Time tracking — entry, approval, and the weekly rhythm

Phasewise time tracking is week-based. Staff log hours per project per phase, submit at the end of the week, and supervisors approve. Approved hours become billable on invoices.

Logging time as a staff member

Go to Time Sheets. The page shows the current week's grid: rows are project + phase combinations, columns are Mon-Sun.

To add a row:

1. Click + Add row (or Copy rows from last week if your assignments are stable).
2. Pick the project from the dropdown.
3. Pick the phase from the dropdown (filtered to phases you're assigned to).
4. Enter hours per day across the row.
5. Phasewise auto-saves as you type. No "Save" button.

For non-billable time, click Add overhead / admin and pick a category (General Admin, Marketing, Training/PD, Meetings, Business Dev, IT/Equipment).

For PTO/vacation/sick days, click Add leave / PTO and pick a leave type. Phasewise tracks balances against your firm's leave policy automatically.

Submitting at end of week

When the week is complete, click Submit timesheet at the bottom of the page. The timesheet locks (read-only) and lands on your supervisor's approval queue.

If you submit too early and need to add more hours, click Recall submission to flip back to draft state. Future-week timesheets are editable but the Submit button is gated until the current week is submitted — keeps people from skipping weeks.

Approving as a supervisor

Go to Time Sheets → Approve timesheets (the badge on the sidebar shows pending count). Each row is a staff member's submitted week. Click into a row to see hours per phase. Then either:

• Approve — locks the timesheet at the approved state. Approved hours become billable.
• Send back with comment — flips the timesheet back to draft with your comment visible to the staff member. They edit and re-submit.

The History tab shows past approvals with reviewer + timestamp. You can also reopen an already-approved timesheet from there if a staff member needs to make corrections.

Apply Schedule template (advanced)

If your weekly hours follow a stable pattern (e.g. always 16h on Project A, 20h on Project B), save the pattern once and apply it to future weeks:

1. On a typical week's timesheet, click Save week as schedule. Captures your current week's project entries (excluding leave/overhead) as a template.
2. On a future draft week, click Apply schedule. Phasewise pre-fills the same projects and hours.
3. To edit the template directly without re-saving from a real week, click Edit template for a focused editor with day totals.

The template is per-user and only available when viewing your own timesheet.

Common questions

Q: I logged time on the wrong project. Can I move it? Edit the time entry row directly while the week is in DRAFT. If the week is already SUBMITTED, click Recall, then edit. If APPROVED, ask your supervisor to reopen.

Q: My week shows "Sent back" — what happened? Your supervisor flagged something and sent it back for editing. Check the rose-colored banner at the top of the timesheet for their note. Make the edits and re-submit.

Q: When does my logged time become billable? Only after a supervisor approves the week. Approved hours flow into invoice drafts via the Pull from timesheets button on the New Invoice form.