> ## 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.

# Submit on behalf of someone

> Submit a teammate's timesheet period for them when they are away or behind, and see how an on-behalf submission is recorded in the history.

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

## 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.

<Warning>
  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.
</Warning>

## How to submit for someone

<Steps>
  <Step title="Open Approvals">
    Click **Approvals** in the sidebar, then the **Timesheets** tab.
  </Step>

  <Step title="Go to Not submitted">
    The **Not submitted** sub-tab lists people who tracked draft time in the current period and have not sent it.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Open the row menu">
    Click the `⋮` at the end of their row and choose **Submit on behalf**.
  </Step>

  <Step title="Check the summary">
    The dialog shows the member, the period, and the total time. It reads "Submitting sends the timesheet for `<name>` to approval."
  </Step>

  <Step title="Add a note (optional)">
    **Note for the approver** takes context, for example why you are submitting for them.
  </Step>

  <Step title="Click Submit for approval">
    The period is submitted and leaves the Not submitted list.
  </Step>
</Steps>

## What the Not submitted tab shows

| Column            | What it tells you                           |
| ----------------- | ------------------------------------------- |
| **Member**        | Avatar, name, and the period below the name |
| **Last activity** | When they last tracked anything, or a dash  |
| **Recorded**      | Hours tracked in this period                |
| **Expenses**      | Expense total for the period, or a dash     |
| **Draft entries** | How many entries are still unsubmitted      |

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

### 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.

<Note>
  The tab is labelled **Not submitted**, never "Late". TimeTracker has no deadline model, so it does not accuse anyone of being overdue.
</Note>

## Submit, or remind?

The same `⋮` menu offers **Send reminder**. Prefer the reminder when the person is around.

| Choose               | When                                       |
| -------------------- | ------------------------------------------ |
| **Send reminder**    | They are working and can submit themselves |
| **Submit on behalf** | They are away, unreachable, or have left   |

Reminders are covered on [/timesheets/timesheet-reminders](/timesheets/timesheet-reminders).

## 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>`".

## 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/hour billable rate, those 12 hours are worth **$960\*\* to the project.

## Permissions

| Action                     | Capability            | Default roles                 |
| -------------------------- | --------------------- | ----------------------------- |
| See the Not submitted list | `time.approve`        | Owner, Admin, Project Manager |
| Submit for a teammate      | `time.submitOnBehalf` | Owner, Admin, Project Manager |
| Send a reminder            | `time.remind`         | Owner, Admin, Project Manager |

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](/concepts/supervision-scope).

If you hold neither `time.remind` nor `time.submitOnBehalf`, the `⋮` menu does not appear on the row.

## 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**.

## 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.

## Common questions

<AccordionGroup>
  <Accordion title="Can I add hours for someone before submitting?">
    Only with `time.editOthers`. Open their timesheet from the **Time** page member selector, add the entry, then submit.
  </Accordion>

  <Accordion title="Can I submit an empty period for someone?">
    They will not appear in the Not submitted tab if they tracked nothing, because there is no mandatory zero-hour submission.
  </Accordion>

  <Accordion title="Can the person undo it?">
    Yes. While it is still waiting they can withdraw it themselves.
  </Accordion>

  <Accordion title="Why can I not see everyone in the workspace?">
    The list is filtered to your supervision scope. A workspace-wide supervisor sees everyone; a project-scoped manager sees only their people.
  </Accordion>

  <Accordion title="Which period does the tab show?">
    Always the current one. There is no navigator on this tab.
  </Accordion>
</AccordionGroup>

## 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.

## Related guides

<CardGroup cols={2}>
  <Card title="Timesheet reminders" icon="bell" href="/timesheets/timesheet-reminders">
    Nudge someone instead of submitting for them.
  </Card>

  <Card title="Submit a timesheet" icon="send" href="/timesheets/submit-a-timesheet">
    The standard self-submit flow.
  </Card>

  <Card title="Approvals overview" icon="check-check" href="/approvals/overview">
    The whole approvals home and its tabs.
  </Card>

  <Card title="Track time for someone else" icon="users" href="/time-tracking/track-time-for-someone-else">
    Add entries on a teammate's behalf.
  </Card>

  <Card title="Supervision scope" icon="eye" href="/concepts/supervision-scope">
    Why you see some people and not others.
  </Card>

  <Card title="Timesheet permissions" icon="shield" href="/timesheets/timesheet-permissions">
    Every timesheet capability, by role.
  </Card>
</CardGroup>