How to Create and Manage Timesheets? (Beta)

The Timesheets feature in Recruit CRM helps you track and manage work hours for candidates working in contract or temporary roles. It enables you to record hours worked, submit timesheets for approval, and automatically calculate payable and billable amounts based on the pay rates, bill rates, and rule templates configured for the job. This provides a structured workflow for agencies, clients, approvers, and candidates while keeping all timesheet-related activities in one place.

Once timesheets are enabled for a job, you can create and manage timesheets, monitor their progress through the approval workflow, and calculate payments based on approved hours.

Use this feature when:

• You need to track candidate work hours for contract or temporary placements.

• You want to automatically calculate payable and billable amounts using predefined rates and rule templates.

• You require a structured approval workflow for timesheets (Open → Submitted → Approved/Rejected).

• You want candidates, approvers, and agency users to collaborate on timesheets through their respective portals.

• You need flexible time logging with support for unpaid breaks, multiple work segments, shifts, and configurable timesheet periods.

Timesheets are automatically created based on the job duration, the configured timesheet frequency (such as weekly), and the selected week start day. Throughout the process, Recruit CRM keeps candidates, approvers, and agency users informed with email and in-app notifications, ensuring everyone stays updated on the status of each timesheet.

After enabling timesheets, you can add new timesheets, track them, and manage approvals for the specific job they’re working on.

Once you enable Timesheets for a candidate, you’ll see a green button under the Candidate Pipeline of the Job where the candidate is assigned.

When you click this button, you’ll be able to view the timesheet details for that candidate in one place. This makes it easy to track and manage the timesheet-related details for each candidate.

Each timesheet goes through the following statuses:

Click "Add Timesheet", then select the date ranges you want to add. Then click "Add". This will create timesheet rows for the selected dates, and their status will be set to Open.

Timesheets are created based on the hour logging method defined in the Rule Template selected when enabling timesheets for the candidate.

You can enter working hours for each day. You can also add multiple start and end time entries within a single day, allowing hours to be logged across separate time segments. This is supported in both single and bulk time entry workflows, and the system automatically calculates the total hours for all entries combined.

For Work Hours methods:

You can enter break time directly by typing the break duration in hours or minutes (for example, 1 hour or 30 mins).
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You can also add multiple breaks within each time entry. Any break added is automatically deducted from the logged working hours, and the existing calculation and validation logic is applied automatically.
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For the Shifts method:

Breaks must be added as separate time slots within your shift.
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For example, if your working hours are from 9:00 AM to 5:00 PM and you took a break from 1:00 PM to 2:00 PM, add a break slot:

Break: 1:00 PM – 2:00 PM
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The system automatically treats this as a break and deducts the break duration from the total working hours. You can add multiple break slots if needed.
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📌 Note: Any break added to a timesheet is always deducted from the logged working hours and is not included in pay or bill calculations.

For Per Day timesheets:

If the contractor's Rate Type is set to Per Day, you'll log attendance instead of hours. For each working day defined in the Work Schedule, select one of:

The total number of days for the timesheet is calculated from these entries. For example, 4 Full Days and 1 Half Day totals 4.5 days.

You can also add Remarks for each row if there’s anything specific you want to note. Remarks can be marked as mandatory while enabling timesheets for a contractor. If enabled, remarks will be required for every time entry across the agency, contractor, and client portals, and this setting will apply to both existing and newly created timesheets.

Once you’ve entered all the details, click Submit.

The timesheet status will change to Submitted, and it will be sent to the assigned Approver for review. If you are the timesheet Approver, you can submit and approve simultaneously.

If you are the Approver, click on the timesheet period to open it and review the hours.

If the details are correct, click Approve. If corrections are needed, you can either Edit the hours and then approve.

You can also Reject it with a remark, if it needs further correction.

For approved/rejected timesheets, the system automatically calculates billable and payable amounts based on the rule template and the set bill/pay rate.

You can click the Remarks button next to the timesheet status to view the history of changes.

To delete a single timesheet, you can click on the trash icon to the right of it:

To delete them in bulk, select multiple timesheets and click the Delete button above.

Recruit CRM automatically keeps contractors, approvers, and agency users informed throughout the timesheet process using email and in-app notifications.

Timesheets in Recruit CRM give you a structured, configurable way to track contractor hours, manage approvals, and calculate billing and pay in one place. Once enabled and correctly permissioned, you can confidently use timesheets to streamline your contract and temp workflows while maintaining clear audit trails and accurate financial calculations.