Timesheet System — How it works
The flow
1 · Workers submit2 · You approveHow workers submit their hours
Contractors — green app. No Microsoft account. They open the app and enter their personal access code. Their site is already set. They add work orders + hours for each day, tick any extras, and Submit.
Staff — blue app. They sign in with Microsoft (their work account). Their site is set automatically from the staff list. Same as above: add work orders + hours + extras, then Submit.
Your part — approving
Open the red app, sign in with Microsoft, and you'll see one card per person's week for your sites — their hours plus any extras.
- Check it, then Approve to sign off.
- Amend fixes a wrong week yourself — edit the hours, work order or comment on any line, remove a line with ×, and add a note explaining the change. Save & approve does it in one step, so the pay run isn't held up. Your changes are stamped on the timesheet.
- Reject sends it back with your reason — the worker sees it, fixes their week (it re-opens for them, even if it had closed) and re-submits to you. Use this when the worker needs to redo it; use Amend when you can just fix it.
- You can't approve your own — a senior approver does that, and you sign off theirs.
- "All caught up" = nothing waiting.
- If a worker edits a week you already approved (before it closes), it drops back to your list to approve again — this is normal.
📄 Payroll
The day after each site's close day, accounts automatically receives a spreadsheet + PDF of that site's approved hours (you're cc'd). You can also send it yourself from the red app — 📧 Email last week's payroll report — handy after late approvals. Only approved hours are ever paid.
🏖 Leave requests
Leave waiting for you appears at the top of the red app, above the timesheets: who, which type, the dates, working days and hours, their note and any certificate. Under it, Also off lists anyone else at the site off on those days (and the site's limit), and Upcoming leave shows approved leave for the next 60 days. You're emailed when leave is waiting.
- Approve signs it off. Approved staff leave goes onto the Teams Shifts roster as "Leave" automatically, and on the person's timesheet.
- Acknowledge appears for entitlements (sick, carer's, compassionate, family & domestic violence…). These can't be refused because of the roster, so record it and arrange cover.
- Certificates: for sick and carer's leave the app asks for a certificate or stat dec when it's more than 1 day or a day next to a weekend or public holiday. (the office can change when). For other cases tap Ask for certificate if you have a reason to; they're emailed. Keep family & domestic violence details confidential.
- Decline needs a reason, which the person sees in their email.
- Contractors' time off has no rules: just approve or decline.
- You can't approve your own leave; another approver for your site does that.
Directing someone to take leave (a shutdown needs 28 days' written notice; excess leave over 8 weeks has its own rules) isn't done in the app. Talk to the office.
Good to know
- Each site has its own pay week (its own close day).
- Work orders you can add/remove yourself in the app (🛠 Manage work orders); extras/allowances are set up per site by the office.
- New contractors you can set up yourself in the app (👷 Manage contractors & codes): type their name, tap Add, and the app creates their access code for the green app — read it out to them. You can issue a fresh code or deactivate someone there too. (Staff use their Microsoft account, so they don't need a code.)
- The apps install on a phone like normal apps — open the link, Share → Add to Home Screen.