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A manager can submit a teammate’s period for them. Open Approvals → Timesheets → Not submitted, find the person, and choose Submit on behalf.

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When to use it

Someone is on leave, off sick, or has left, and their tracked time needs to clear before you can approve the period or bill the client. Submitting on their behalf sends what they already tracked. It never invents hours.
Submitting for someone else is recorded permanently. The submission shows “(by <your name>)” everywhere it appears, and the activity log names you as the actor. Use it because someone cannot submit, not because it is faster.

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How to submit for someone

1

Open Approvals

Click Approvals in the sidebar, then the Timesheets tab.
2

Go to Not submitted

The Not submitted sub-tab lists people who tracked draft time in the current period and have not sent it.
3

Find the person

Use the member filter if the list is long. The tab always shows the current period – there is no period navigator here.
4

Open the row menu

Click the ⋮ at the end of their row and choose Submit on behalf.
5

Check the summary

The dialog shows the member, the period, and the total time. It reads “Submitting sends the timesheet for <name> to approval.”
6

Add a note (optional)

Note for the approver takes context, for example why you are submitting for them.
7

Click Submit for approval

The period is submitted and leaves the Not submitted list.

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What the Not submitted tab shows

Rows are ordered by recorded hours, highest first – the biggest gaps sit at the top.

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Who appears here

A person shows up only when all of these are true.
  • They are an active member of the workspace.
  • Their role can submit their own time.
  • They have at least one draft entry in the period.
  • They have no blocking submission for it – nothing submitted or approved.
  • They are inside your supervision scope.
Someone who tracked nothing never appears. There is no mandatory zero-hour submission.
The tab is labelled Not submitted, never “Late”. TimeTracker has no deadline model, so it does not accuse anyone of being overdue.

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Submit, or remind?

The same ⋮ menu offers Send reminder. Prefer the reminder when the person is around. Reminders are covered on /timesheets/timesheet-reminders.

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How an on-behalf submission is recorded

Nothing is hidden. The record shows both people.
  • Awaiting approval list – the Submitted column reads the date, then “(by <your name>)”.
  • Review screen – a Submitted by field reads “<your name> (on behalf)”.
  • Activity log – a Submitted event with you as the actor.
  • The person’s own timesheet meta line reads “Submitted <date> by <your name>”.

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Example

Ana Ferreira, a contractor at Northwind Studio, tracked 12 hours on Fenwick Legal’s Brand Refresh before starting two weeks of leave. She never submitted the week. Priya Raman opens Approvals → Timesheets → Not submitted and sees Ana’s row – last activity Thursday, 12 hours recorded, 4 draft entries. Priya clicks ⋮ → Submit on behalf. The dialog shows 12h 0m (12.00h). She adds the note “Ana is on leave until the 20th – submitting so the retainer can be billed.” Ana’s period is submitted. It appears in the awaiting queue as “Ana Ferreira · Submitted Fri 14:02 (by Priya Raman)”. Priya then approves it. At Ana’s 80/hourbillablerate,those12hoursareworth∗∗80/hour billable rate, those 12 hours are worth **960** to the project.

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Permissions

Two gates apply, and both must pass.
  1. The capability – whether you may submit for others at all.
  2. Supervision scope – whose periods you can reach. A project-scoped manager only sees the people they supervise. See /concepts/supervision-scope.
If you hold neither time.remind nor time.submitOnBehalf, the ⋮ menu does not appear on the row.

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Plan and app gating

Submitting on behalf is free, like any other submit. The Not submitted tab lives inside Approvals, and the Approvals area is Pro. On the Free plan you can still submit for someone from their own timesheet by picking them in the member selector on the Time page, if you hold time.viewOthers and time.submitOnBehalf. The Timesheets app must be on in Settings → Apps.

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What happens next

  • The period leaves the Not submitted tab and joins Awaiting approval.
  • Reviewers are notified, exactly as for a self-submission.
  • The person can still withdraw it themselves while it is waiting.
  • If they were rejected later, the reason goes to them, not to you.

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Common questions

Only with time.editOthers. Open their timesheet from the Time page member selector, add the entry, then submit.
They will not appear in the Not submitted tab if they tracked nothing, because there is no mandatory zero-hour submission.
Yes. While it is still waiting they can withdraw it themselves.
The list is filtered to your supervision scope. A workspace-wide supervisor sees everyone; a project-scoped manager sees only their people.
Always the current one. There is no navigator on this tab.

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Troubleshooting

  • “You can’t submit a timesheet for someone else.” You do not hold time.submitOnBehalf.
  • “This has already been submitted.” Someone submitted it while your list was open. Refresh.
  • The row menu is missing. You hold neither time.remind nor time.submitOnBehalf.
  • Someone you expect is not listed. They have no draft entries, they already submitted, their role cannot submit time, or they are outside your scope.

Timesheet reminders

Nudge someone instead of submitting for them.

Submit a timesheet

The standard self-submit flow.

Approvals overview

The whole approvals home and its tabs.

Track time for someone else

Add entries on a teammate’s behalf.

Supervision scope

Why you see some people and not others.

Timesheet permissions

Every timesheet capability, by role.