The Timesheet module in KEBS is where employees log their working hours against assigned projects and tasks on a weekly basis. This guide covers the timesheet layout, how to fill in and submit your weekly timesheet, how to edit or remove entries, quick-fill shortcuts, and the settings and additional options available from the timesheet screen.
Timesheet Layout and Navigation
Navigate the timesheet interface confidently. Know where to find your projects, how to switch between weeks, and how to read the status indicators at a glance.
Navigate to Time Management from the left sidebar or via More apps. The timesheet opens to the current week’s view under HRM > Timesheet.
Employee Header Bar
The header bar at the top of the timesheet displays your key information at a glance:
| Field | Description |
|---|---|
| Employee Name & ID | Your name and KEBS employee ID (e.g., KEBS Support, 1000). |
| Department | Your department (e.g., QA). |
| Work Schedule | Your assigned work schedule (e.g., Monday To Friday). This determines which days appear as working days in the grid. |
| Employment Type | Your employment classification (e.g., Vendor Contract, Permanent). |
| Holiday Calendar | The holiday calendar assigned to you. Click View to see the list of holidays for the year. |
Week Navigation
Below the header, the week navigation bar provides the following controls:
| Control | Description |
|---|---|
| Date Range | Shows the current week’s start and end dates (e.g., 18 May 2026 – 24 May 2026). |
| Arrow Buttons (< >) | Navigate to the previous or next week. |
| Calendar Icon | Open a date picker to jump to a specific week. |
| W1, W2, W3, W4, W5 | Quick-access buttons for each week of the current month. The current week is highlighted with an orange border. Green-filled buttons indicate weeks with submitted timesheets. |
| Hours | Total hours logged for the week (e.g., 40h 00m), shown in green when complete. |
| Holidays | Number of holidays in the current week based on your assigned holiday calendar (e.g., 00). |
Left Sidebar Navigation
The left panel under Time Management provides access to all timesheet-related features:
| Section | Items |
|---|---|
| DASHBOARD | Overview dashboard with timesheet metrics and summary statistics. |
| TIMESHEET | Submission (your timesheet entry screen) and Approvals (for managers to review and approve team timesheets). |
| REPORTS | Timesheet Stats Report, Timesheet Daily Log Report (two views) for analyzing time data. |
| SETTINGS | Submission settings, Approvals configuration, and Notification preferences. |
Filling In Your Weekly Timesheet
Accurately capture the time you spend on each project and task so the organization can track utilization, bill clients correctly, and manage project budgets.
Understanding the Timesheet Grid
The main area of the timesheet is a weekly grid. Each row represents a Charge Code (project or task), and each column represents a day of the week (Monday through Sunday). The grid shows three levels of detail:
| Level | Description |
|---|---|
| Summary Row (Top) | Shows the total hours logged per day across all charge codes. Displays the combined daily totals (e.g., 08h 00m per day). |
| Charge Code Row | The project-level row showing the project’s charge code (e.g., PNJBSNDBSOW00002). Click the expand arrow to see sub-projects and tasks within it. Daily hours at this level are the sum of all tasks below. |
| Task Row | The most granular level. Each task shows its name (e.g., “Configure Cloud Environment”) and the hours logged per day. This is where you enter or edit time. |
Day Column Indicators
- Green border: Working days with time entries logged.
- Orange/Yellow highlight: Days with entries that may need attention or are part of the current highlighted week.
- WO label: Stands for “Weekly Off.” These are non-working days based on your work schedule (e.g., Saturday and Sunday for a Monday-to-Friday schedule). No time entry is expected on WO days.
- Total column: The rightmost column shows the sum of hours for each charge code across the entire week (e.g., 40h 00m).
Steps to Fill In Your Timesheet
- 1Navigate to Time Management > Timesheet > Submission from the left sidebar.
- 2Verify the correct week is selected using the date range and W1-W5 buttons at the top.
- 3Click Edit to enter edit mode. The timesheet cells become editable.
- 4Click on the time cell for a specific day and task, then enter the hours worked (e.g., 08h 00m).
- 5Repeat for each day and task. The summary row at the top updates automatically as you add entries.
- 6Verify that the total Hours value in the navigation bar matches your expected weekly hours (e.g., 40h 00m).
- 7Click Submit to submit the timesheet for approval. The status changes to Submitted (shown in green).
