Timesheets

A timesheet records the hours an employee worked over one week or one month, day by day, split into regular hours and overtime. Employees fill in and submit their own timesheets. A manager or HR reviews each one and approves or rejects it. Approving a timesheet sends its overtime to payroll.

Where to find it

The Timesheets menu item appears if your role has the Attendance → View permission and your plan includes timesheets. Without the timesheets feature, the review page, My Timesheets and the portal module are all hidden.

Who can do what

The page subtitle sums this up: "Managers see their team; HR sees permitted oversight".

A reviewer must be someone else. You cannot approve or reject a timesheet that you submitted or that belongs to you: "Timesheet approval requires a different reviewer."

Statuses

Draft → Submitted → Approved
          ↓            ↓ (audited reopen)
       Rejected      Draft
          ↓
       Submitted

Fill in your timesheet (My Timesheets)

1. Open My Portal in the sidebar and click My Timesheets.

2. Click New Timesheet (top-right).

3. In the dialog choose the Type, Weekly (default) or Monthly. Then pick a Date within period, which defaults to today. Any date inside the week or month you want works.

4. Click Continue. SolaHR opens the timesheet for that period:

   • A weekly timesheet covers the calendar week containing the date: Monday to Sunday when you use SolaHR in English, Saturday to Friday in Arabic. A monthly timesheet runs from the first to the last day of the month.
   • If a timesheet for that employee, type and period already exists, SolaHR opens it instead of creating a second one.
   • A new timesheet gets one row per day. Days with attendance check-in and check-out are pre-filled with the hours worked and any recorded overtime. Other days start at zero. Every row starts with the category regular.

5. In Entries, edit each day as needed:

   Column	Notes
   Date	Fixed.
   Category	Free text up to 80 characters, for example regular, site visit, training.
   Regular	Hours, 0 to 24, steps of 0.25.
   Overtime	Hours, 0 to 24, steps of 0.25.
   Notes	Up to 1,000 characters.

6. Click Save. You see "Timesheet entries saved." The Regular, Overtime and Total tiles update.

7. When the period is complete, click Submit for Review. The confirmation "Submit timesheet for review" says "Send this timesheet for review. Editing follows the existing approval workflow." Click Submit for review. You see "Timesheet submitted for manager review."

Save before you submit. Submit for Review sends what was last saved.

After you submit, the fields are locked. If the reviewer rejects it, the Rejection reason shows at the top of the timesheet and the fields unlock. Fix the hours, Save, and submit again.

My Timesheets lists your timesheets with Period, Type, Status, Total (hours) and View. Each timesheet page also has a CSV button (top-right) and an Audit History card listing every event (created, submitted, rejected, approved, reopened) with date, time and who did it.

Fill in a timesheet in the employee portal

Employees who use the SolaHR employee portal on their phone use the Timesheets module. It is a protected module, so the employee unlocks it with their PIN first.

1. Tap ＋ New timesheet.
2. Choose the Period (Weekly or Monthly) and a Date in period, then tap Create.
3. For each day enter Regular hours, Overtime, Category and Notes. Timesheets created in the portal start blank. They are not pre-filled from attendance.
4. Tap Save to keep a draft, or Submit to save and send for review in one step.

Tap a timesheet in the list (it shows the period, type and status) to open it again. Fields can be edited only while the status is draft.

Review timesheets

1. Open Time & Attendance → Timesheets. The page title is Timesheet Review.
2. Filter with the labelled boxes Status (All statuses, Draft, Submitted, Approved, Rejected) and Type (All periods, Weekly, Monthly).
3. The table shows Employee, Period, Type, Status and Total (hours, for example 42.50h), 15 per page, latest period first. Click a row or Review.
4. The review page shows the employee name, period, status badge, a CSV button and Back. Below them are the Regular, Overtime and Total tiles, and the Entries table: Date, Category, Regular, Overtime, Payroll Ready and Notes.
5. In the Decision card (submitted timesheets only, for users with Attendance → Manage):
   • Approve opens the shared confirmation "Approve timesheet" — "Approve the recorded hours. Reopening follows the existing audited workflow." Click Approve timesheet. You see "Timesheet approved and payroll overtime marked ready."
   • To reject, type a Rejection reason (required, up to 1,000 characters) and click Reject. You see "Timesheet rejected with correction reason." There is no extra confirmation step.

For any other status, the Decision card shows "Waiting for employee submission" (draft or rejected) or "Approved and locked" (approved, for users who cannot reopen).

