The Timesheet Lifecycle
Timesheets have a Lifecyle that helps keep you organized and efficient. You can track the lifecycle easily and manipulate it if needed along the way.
If the Placement is setup for weekly timesheet submission, each day the candidate is scheduled, a timecard is created. The timecards created throughout the week are grouped under a common timesheet. At the end of the week, the collection of timecards (the timesheet) can be submitted all at once.
If the Placement is setup for daily timesheet submission, the system automatically groups the single timecard into a timesheet each day, and allows the Candidate to submit it at the end of each day.
Tip: Check out the Timesheet Settings Article for details on how timesheets can be configured per placement
Draft > Submitted > Approved (Or Rejected) > Invoiced > Payroll
Scroll down to see a training video for the timesheet process
Draft
When a timesheet is created, it is first set to a 'Draft' status. This means the Candidate has been assigned the timesheet and can start entering time, based on the Timesheet Settings from the Placement. The timesheet will remain in a Draft status until the timesheet has been submitted by the candidate, or it is automatically submitted at the end of the day or week.
Submitted (Needs Approval)
Once a timesheet has been submitted, the status will be 'Submitted'. You can find all of the submitted timesheets on the 'Needs Approval' tab in the timesheets area. The timesheet will remain in the submitted status until the timesheet has either been approved, or rejected.
Approved
Once a timesheet has been approved by either you, or your client, the status will be set to 'Approved'. The timesheet will remain in the approved status until the status is either manually updated to Invoiced, or automatically updated to Invoiced upon exporting the data. The candidate will also receive a notification that the timesheet has been approved.
Rejected
If a timesheet has been rejected, the person rejecting it will be required to enter a reason for rejection note. This will send a notification to the Candidate who entered the timesheet so they know what is needed to update their timesheet so they can re-submit the timesheet again. All rejected timesheets can be found in the 'Rejected' tab.
Invoiced / Locked
The last step in the process is to export your timesheets for invoicing. You can use the Export button to export your data, and when you do, the system will ask you if you want to update the status to Invoiced. If you choose not to update the status, you can always manually update the status to Invoiced later. Updating the status to invoiced will also lock the timesheet. You will notice a lock icon next to the status. When a timesheet is locked, you are unable to edit the timesheet. This is a safety measure to help you avoid discrepancies between the timesheets in StaffUp, and the system you are importing the timesheets in to. If you need to edit the timesheet, you will first need to unlock the timesheet and then remember to lock it again after you make edits.
Timecards vs Timesheets
If the Placement is setup for weekly timesheet submission, each day the candidate is scheduled, a timecard is created. The timecards created throughout the week are grouped under a common timesheet. At the end of the week, the collection of timecards (the timesheet) can be submitted all at once.
If the Placement is setup for daily timesheet submission, the system automatically groups the single timecard into a timesheet each day, and allows the Candidate to submit it at the end of each day.
Tip: Check out the Timesheet Settings Article for details on how timesheets can be configured per placement
The timesheet lifecycle is:
Draft > Submitted > Approved (Or Rejected) > Invoiced > Payroll
Scroll down to see a training video for the timesheet process
Draft
When a timesheet is created, it is first set to a 'Draft' status. This means the Candidate has been assigned the timesheet and can start entering time, based on the Timesheet Settings from the Placement. The timesheet will remain in a Draft status until the timesheet has been submitted by the candidate, or it is automatically submitted at the end of the day or week.
Submitted (Needs Approval)
Once a timesheet has been submitted, the status will be 'Submitted'. You can find all of the submitted timesheets on the 'Needs Approval' tab in the timesheets area. The timesheet will remain in the submitted status until the timesheet has either been approved, or rejected.
Approved
Once a timesheet has been approved by either you, or your client, the status will be set to 'Approved'. The timesheet will remain in the approved status until the status is either manually updated to Invoiced, or automatically updated to Invoiced upon exporting the data. The candidate will also receive a notification that the timesheet has been approved.
Rejected
If a timesheet has been rejected, the person rejecting it will be required to enter a reason for rejection note. This will send a notification to the Candidate who entered the timesheet so they know what is needed to update their timesheet so they can re-submit the timesheet again. All rejected timesheets can be found in the 'Rejected' tab.
Invoiced / Locked
The last step in the process is to export your timesheets for invoicing. You can use the Export button to export your data, and when you do, the system will ask you if you want to update the status to Invoiced. If you choose not to update the status, you can always manually update the status to Invoiced later. Updating the status to invoiced will also lock the timesheet. You will notice a lock icon next to the status. When a timesheet is locked, you are unable to edit the timesheet. This is a safety measure to help you avoid discrepancies between the timesheets in StaffUp, and the system you are importing the timesheets in to. If you need to edit the timesheet, you will first need to unlock the timesheet and then remember to lock it again after you make edits.
Video Training of The Timesheet Lifecycle
Updated on: 06/06/2024
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