My Timesheet
My Timesheet is the central workspace in Optima Orbit where you record, manage, and submit the time you have spent working. It uses a weekly grid (the "Project Effort Matrix") to give you a complete picture of your effort, alongside any holidays, leave, or non-working days.
Why My Timesheet Exists
My Work tells you what you are working on. My Timesheet records how much time you spent doing it.
Recording your work time serves critical business purposes:
- Employee Effort Tracking: Ensures your hard work is accurately documented.
- Project Costing: Helps the organization understand the true labor cost of delivering a project.
- Attendance Synchronization: The system automatically calculates any variance between your physical attendance and your effort logs to ensure compliance.
- Resource Planning: Helps managers see if teams are overloaded or underutilized.
How to Access My Timesheet
You can access My Timesheet from the main application layout:
- Navigate to the sidebar or top navigation menu.
- Select My Timesheet.
- You will be taken to
/org/my-timesheets.
Time Entry vs Timesheet
It is important to understand the difference between logging time and submitting a timesheet:
| Concept | What It Means |
|---|---|
| Time Entry (Hours) | A specific amount of time you log against a project (and optionally a task) on a given day. |
| Timesheet | The complete collection of all your time entries for an entire week, which you submit together for approval. |
A Simple Example
Here is how a typical week looks in My Timesheet:
- You perform work on an assigned project from Monday to Friday.
- You open My Timesheet at the end of each day (or at the end of the week).
- You locate your project in the Project Effort Matrix.
- You enter your hours into the grid for each day (e.g., 8 hours on Monday, 7.5 on Tuesday).
- You click Save Draft to securely store your progress.
- You click Submit Week on Friday afternoon to send the entire week's timesheet to your manager for approval.
Understanding the My Timesheet Screen
The My Timesheet page is designed for efficiency and visibility:
| UI Element | What It Means | What You Can Do |
|---|---|---|
| Date Navigation (Weekly Spectrum) | Shows the current timesheet week (Monday to Sunday). | Use the arrows to view previous or future weeks, or click "Current" to jump to today. |
| Performance Hub | A dashboard showing your Total Hours, Standard expected hours, Timesheet Status, and Leave/Holidays taken. | Review your weekly totals against your expected capacity. |
| Project Effort Matrix | The main grid where you record time. Rows represent projects, and columns represent days of the week. | Enter your hours directly into the cells. |
| Task Breakdown (Expansion) | Available on projects using Task-Wise or Hybrid tracking modes. | Click the + icon on a project row to see a breakdown of the specific tasks you logged time against. |
| Save Draft | Saves your current grid entries to the system without submitting them. | Click regularly to ensure you don't lose your work. |
| Submit Week | Locks the week and sends it for approval. | Click only when all your time for the week is accurately recorded. |
| Check Submission Status | A banner that appears if the timesheet is locked or submitted. | Click to open the Timesheet Status Drawer and view the approval timeline. |
Understanding the Timesheet Period
Optima Orbit uses a Weekly timesheet period.
- The week always starts on Monday and ends on Sunday.
- You can navigate backward to view historical timesheets.
- You can navigate forward to future weeks, but your ability to log time in the future depends on the specific governance settings of your projects.
Creating a Time Entry
There are two primary ways to record your time, depending on how your project is configured by management:
1. Direct Project-Level Entry (Flat Weekly Mode)
If your project is set to "Flat Weekly" mode, you simply enter your total hours for the day directly into the My Timesheet grid.
- Open My Timesheet.
- Find the project row in the Project Effort Matrix.
- Click on the input box for the specific day (e.g., Tuesday).
- Type your total hours (e.g.,
7.5). - The row and weekly totals will update automatically.
2. Task-Level Entry (Task-Wise or Hybrid Mode)
If your project requires task-level tracking, you must log your time against specific work items.
- Open My Work (or open a task directly).
- Open the Task Details Panel.
- Click the Log Time action to open the Log Time Modal.
- Fill in the date, duration (hours and minutes), and a required description of the work you performed.
- Click Log Time.
