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Overview of timesheet screen for Managers

Audience

This article is for people managers and supervisors who use Roubler to review and manage timesheets for their team, including checking hours, resolving exceptions, and approving timesheets before payroll.

Description

The Timesheets screen is where managers see the actual worked time for employees and compare it to the planned roster. A timesheet usually includes:

  • Start and finish times, and breaks.
  • Location and position/work type.
  • Any linked rostered shift.
  • Any linked clockings (mobile or kiosk).
  • A status (e.g. Draft, Pending approval, Approved, Authorised/Committed).

Payroll and pay conditions are calculated from approved/authorised timesheets, not directly from rosters.

Where managers find the Timesheets screen

  • Log in to Roubler web.
  • Open Time from the main menu.

  • You’ll see a list of timesheets for employees you manage, usually grouped by date and employee, with filters across the top. 

How timesheets are created

On the Timesheets screen you will see timesheets that come from several sources:

  1. Rosters + clockings (most common)
    • Published roster shifts appear as unassociated (planned) shifts in Time & Attendance.
    • When employees clock in and out, Roubler links the clocks to the shift and creates/updates the timesheet.
  2. Clockings without a rostered shift
    • If someone clocks without a published shift, Roubler may create a timesheet or clock entry that appears as unassociated and needs review.
  3. Manual/manager-created timesheets
    • For missed clocks or corrections, managers can add or edit timesheets directly.
  4. Employee-submitted timesheets (if enabled)
    • Employees submit times via app or web instead of clocking; managers then review and approve them on the Timesheets screen.
       

Relationship between rosters, clocks, timesheets, and pay

Think of the workflow as a chain:

  1. Rosters – what was planned
    • Published shifts define who should work, when and where.
  2. Clockings – what was recorded at the time
    • Mobile or kiosk clocks capture actual in/out times and breaks.
  3. Timesheets – what is approved as worked
    • Timesheets show actual vs roster, highlight exceptions, and are reviewed/approved by managers.
  4. Pay conditions and payroll – what is paid
    • Behind the scenes, configured pay rules are applied to approved timesheets to determine pay.

Key parts of the Timesheets screen

Typical elements you’ll see:

  • Filters and grouping
    • Filter by date range, employee, location, status (e.g. Draft, Pending, Approved).

 

  • Grouping options (by employee, by day, etc.) depending on your configuration.
  • Timesheet rows
    • Each row usually shows employee, date, start/end times, breaks, status, and any linked shift.
    • Rows with a Red line indicate alerts (e.g. missing clock, overlapping timesheets, long shift, missing break).
  • Status dot column
    • Blue = Completed
    • Green = Approved
    • Yellow = Authorized
    • Orange = Committed to Payroll
    • Ticked black dot = Payrolled/added to a pay run
  • Additional timesheet data columns
    • You can add more data columns to show more information about the timesheets
    • For exmaple Shift (roster times, clock times, work types, external references, and more)
  • Unassociated shifts and times
    • Rostered shifts that don’t link to any timesheet, or clockings without a shift.
    • These need manual review: link to a suitable shift or clear them according to your process.
  • Actions
    • Open/edit a specific timesheet.
    • Approve/authorise one or many timesheets.
    • Link/unlink to rostered shifts where necessary.

Typical manager workflow on the Timesheets screen

At a high level, managers use the Timesheets screen to:

  1. Filter to the pay period or date range they are checking.
  2. Review times for each employee:
    • Compare to the roster (planned) and clocks (actual).
    • Check for exceptions (late/early, missing breaks, very long shifts).
  3. Resolve alerts and unassociated entries:
    • Link unassociated shifts to the right timesheet, or clear them if not worked.
    • Add notes explaining any manual changes for audit.
  4. Approve or authorise timesheets once satisfied they are accurate and compliant.

The exact approval statuses (e.g. Approved vs Authorised/Committed) depend on your organisation’s payroll workflow.

Troubleshooting

1. “Employees say they clocked, but I don’t see timesheets.”

Common causes:

  • Clocks created unassociated times because there was no published rostered shift.
  • Shifts were not published before staff worked.
  • Employees missed clock-ins or clock-outs, so automatic matching could not complete.

Manager actions:

  • Check for unassociated shifts or clock entries and either:
    • Link them to a suitable roster shift, or
    • Treat as ad-hoc work according to your policy, or
    • Clear them if incorrect.
  • Remind staff to clock correctly and ensure rosters are published in time.

2. “The timesheet doesn’t match the roster – what should I pay?”

This is common and not automatically wrong.

  • Compare rostered vs actual:
    • Was the change authorised (early start, extra hours, longer/shorter break)?
    • Does it trigger overtime or penalty rules?
  • If extra time should be paid:
    • Keep the actual worked times on the timesheet and add a note.
  • If not, adjust to the correct times and document why in a note.

Always follow your internal policy on acceptable variances.

3. “I see lots of unassociated shifts.”

Unassociated shifts are rostered shifts not linked to any timesheet; they usually mean:

  • Shifts were unpublished or changed after associations were made.
  • Employees didn’t clock for those shifts.

Manager actions:

  • Review unassociated shifts regularly.
  • Where appropriate, link them to the correct timesheets, or confirm they were not worked and clear them per your process.

Ignoring them can lead to missing pay or incorrect attendance reporting.

4. “I can’t see any timesheets for an employee I manage.”

Often a permissions or location problem:

  • Check the employee’s primary location and any additional locations.
  • Confirm you have a manager-level permission group with Time & Attendance access for that location.

If the configuration looks wrong, ask HR/Payroll or your internal Roubler administrator to adjust locations/permissions.

Who to contact for help

If you still need help with the Timesheets screen after following this overview, managers should use internal support channels only.

HR / Payroll team

Contact HR/Payroll for:

  • Questions about pay rules (ordinary vs overtime, penalties, breaks) and how they relate to timesheets.
  • Decisions on what should be paid when roster and actual differ.
  • Issues where approved timesheets don’t match payroll outcomes.

Internal Roubler/system administrator or IT/support

Contact your internal Roubler or IT/support team for:

  • Problems with Timesheets screen access, permissions or visibility.
  • Configuration questions about how rosters, clocks, and timesheets interact.

  • Escalation to the external vendor if behaviour in Roubler doesn’t match your configured rules.

Provide examples (employee, date range, screenshots of roster vs timesheet) to help them diagnose the issue quickly.