Filling in a timesheet in Fluid is a simple yet important process to ensure accurate tracking of time spent on projects and operational tasks. Timesheets help manage resource costs, track project progress, and support financial reporting compliance.

This guide explains how to complete your timesheet, including logging time, selecting tasks, and submitting entries for approval.

Selecting Projects and Tasks

When opening your timesheet for a given period, it will display the projects you are allocated to if restricted project booking is enabled. If project restrictions are not in place, you will need to manually add projects to your timesheet.

Booking Time on Split Timesheets

If your timesheet crosses two months and you are only allocated to a project in one of those months, you will only be able to log time on the days that fall within the month of your allocation.

Adding Projects and Sub-Activities

1. If your timesheet is empty, start by adding the projects you worked on before logging any time. Use the project search to find and select the relevant projects.
   
   
2. Once the projects are listed in your timesheet, choose a sub-activity for each one to specify the type of work completed.

3. If you worked on multiple activities within the same project, click the + button to add another row and select the additional sub-activity.

Please refer to this article to learn more about setting up project sub-activities.

Booking Time

Once you have selected the appropriate projects and tasks, you need to log the hours worked for each day.

Entering Hours Manually

• Click on the relevant project/task row.

• Enter the number of hours worked for each day.

• Users must log hours for every day worked.

• If required, add comments to provide additional context (e.g., weekend work, overtime).

Booking Time on Weekends

By default, only the five business days (Monday to Friday) are visible in the timesheet. If you need to book time for Saturday or Sunday:

• Click Show Weekend to display those days.

• Enter the hours worked on the weekend as you would for any other day.

Using Autofill for Repeated Hours

• If you worked the same hours every day on a project, use the Autofill option to quickly populate the timesheet for the entire week.

Copying from Previous Week

• If your tasks and hours are the same as the previous week, use the Copy from Previous Week function.

• Review and adjust as needed before submission.

• If you worked on a weekend in the previous week but not this week, ensure to remove weekend hours before submitting.

Booking Non-Project Time

In addition to project work, you may need to log time for general administrative tasks or leave.

• Select Non-Project Lines and choose the appropriate category (e.g., leave, training, team management).

• Enter the hours as you would for a project task and submit the timesheet as usual.

Saving and Submitting Your Timesheet

Once all hours are entered, you can either save your timesheet to finalise later or submit it for approval.

1. Review your timesheet to ensure accuracy.

2. If you are not ready to submit, click Save to store your entries and return later to make any final adjustments.

3. When ready, click Submit to send it for approval.

4. Once a timesheet is submitted, it is sent to the designated approver, such as the resource manager or project manager, depending on the organisation’s approval workflow. The approver will review the timesheet and either approve it or return it if changes are needed. Users will receive a notification if any action is required on their timesheet.

Saving your timesheet before submission ensures that you can progressively track your time throughout the week without needing to submit incomplete entries.

Once a timesheet is submitted, its status changes to Submitted. If approved, it moves to Approved. If returned for amendments, the status updates to Amend. For a detailed explanation of the timesheet status workflow, please refer to this article.