What approval does to payroll

When a timesheet is approved, each day with overtime above zero becomes an approved overtime record in payroll:

• hours = that day's overtime,
• weekday overtime rate multiplier from Payroll settings,
• linked to the payroll run for that month when one exists,
• marked ready for payroll inclusion. The Payroll Ready column on the timesheet shows the status.

Days with no overtime create nothing. Regular hours are not sent to payroll. Salaried pay comes from the payroll run. See Payroll for how overtime is included.

Reopen an approved timesheet

Only HR with oversight (Owner, SolaHR Administrator, or records/audit/settings permission) sees this.

1. Open the approved timesheet.
2. In Decision, enter a Reopen reason (required, up to 1,000 characters).
3. Click Audited Reopen. You see "Timesheet reopened through an audited action."

The timesheet goes back to Draft, its payroll overtime records are removed, and the reason is written to Audit History. The employee can then correct and resubmit it.

You cannot reopen a timesheet once a payroll run has processed its overtime: "Processed payroll overtime prevents reopening." Correct the hours with a manual overtime entry or deduction in payroll instead.

CSV export

CSV downloads timesheet-{id}.csv. The file contains:

• a header row with the employee number and name,
• a period row with type, period and status,
• one row per day with Date, Category, Regular Hours, Overtime Hours, Total Hours and Note,
• a TOTAL row.

Employees can download their own timesheets. Reviewers can download timesheets they are allowed to review if the plan includes data export.

Messages you may see

Validation problems appear in a red list at the top of the page, and the first field with a problem gets focus. If the connection drops and SolaHR cannot tell whether an approve or submit went through, you see Status not confirmed — "We could not confirm whether the change completed. Check the current status before submitting again." Click Check current status and look at the status badge before you try again.

Worked example 1: weekly overtime

Omar Haddad, a site engineer at Al Noor Trading LLC, works extra hours during a fit-out at Dubai Main.

1. On Monday 5 October 2026, Omar opens My Portal → My Timesheets → New Timesheet, keeps Weekly, and clicks Continue. SolaHR creates the timesheet for 5–11 October and pre-fills Monday to Thursday from his attendance: 8 regular hours each.
2. On Friday he records 8 regular hours plus 2.5 overtime hours, category site visit, note "Night handover, Dubai Main". He clicks Save. The tiles show Regular 40.00h, Overtime 2.50h, Total 42.50h.
3. He clicks Submit for Review and confirms.
4. His manager, Sara Ahmed, opens Timesheets, filters Submitted, opens Omar's timesheet and clicks Approve → Approve timesheet.
5. SolaHR creates an approved overtime record of 2.5 hours dated Friday 9 October at the weekday overtime rate. The October payroll run picks it up.
6. HR later notices that the Thursday hours were wrong. As long as the October run has not processed the overtime, HR enters a Reopen reason and clicks Audited Reopen. Omar corrects Thursday and submits again.

Worked example 2: rejection, correction and a monthly timesheet

Sara Khan, storekeeper at Dubai Main warehouse, fills in monthly timesheets.

1. On 30 November she opens My Timesheets → New Timesheet, picks Monthly and any November date, Continue. 30 rows are created; 20 days are pre-filled from attendance (8.00h regular each), the rest are 0.
2. She adds 3 overtime hours on 15 November (category stock count) and 2 on 29 November (stock count), Save: Regular 160.00h, Overtime 5.00h, Total 165.00h. Submit for Review.
3. Her manager Omar Haddad opens the timesheet and sees 29 November is a Saturday the warehouse was closed. He types Rejection reason "29 Nov warehouse closed – please check" and clicks Reject: "Timesheet rejected with correction reason." Status Rejected.
4. Sara sees the reason at the top, corrects 29 November to 0 overtime (the hours were actually on 28 November), Save, Submit for Review.
5. Omar approves. Two approved overtime records are created in payroll (3h on 15 Nov, 2h on 28 Nov) at the weekday multiplier, and Payroll Ready shows Approved on those rows. Audit History lists created, entries_updated, submitted, rejected, entries_updated, submitted, approved.
6. HR downloads CSV for the file: timesheet-214.csv with 30 day rows and TOTAL,,160.00,5.00,165.00,.

How it connects

Tips and common problems

Related

• Attendance
• Work schedules
• Leave
• Payroll
• Reports
• Team access
• Approvals
• Employees