> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Fill in a timesheet

> Add and edit hours on your timesheet using the list view or the grouped grid, copy last week, and fix entries before you send the period for approval.

Open **Time** in the sidebar, pick the period, and add your hours. You can work in a flat list of days or in a grid of projects against days.

## Two views, one timesheet

The icon toggle above the table switches views. Both read the same entries and follow the same rules. Pick whichever suits how you work.

| View             | Best for                                               |
| ---------------- | ------------------------------------------------------ |
| **List view**    | Reading exactly what you did, with start and end times |
| **Grouped view** | Typing hours quickly across a whole period             |

## Move around the period

The period navigator sits at the top left.

| Control      | What it does                                                           |
| ------------ | ---------------------------------------------------------------------- |
| **◀**        | Go to the previous period                                              |
| Period label | Click it to open a date picker and jump to any date                    |
| **▶**        | Go to the next period                                                  |
| **Today**    | Jump back to the current period. Greyed out when you are already there |

## List view

List view shows one card per day that has entries, newest day first. A day with no entries does not get a card.

Each card header shows the weekday, the date, and the day's **Total**. Today's card is marked **Today**.

The table inside each card has these columns.

| Column          | What it shows                                                        |
| --------------- | -------------------------------------------------------------------- |
| **Project**     | The project the entry belongs to, or **No project**                  |
| **Task**        | The task, or a dash                                                  |
| **Description** | What you were doing, or **No description**. Hover to read a long one |
| **Duration**    | The tracked time as `H:MM:SS`                                        |
| **Time**        | Start and end time. A `+1` marker means it ran past midnight         |
| **Billable**    | A **Billable** or **Non-billable** badge                             |

### Row actions

The `⋮` menu at the end of each row holds four actions. All four are disabled once the period is no longer editable.

<Steps>
  <Step title="Edit">
    Opens the entry form so you can change the project, task, description, times, or billable flag.
  </Step>

  <Step title="Duplicate">
    Creates a copy of the entry with the same project, task, description, start and duration. Useful for a task you repeat.
  </Step>

  <Step title="Mark billable / Mark non-billable">
    Flips the billable flag in one click, without opening the form.
  </Step>

  <Step title="Delete">
    Opens a confirmation. "This action cannot be undone. The tracked time will be permanently removed."
  </Step>
</Steps>

## Grouped view

Grouped view is a grid. Each row is a project and task. Each column is a day. A pinned **Total** column sits on the right, and a **Total** row runs across the bottom.

When the period is longer than a week, the day columns scroll sideways. The Total column stays pinned.

### Type hours straight into a cell

Double-click a day cell to edit it, then press `Enter` or click away to save.

The cell accepts several formats.

| You type | It records        |
| -------- | ----------------- |
| `1.5`    | 1 hour 30 minutes |
| `90m`    | 1 hour 30 minutes |
| `1h 30m` | 1 hour 30 minutes |
| `1:30`   | 1 hour 30 minutes |
| `0`      | Removes the entry |

<Note>
  Inline typing works on an empty cell or a cell holding exactly one entry. A cell holding two or more entries opens a dialog instead, so you can see and edit each one. Double-click it, or right-click any filled cell.
</Note>

### Reading the colours

The grid marks up your days so you can see at a glance where you stand.

| Look               | Meaning                                              |
| ------------------ | ---------------------------------------------------- |
| Greyed column      | A **day off** on your work schedule. No target hours |
| Highlighted column | **Today**, in the workspace timezone                 |
| Coloured day total | How the day compares to your expected hours          |
| Red cell           | An entry that came back **rejected**                 |

The day total colour is explained in full on [/timesheets/expected-vs-tracked-hours](/timesheets/expected-vs-tracked-hours).

## Add an entry

<Steps>
  <Step title="Open the actions menu">
    Click the `⋯` button next to the **Submit timesheet** button.
  </Step>

  <Step title="Choose Add entry">
    The entry form opens, dated to today when you are on the current period, or to the first day of the period otherwise.
  </Step>

  <Step title="Fill in the details">
    Pick the project and task, write a description, set the time, and set the billable flag.
  </Step>

  <Step title="Save">
    The entry appears in both views straight away.
  </Step>
</Steps>

You can also add an entry from the grouped grid by typing into an empty cell on an existing project and task row.

## Copy last week

The `⋯` menu also holds **Copy last week**. It copies the previous week's rows into the one you are on, so a repeating week is one click.

