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How to Manually create a timesheet

Audience

This article is for people managers and supervisors who use Roubler to manage Time & Attendance and need to manually create or edit timesheets when clocks or roster links are missing.

Description

Most timesheets in Roubler are created automatically from rosters + clockings. Sometimes, though, you must create or edit a timesheet manually—for example, when:

  • An employee forgot to clock in or out.
  • Work was done off-roster.
  • You need to correct a recorded time after investigation.

Manual timesheets should follow your internal rules and always include clear notes for audit.

When managers should manually create a timesheet

Use a manual timesheet when:

  • No automatic timesheet exists for hours you have confirmed were genuinely worked.
  • The only available data is a rostered shift, an employee report, or other evidence (e.g. CCTV, supervisor confirmation).

  • Your HR/Payroll team allows manager-level manual adjustments for that scenario.

Avoid using manual timesheets as a shortcut for poor clocking habits; remind staff to clock correctly wherever possible.

How to manually create a timesheet

1. Open the Timesheets screen

  1. Log in to Roubler web.
  2. Go to Time & Attendance / Timesheets (label may vary slightly).

  3. Filter to the date range, location, and employee you are working on. 
     

     

2. Add a new timesheet entry

The exact buttons vary by account, but typically:

  1. Click Add / + New timesheet (or similar) on the Timesheets screen.
  2. Select the employee and date.

  3. Enter at least:

    • Start time and finish time.
    • Breaks (paid/unpaid, according to policy).
    • Location and position/work type, if required.


       

If there is a relevant rostered shift, choose it from the list so the timesheet is linked to that shift. 

3. Add notes for audit

Before saving:

  • Use the Notes / Comments field to record why this timesheet was created manually—for example:
    • “Forgot to clock; times confirmed with supervisor and CCTV.”
    • “Off-roster training session approved by manager.”

Notes help Payroll and auditors understand adjustments and are strongly recommended whenever you override clocks or rostered times.

4. Save and set status

  1. Save the timesheet. It will usually enter a Draft or Pending status.
  2. Review the entry (and any alerts) just as you would for an automatically created timesheet.

  3. When satisfied it is accurate and compliant, Approve (and, where your workflow requires, Authorise/Commit) in line with your local process.

Troubleshooting

1. “I can’t find the option to add a new timesheet.”

Possible causes:

  • Your permission group doesn’t allow you to create or edit timesheets.

  • You don’t have Time & Attendance access for that location/employee.

Actions:

  • Check whether you can edit existing timesheets; if not, ask HR/Payroll or your internal Roubler administrator to review your permissions and location access.

2. “The timesheet I created doesn’t link to the rostered shift.”

Likely reasons:

  • The shift was unpublished or changed after the day was worked.
  • You created the timesheet without selecting the shift.

Actions:

  • Edit the timesheet and use the Link to shift option (where available) to attach the correct rostered shift.
  • If the roster has changed and can’t be re-linked safely, document the situation in the notes and follow your internal guidance on roster vs actual.

3. “Payroll says hours don’t match what I entered manually.”

Remember that:

  • Pay is driven by the approved/authorised timesheet, plus pay-condition rules in payroll.

  • Later changes to timesheets after payroll cut-off may not be reflected until a subsequent pay run or adjustment.

Actions:

  • Confirm:
    • The manual timesheet is Approved/Authorised for the correct period.
    • No later edits were made after payroll exported.
  • Provide Payroll with the employee, date, and screenshot of the timesheet so they can reconcile and, if needed, adjust in the payroll engine.

Who to contact for help

If you still need help after following this guide, use internal channels only.

HR / Payroll team

Contact HR/Payroll for:

  • Rules on when manual timesheets are allowed and what evidence is required.
  • Questions about how manual timesheets affect overtime, penalties, and pay.

  • Discrepancies between approved manual timesheets and what was actually paid.

Internal Roubler/system administrator or IT/support

Contact your internal Roubler or IT/support team for:

  • Problems with Timesheets screen access, permissions or missing buttons.
  • Configuration questions about how rosters, clocks, and timesheets should interact in your environment.

  • Escalation to the external vendor if behaviour in Timesheets doesn’t match your agreed configuration.

Provide example employees, dates and screenshots whenever you escalate, so issues with manual timesheets can be diagnosed quickly.