Quick Actions and Charge Code Options
Save time with one-click shortcuts that fill your entire week, clear entries, or remove charge codes, instead of editing each cell individually.
Each charge code row has a three-dot menu (⋮) on the right side. Click it to access quick actions for that specific project or task.
Charge Code Quick Actions
| Action | Description |
|---|---|
| Quick Fill Whole Week | Automatically fills all working days in the week with your standard daily hours for this charge code. This is the fastest way to complete your timesheet if you worked on a single project all week. |
| Remove From Timesheet | Removes this charge code entirely from the current week’s timesheet. Use this if a project was added by mistake or you did not work on it during this period. |
| Clear Time Entries | Clears all time entries for this charge code across the entire week but keeps the charge code visible on the timesheet. Useful if you need to re-enter hours from scratch. |
| History | Opens the submission history for this charge code, showing previous weeks’ entries, edits, and approval status. |
Timesheet Menu Options
Access organizational timesheet policies, review update history, get help documentation, and manage your timesheet settings from one central menu.
Click the three-dot menu (⋮) in the top-right area of the timesheet (next to the Submit button) to access global timesheet options.
Menu Options
| Option | Description |
|---|---|
| Clear Timesheet | Clears all entries across all charge codes for the current week. Use with caution as this removes all logged hours for the week. |
| Policies | View the organization’s timesheet policies, including submission deadlines, minimum/maximum hours, overtime rules, and compliance requirements. |
| Timesheet Updates | View a log of recent changes and updates made to the timesheet, including edits, submissions, rejections, and approvals. |
| Timesheet Help | Access the built-in help documentation for the timesheet module. Provides guidance on common tasks and troubleshooting. |
| Timesheet User Logs | View a detailed audit trail of all actions performed on your timesheet, including who made changes and when. |
Auto Timesheet and Clock-In / Clock-Out
Reduce manual effort with automated timesheet population. Employees with auto-submission enabled have their timesheets filled and submitted automatically, while Clock-In/Clock-Out captures actual working hours from attendance data.
Auto Timesheet
When Auto Timesheet Submission is enabled on your employee profile (under Time Details), KEBS automatically fills your timesheet with your standard daily hours and submits it at the end of each week. This is configured by HR administrators and is typically used for employees who work on a single project consistently.
- Auto-filled timesheets use your Daily Hours setting from your employee profile (e.g., 8 hours per day).
- Hours are distributed across your assigned charge codes based on your project allocation percentages.
- Auto-submitted timesheets still appear in the approval queue for your manager to review.
- If you need to override an auto-filled timesheet, you can edit it before the auto-submission deadline (if editing is allowed).
Clock-In / Clock-Out
For organizations using attendance tracking, KEBS can capture actual working hours through a Clock-In/Clock-Out mechanism. This works alongside the timesheet to provide two layers of time data:
- Clock-In: Records the time you start your workday. This can be captured via biometric systems, access cards, or a manual clock-in button in KEBS.
- Clock-Out: Records the time you end your workday.
- The difference between Clock-In and Clock-Out gives your actual attendance hours, which can be compared against your timesheet entries for compliance.
- Attendance data from Clock-In/Clock-Out feeds into the KEBS Attendance module and can be synced via the integration layer from external biometric systems.
Timesheet Settings and Rules
Ensure timely and compliant timesheet submissions by configuring rules that match your organization’s policies, with automated reminders to keep everyone on track.
Access timesheet settings from the left sidebar under SETTINGS. Three configuration areas are available:
Submission Settings
- Define the submission deadline for each week (e.g., timesheets must be submitted by Friday EOD or Monday of the following week).
- Configure whether employees can submit timesheets for past weeks and how far back they can go.
- Set minimum and maximum hours per day or per week. Submissions that fall outside these ranges may be flagged or blocked.
- Enable or disable auto-save to preserve entries as they are typed.
Approval Settings
- Define the approval workflow, such as single-level (direct manager) or multi-level approval chains.
- Configure auto-approval rules for specific employee groups or project types.
- Set escalation rules if an approver does not act within a defined timeframe.
Notification Settings
- Enable submission reminders that notify employees before the weekly deadline.
- Configure approval notifications that alert managers when timesheets are waiting for review.
- Set up rejection notifications so employees are immediately informed when their timesheet is sent back for correction.
