit of Y" or "Expense $X cannot exceed the limit of $Y"

Solutions:

Reduce mileage/expense to within limit
Contact supervisor to increase client limit if justified
Verify you entered correct amount (check for typos)
Split claim across multiple periods if applicable

Issue 4: Wrong Employee Shown

Possible Causes:

Wrong employee selected in dropdown
Viewing another employee's timesheets (admin)

Solutions:

Check employee dropdown selection
If dropdown is disabled, you're seeing your own timesheets
Admins can select different employees from dropdown

Issue 5: Timesheets Not Loading

Possible Causes:

Network connection issue
Server error
No timesheets for selected week

Solutions:

Check internet connection
Refresh the page (F5)
Try different week using navigation buttons
Clear browser cache and reload
Contact IT support if issue persists

Error Message Reference

Error Message	Meaning	Solution
"No client limits set"	Client expense/mileage limits not configured	Click "Add Limits" button
"Cannot submit: No actual hours"	Actual times not entered	Fill in actual start and end times
"Mileage exceeds limit"	Entered mileage > client limit	Reduce mileage or update limit
"Expense exceeds limit"	Entered expense > client limit	Reduce expense or update limit
"End date must be after start"	Invalid date range	Correct the dates
"Please enter valid date"	Date format incorrect	Use dd/mm/yyyy format
"Cannot edit submitted"	Timesheet under review	Recall before editing

Contact Support

When to Contact Support:

Persistent errors after trying solutions
Data appears incorrect or corrupted
Cannot access timesheets at all
Permission issues
System performance problems
Need to reverse approved/rejected timesheet

Information to Provide:

Your employee ID and name
Screenshot of the error
Steps you took before error occurred
Browser and operating system
Date and time of issue
Timesheet ID if applicable

📊 Timesheet Management System - SOP

Timesheet Management System

System Overview

Accessing the System

Carer Timesheet View

Editing Timesheet Entries

Submitting Timesheets

Managing Client Limits

Creating Case Notes

Reporting Incidents

Admin Report View

Approving/Rejecting Timesheets

Timezone Management

Troubleshooting

System Overview

Key Features

🌍 Multi-timezone Support

⏱️ Scheduled vs. Actual Time Tracking

💰 Client-Specific Limits

📝 Integrated Case Notes

⚠️ Incident Reporting

📊 Status-Based Workflow

User Roles & Permissions

Timesheet Status Workflow

Accessing the Timesheet System

Carer Timesheet View (Employee)

Understanding the Timesheet Interface

Timesheet Table Columns

Understanding Scheduled vs. Actual Times

Editing Timesheet Entries

Prerequisites for Editing

Editing Process

Saving Changes

Edit Restrictions

Submitting Timesheets

Prerequisites for Submission

Submission Process

Validation Errors

Recalling Submitted Timesheets

Managing Client Limits

Understanding Client Limits

Adding Client Limits

Client Type (Read-only)

Expense Amount *

Mileage *

Start Date *

End Date *

Description (Optional)

Validation Rules for Client Limits

Viewing Applied Limits

Creating Case Notes

When to Create Case Notes

Creating a Case Note from Timesheet

Reporting Incidents

Understanding Incident Reporting

Creating an Incident Report

Incident Report Validation

After Incident Submission

Admin Timesheet Report View

Accessing Admin Report

Report Interface Components

Summary Statistics Bar

Admin Report Table

CSV Export Details

Approving/Rejecting Timesheets

Review Process

Approving Timesheets

Rejecting Timesheets

Action Button States

Timezone Management

Understanding Timezone Functionality

How Timezone Conversion Works

Timezone Indicators

Timezone Best Practices

Timezone Edge Cases

Troubleshooting Guide

Common Issues

Error Message Reference

Contact Support