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Approve, decline, and edit my employees' timesheets as a manager

Updated

By using timesheets correctly, you as a manager can gain clarity about your team's work hours and breaks, while also providing clear guidance to your staff on how to log and submit their timesheets. Primary and secondary managers can use the Timesheets feature to approve, decline, and edit submissions from their direct reports — including adjusting start times, end times, and breaks before approval. Managers can now also edit team member timesheet entries directly from the Employment Hero Work mobile app, reducing delays and keeping payroll on track.

Interactive learning

Click here for an interactive demo
Approve timesheets

Web

  1. Select the Time menu.
  2. Select the Timesheets Management submenu.
  3. Select the timesheets you would like to approve, or click Select All if you would like to approve all available timesheets at once.
  4. Click Approve Selected to approve the timesheet(s).

Mobile (Employment Hero Work app)

  1. Tap Work > Timesheets > Management.
  2. Approve a timesheet by swiping it and selecting Approve, or tap the timesheet to open it and select the Approve option.
Decline timesheets

Web

  1. Select the Time menu.
  2. Select the Timesheets Management submenu.
  3. Select the timesheets you would like to decline, or click Select All if you would like to decline all available timesheets at once.
  4. Click Decline Selected to approve the timesheet(s).
  5. Enter the reason that you have declined the timesheet. The reason will be made visible to the employee.

Mobile (Employment Hero Work app)

  1. Tap Work > Timesheets > Management.
  2. Decline a timesheet by swiping it and selecting Decline, or tap the timesheet to open it and select the Decline option.
Edit timesheets

Web

  1. Select the Time menu.
  2. Select the Timesheets Management submenu.
  3. Locate the timesheet you would like to edit.
  4. Select the Actions drop-down menu, then select Edit.
  5. Review the timesheet details and make any required changes.
  6. Select Update.

Mobile (Employment Hero Work app)

  1. Tap Work > Timesheets > Management.
  2. Tap the timesheet entry you would like to edit to open the timesheet detail screen.
  3. Tap Edit. If the timesheet has already been processed for payroll, this option will not be available and the entry will be read-only.
  4. Update the Start time, End time, or Breaks as required.
  5. Tap Save to apply your changes.

Edit a team member's timesheet on mobile

If a team member's timesheet contains an error — such as an incorrect start time or a missing break — you can correct it directly from the Employment Hero Work app without needing to switch to a desktop.

Permissions: You can edit a team member's timesheet on mobile if you have permission to edit timesheets on the web. No additional setup is required.

Note: The edit option only appears for timesheets that have not yet been processed for payroll. Timesheets that have already been sent to payroll are read-only.

To edit a team member's timesheet on mobile:

  1. Open the Employment Hero Work app and tap Work > Timesheets > Management.
  2. Locate the timesheet entry you want to edit and tap it to open the timesheet detail screen.
  3. Tap Edit.
  4. Update any of the following fields as needed:
    • Start time — tap the field and select the correct start time.
    • End time — tap the field and select the correct end time.
    • Breaks — tap the break field and adjust the break duration or timing.
  5. Tap Save to apply your changes.

Your changes are saved immediately. Payroll sync behaviour after editing on mobile is the same as when editing on the web.

Further information

Approve a timesheet for a terminated employee

Timesheets for a terminated employee cannot be approved directly. To approve their timesheets, you will need to follow these steps:

  1. Reactivate the employee in the Employment Hero platform.
  2. Approve their timesheets once they are active again.
  3. Terminate the employee after the timesheets have been approved.
How do I know whether my timesheets have synced to payroll?
Once a timesheet is approved, it will sync to the payroll classic platform. This is indicated by a green clock, which you can hover your cursor over to view sync details.
A red clock indicates that the timesheet has not synced to payroll.
What do I do if my timesheets have not synced to payroll?

If your timesheets have not synced to payroll, do the following:

  • Review your Payroll Integrations Issues dashboard for more details.
  • Ensure your Employment Hero and Payroll classic platforms are successfully integrated.
  • Verify that the employee is set to sync with payroll in their employee file under Pay Details > Pay Run Details