Set up a timesheet workspace

Organization owners and administrators configure Timesheets. Until the required structure is complete, members see a waiting message instead of an entry form and administrators see a setup checklist.

Complete the required checklist

Follow the checklist in this order:

1. Link a client at /admin/timesheets/clients.
2. Create an active activity at /admin/timesheets/activities.
3. Configure an active project at /admin/timesheets/projects.
4. Add default team rates at /admin/timesheets/rates.

1. Add a client

A client is another portal organization connected to the current workspace. Link an organization you can access, or create a new client organization from the client form.

For invoicing, open the client card and add its full address, invoice email, preferred language, and at least one contact. Registration and VAT numbers are optional client metadata. The card also controls whether the client can view or review timesheets and whether its members may receive invoices.

2. Add activities

Activities describe the kind of work a person records. Mark each one billable or non-billable and keep it active while it should be selectable.

An activity with existing time entries cannot be deleted. Make it inactive when historical records must remain but new selection should stop.

3. Add projects

Every project belongs to a client and exposes one or more activities. A project can also have a code, time or money budget, and person-specific rate overrides.

Project-specific rates override a team member’s default rate. Deletion is available only while the project has no time entries; otherwise preserve it for history.

4. Configure the team

At Team rates, decide which members may register time and set their default hourly rates. Billable activities are unavailable to a member when neither a default rate nor a project override exists.

A running timer must be stopped before time registration can be disabled for that member.

Configure workspace and invoice defaults

At /admin/timesheets/settings, set the currency, timezone, default VAT rate, and sender invoice details. Invoice creation requires the sender address, registration number, VAT number, IBAN, BIC, and invoice email.

These organization details are distinct from each client’s recipient address and contact.

Decide how approval works

Open /admin/timesheets/internal-approvals to enable or disable internal approval.

• When internal approvals are disabled, submitted weeks are approved automatically.
• When enabled, choose which members require approval and assign one or more approvers to each of them.
• Any assigned approver may complete the review.

Client review is configured per client through its timesheet access mode: Disabled, View, or Review. Review access should also have reviewers assigned from /timesheets/approvals/reviewers.

The workspace is ready when members can follow time entry, and reviewers can follow the approval workflow.