How to fill in and submit your timesheet on iPhone or iPad

To submit your timesheet on iPhone or iPad in Swiftly Workspace, open Projects, then My Timesheets, tap + and pick the week. Open the timesheet, add an entry for each block of work on its Entries tab, then tap Submit and confirm with Submit for Approval.

It works much the same on both devices; on iPad the screens sit side by side. Working on a Mac? See how to submit your timesheet on Mac.

Before you start

• The project is set up. Hours go on a project, and often on a phase, work package or task inside it. Setting up a project on iPhone or iPad covers that, including who approves the hours.
• You know your period. Timesheets run per week or per month, as your company has set them up.

Fill in and submit a timesheet in six steps

1. Open your timesheets. In the menu, tap Projects, then My Timesheets. On iPad, choose Projects in the sidebar and My Timesheets in the next column.
2. Create the timesheet. Tap + at the top (New Timesheet). In New Timesheets, set From and To under Period Range to the week you want; the line below counts the weeks. Tap the checkmark (Create timesheets), read the Result, then tap Done.
3. Open it. Tap the new timesheet in the list (on iPad, double-tap it). It opens on Overview; switch to Entries.
4. Add an entry. Tap Add Entry. In Add Time Entry, set the Date and the Hours, choose the Project, then pick the Phase, Work Package or Task the project asks for: the Effective level row shows where the hours will land. Set Billable, add a short Description, then tap the checkmark (Add time entry).
5. Repeat for the week. Add one entry per block of work, per day. The totals grow as you go.
6. Submit. Once the timesheet has hours, tap Submit at the bottom. In Submit Timesheet, tap Submit for Approval.

The confirmation warns you before you send: Once submitted, you won't be able to edit this timesheet until it's returned. Give the week a last look before you tap.

If the project you pick isn't set up deep enough for the level it asks for, Project not ready explains what is missing and offers Add now, so someone with the rights can add it.

What happens after you submit

• Each project's approvers get their part. If your week covers two projects, the required approvers of each project see the hours for their own project.
• Approvers have their own list. On iPhone and iPad, people with approval rights open Projects, then Approval Queue. On a Mac, admins with approval rights use Timesheet Approvals.
• A rejection comes with a reason. The approver has to say why, so you know what to fix.
• A project needs an approver. When your company requires timesheet approval, which is the default, hours on a project without a required approver can't be submitted.

The approver's side is in how timesheet approval works. Once approved, the hours count toward the project's actual hours; tracking a project budget shows how to use them.

Tips for timesheets on the go

• Log hours at the end of each day, from wherever you are. Our weekly timesheet basics cover what a good entry holds.
• Pick the project and the level before you tap the checkmark, so the entry saves in one go.
• Write descriptions a client could read: "Site visit and measurements" beats "visit".

Frequently asked questions

Can I create timesheets for several weeks at once?

Yes. Set From and To to cover the weeks you need, and one timesheet is created per week. The count under the dates shows how many you will get.

How do I delete a timesheet I created by mistake?

While it is still a draft: on iPhone, swipe left on it in the list and tap delete; on iPad, touch and hold the row and choose Delete. Or open it and choose Delete Timesheet from the menu at the top. Deleting can't be undone.

What does Effective level mean?

It shows the level your hours are recorded on: the phase, work package or task. Each project decides how deep time is logged, so pick down to that level before you save.