It appears only when all three are true:

* The period is still editable.
* You are looking at your own timesheet.
* The period is a single week.

You get a toast either way – `Copied 6 rows from last week.` or `Last week had nothing to copy.`

## Example

Sarah Lin works on two Bluebird Coffee projects.

She opens **Time**, switches to **Grouped view**, and sees two rows – "Website Redesign · Homepage wireframes" and "Monthly Retainer · Weekly check-in".

She double-clicks Monday under Homepage wireframes and types `3`. The cell saves 3 hours. At her $100/hour billable rate that is **$300\*\* of billable value, and at her $45/hour cost rate it costs Northwind **$135\*\* – a margin of **\$165**.

Tuesday's cell already holds two entries, so double-clicking opens the dialog. She fixes the description on one of them there.

By Friday the Total row reads `32:00` and every weekday total is coloured for a completed day.

## Options and settings

Your workspace can require certain fields before an entry saves. These live in **Settings → Time policies**.

| Policy                | Effect                                                 |
| --------------------- | ------------------------------------------------------ |
| Require a task        | An entry cannot save without a task                    |
| Require a description | An entry cannot save with an empty description         |
| No future entries     | An entry cannot start after now                        |
| Editing window        | Entries older than the window can no longer be changed |
| Daily limit           | An entry that pushes a day past the limit is refused   |

## Permissions

| Action                        | Capability                | Default roles                                     |
| ----------------------------- | ------------------------- | ------------------------------------------------- |
| Add and edit your own entries | `time.track`, `time.edit` | Owner, Admin, Project Manager, Member, Contractor |
| Open a teammate's timesheet   | `time.viewOthers`         | Owner, Admin, Project Manager                     |
| Edit a teammate's entries     | `time.editOthers`         | Owner, Admin, Project Manager                     |

When you open a teammate's timesheet, a banner tells you whose it is, and adds **(read-only)** if you cannot edit it.

## What happens next

Filling in the timesheet does nothing on its own. The hours sit as drafts until you submit the period – see [/timesheets/submit-a-timesheet](/timesheets/submit-a-timesheet).

## Common questions

<AccordionGroup>
  <Accordion title="Do the two views show different data?">
    No. They are two ways of looking at the same entries. Switching views is a display choice, never a permission boundary.
  </Accordion>

  <Accordion title="Why can I not type into a grid cell?">
    Inline editing only works when the period is editable and the week is still draft or rejected. A submitted, approved, or locked period is read-only.
  </Accordion>

  <Accordion title="Why does one of my entries show a +1 badge?">
    The entry ran past midnight, so it ends on the next day. The badge tells you the end time belongs to the following date.
  </Accordion>

  <Accordion title="Can I delete an entry after submitting?">
    No. Withdraw the period first, or ask your reviewer to send it back.
  </Accordion>

  <Accordion title="Where do the project and task names come from?">
    From the project and task the entry is attached to. An entry with a task but no project inherits the task's project automatically.
  </Accordion>
</AccordionGroup>

## Troubleshooting

* **The row actions are all greyed out.** The period is submitted, approved, or locked.
* **"A description is required before this entry can be saved."** Your workspace requires a description on every entry.
* **"This entry is outside the editing window and can no longer be changed."** The entry is older than the editing window set in **Settings → Time policies**.
* **A day column has no target colour.** Your work schedule marks it as a day off, or the schedule has not loaded yet.

## Related guides

<CardGroup cols={2}>
  <Card title="Submit a timesheet" icon="send" href="/timesheets/submit-a-timesheet">
    Send the period for approval when you are done.
  </Card>

  <Card title="Expected vs tracked hours" icon="scale" href="/timesheets/expected-vs-tracked-hours">
    What the day-off, today and shortfall colours mean.
  </Card>

  <Card title="Edit a time entry" icon="pen-line" href="/time-tracking/edit-a-time-entry">
    The full entry form, field by field.
  </Card>

  <Card title="Time policies" icon="sliders" href="/settings/time-policies">
    The rules every entry has to pass.
  </Card>

  <Card title="Edit a submitted timesheet" icon="lock-open" href="/timesheets/edit-a-submitted-timesheet">
    What to do when the period is already in review.
  </Card>

  <Card title="Billable hours" icon="dollar-sign" href="/time-tracking/billable-hours">
    What makes an hour billable.
  </Card>
</CardGroup>