Timesheets record when your staff work and what they should be paid for it. Employees clock in and out; managers review, fix, and approve; payroll runs from the export. Around that core sit expenses, mileage, overtime rules, recurring schedules for office staff, and work schedules for time off.

The pieces

Record What it is
Timesheet One employee's expected working period: a job shift, a recurring office day, or a one-off. Holds the role, pay rate, and approval.
Clock event A Clock In or Clock Out on a timesheet, stamped with time and, where available, location.
Expense Money owed to the employee for that timesheet: parking, meals, travel.
Recurring Schedule A repeating pattern that creates timesheets ahead of time for in-house staff.
Work Schedule Availability and time-off events, separate from pay.
Pay Rate An overtime or doubletime rule.
Payroll Week The day a team's week begins for overtime purposes. Sunday unless you change it.
Payroll Report A saved date range with totals, approval controls, and payroll exports.

How timesheets come to exist

  1. Job shifts. When an employee is added to a job, a timesheet is created from their shift times. This is where most timesheets come from.
  2. Recurring schedules. For office, production, or remote staff, a schedule creates a timesheet for each scheduled day. See Recurring Timesheet Schedules.
  3. Single timesheets. An employee or admin creates one for work that is neither, choosing a role.

The weekly rhythm

Who Does
Employees Clock in and out on each timesheet, from the web or the mobile app. Add expenses.
Airstudio Sends clock-in and clock-out reminders, closes forgotten timesheets at end of day, flags issues, calculates travel and overtime.
Managers Work the Issues list, correct punches, approve timesheets and expenses.
Payroll Runs a Payroll Report for the pay period and downloads the export.

The Timesheets area

Timesheets in the left navigation has five tabs, and which of them appear depends on your role.

Tab Holds
Timesheets Every timesheet for admins, or Timesheet for your own.
Work Schedule Availability and time off.
Expenses Expenses and Expense Types.
Reports Payroll Reports and Hours Report.
Configuration Recurring Schedules, Pay Rates, and Payroll Weeks.

Reports and Configuration each open onto their own row of tabs.

Where to go next

A recorded walkthrough of the initial setup is on the page below.

Setup Overview (Video)