Who it’s for: All users
Platform: Forms
Available on: Elite and Enterprise with active Forms license
Before you begin, ensure that:
☑️ You have access to Forms
☑️ You know the hours or working times you need to record for the week
☑️ You know which project or work category to select, if required
🖊️ Note: The fields you see may differ from the examples in this article depending on how your organisation has configured the Weekly Timesheet workflow.
Overview
Your organisation may use Forms to collect your working time through a Weekly Timesheet.
A new timesheet is created for you each week. Depending on how your organisation has configured Weekly Timesheets, you may record:
your total hours worked each day, or
your daily start and end times.
You may also be asked to record additional information, such as the project you worked on, breaks, overnight work, or the rate that applies to your working time.
You can save your timesheet as a draft and return to it later before submitting it.
Depending on your organisation’s setup, submitted timesheets are either approved automatically or sent to your manager for review.
Open your Weekly Timesheet
You can open your Weekly Timesheet from your Forms Inbox.
Open Forms.
Click Inbox.
Find the timesheet for the correct week.
Click Open.
The Week commencing date identifies the week you’re completing.
If you’ve already started and saved the timesheet, the session appears as a draft.
Open the Weekly Timesheet session for the correct week.
Complete your timesheet
How you record your working time depends on how your organisation has configured Weekly Timesheets.
You may be asked to record either:
Start and End Times: Select the time you started and finished work each day.
Hours: Record the total number of hours worked each day.
When Hours are used, your organisation may configure them to be displayed as either hours and minutes, such as 07:30, or as a decimal, such as 7.5.
Complete the required entries for each day you worked.
Record time against projects
If your organisation uses projects, select the project that your working time relates to and complete your time entries for that project.
If you worked on more than one project during the week:
Complete your entries for the first project.
Click Add another project.
Select the additional project.
Enter the time worked against that project.
Repeat these steps for any additional projects.
If your organisation doesn’t use projects for Weekly Timesheets, you can record your working time without selecting a project.
Complete your working time for each day. The fields displayed depend on your organisation’s Weekly Timesheet configuration.
Complete any additional information
Depending on your organisation’s configuration, your Weekly Timesheet may include additional fields.
These can include:
Breaks
Enter the number of minutes taken as a break for each day where required. Break time is automatically deducted from your working hours.
Overnight work
Indicate whether the work recorded for a day included overnight work, where applicable.
Rate
If your organisation uses different rates for different types of work or working periods, select the appropriate rate for each day.
Weekly comment
Add a comment if you need to provide additional information about your timesheet. If your timesheet requires manager approval, your manager can see this comment when reviewing your submission.
You may not see all of these options. The information requested depends on how your organisation has configured Weekly Timesheets.
Save your timesheet as a draft
You don’t need to complete your Weekly Timesheet in one session.
Click Save as draft if you want to stop and return to it later.
The timesheet remains available in your Forms Inbox as an active draft session.
Saving a draft does not submit your timesheet for approval or processing.
When you’re ready to continue:
Open Forms > Inbox.
Find the draft for the correct week.
Click Open.
Continue completing your timesheet.
Submit your timesheet
When you’ve finished entering your working time:
Check your entries for the week.
If you worked on multiple projects, make sure you’ve added and completed an entry for each one.
🖊️ Note: You cannot add additional projects after submitting your timesheet.
Make sure you’ve completed any additional information required by your organisation.
Click Submit timesheet.
Your Weekly Timesheet is submitted for processing.
What happens next depends on how your organisation has configured the approval process.
What happens next?
What happens after you submit your timesheet depends on how your organisation has configured the workflow.
Auto approval
If your organisation uses Auto Approval, your submitted timesheet is approved automatically. No manager review is required.Manager approval
If your organisation uses Manager Approval, your submitted timesheet is sent to your manager for review.
Your manager can:
approve the timesheet
decline the timesheet
send the timesheet back for changes
If your manager sends the timesheet back, you can correct it and resubmit it.
If your manager declines the timesheet, the submission is rejected.
FAQs
Click for answers to frequently asked questions
Click for answers to frequently asked questions
Q: Can I save my Forms Weekly timesheet and finish it later?
A: Yes. You can save your Weekly Timesheet and finish it later by clicking Save as draft. The draft remains available in your Forms Inbox until you’re ready to continue and submit it.
Q: Why does my Weekly Timesheet look different from the screenshots?
A: Your Weekly Timesheet may look different because your organisation determines how employees record their working time and which additional information is required. For example, you may record start and end times or total hours, and you may also see options for projects, breaks, overnight work, rates, or comments.
Q: Can I record time against more than one project using the Forms Weekly timesheet?
A: Yes, if your organisation has configured multiple projects. Complete your entries for the first project, then click + Add another project to record time against another project. If projects aren’t used by your organisation, you won’t need to select one.
Q: How are breaks recorded on my Weekly Timesheet?
A: If your organisation has enabled break recording, enter the number of break minutes for the relevant day. The break time is automatically deducted from your working hours.
Q: Why am I being asked to select a rate on my Weekly timesheet?
A: You may be asked to select a rate if your organisation has configured different rates for different working periods or types of work. Select the rate that applies to the time you’re recording.
Q: What should I do if I worked on more than one project during the week?
A: If you worked on more than one project during the week, make sure you record your time against each project before submitting your timesheet. Complete your entries for the first project, then click + Add another project, select the relevant project from the Project dropdown, and enter the time worked against that project. Repeat this for every project you worked on, then review all your entries before clicking Submit timesheet. Once you’ve submitted your timesheet, you can’t return to add another project.
Q: What happens after I submit my Forms Weekly timesheet?
A: Depending on your organisation’s configuration, after you submit your weekly timesheet, it is either processed automatically or sent to your manager for review before being processed. Once the workflow completes, your hours are recorded in Sense HR.
Q: What happens if my manager sends my Weekly Timesheet back?
A: If your manager sends your Weekly Timesheet back for changes, you can correct the information and resubmit it for review.
Q: What happens if my manager declines my Weekly Timesheet?
A: If your manager declines your Weekly Timesheet, the submission is rejected. Your manager must provide a comment when declining it so you can see why it wasn’t approved.
Q: Can I edit my Forms Weekly timesheet after I’ve submitted it?
A: Once you’ve submitted your Forms session, you can’t continue editing that submission. If your organisation uses manager approval and changes are required, you’ll be asked to submit an updated timesheet as part of the approval process.