These task-level entries will automatically roll up and appear in your My Timesheet grid. If you expand the project row in My Timesheet, you will see a read-only summary of the hours you logged against each task that week.
Entering Hours and Validation
When entering hours, the system enforces several visual and technical validations:
| Visual Indicator | Meaning |
|---|---|
| Green Border (Optimal) | Your hours are within the project's allowed daily minimum and maximum. |
| Amber Border (Below Min) | You have logged some time, but it is below the project's required daily minimum. |
| Red Border (Exceeds Max) | You have logged more hours than the project's daily maximum allows. |
| Grey / Disabled Cell | You cannot log time on this day. (E.g., it is a holiday, you are on leave, or it is locked). |
Optima Orbit also tracks your availability:
- Holidays are marked with a glowing green dot.
- Approved Leaves are marked with a glowing blue dot.
- Non-Working Days (e.g., weekends) are marked with a black dot.
You generally cannot log time on days marked as Holidays or Leave unless project policies explicitly allow exceptions.
Saving Time Entries
As you enter time into the grid, those numbers are held in your browser.
To ensure your work is not lost, click the Save Draft button. This securely saves your timesheet progress to the server without submitting it for approval. You can save a draft as many times as you want throughout the week.
Editing and Deleting Time Entries
You can easily adjust your timesheet before it is submitted:
- To Edit: Simply click into the cell in the Project Effort Matrix and type a new number.
- To Delete: Change the cell value to
0or clear the input entirely.
Note: Once a timesheet is submitted, it becomes Locked and you can no longer edit or delete entries unless the timesheet is formally rejected by your approver.
Understanding Totals
My Timesheet automatically calculates your totals in real-time:
- Daily Totals: Displayed at the very top of the grid columns, under the date. This adds up all the hours you logged across all projects for that specific day.
- Project Totals: Displayed on the far right of each project row. This shows the total hours logged for that specific project during the week.
- Weekly Total: Displayed in the Performance Hub at the top of the page. This is the grand total of all hours logged for the entire week.
My Work and My Timesheet
These two workspaces are deeply connected:
| My Work | My Timesheet |
|---|---|
| Shows the tasks, bugs, and features assigned to you. | Records the time you spent executing that work. |
| Task-focused (What is the status? What is next?) | Time-focused (How many hours did it take?) |
Accessed via /org/my-tasks | Accessed via /org/my-timesheets |
When you use the Log Time Modal in My Work, that data instantly feeds into My Timesheet to build your weekly submission.
Before Submitting Your Timesheet
Before clicking submit, review this checklist:
- Are all your hours recorded for Monday through Friday?
- Are your totals accurate?
- Have you accounted for any approved leave or public holidays?
- Have you clicked the
+to expand task-wise projects and ensured the task breakdowns look correct? - Did you click Save Draft?
Submitting Your Timesheet
When your week is complete:
- Ensure your Total Hours are greater than 0.
- Click the Submit Week button at the top right.
- A confirmation prompt will appear, warning you that the timesheet will be locked.
- Click Submit to finalize.
What Happens After Submission
Once submitted, several things happen immediately:
- Status Change: Your timesheet status changes from Draft to Submitted.
- Locking: The entire week becomes locked. All input cells turn grey and are disabled. You can no longer add, edit, or delete hours for this period.
- Approval Routing: The system triggers an approval workflow. A banner will appear at the top of your timesheet indicating who is currently reviewing it.
Who Approves My Timesheet?
Your timesheet approver is determined by your organization's dynamic workflow engine. In most cases, this is your Direct Manager (as defined in the Team Hierarchy), but it may also route to a Project Manager or Timesheet Administrator depending on the specific workflow configuration.
You can always see exactly who is reviewing your timesheet by clicking Check Submission Status to open the Status Drawer.
What Happens After Approval
If your timesheet is approved:
- The status changes to Approved.
- The timesheet remains permanently locked.
- The effort logged is officially recognized by the organization, which may trigger downstream effects like project cost calculations, resource utilization metrics, and billing.
What Happens After Rejection
If your approver finds an issue (e.g., missing hours, incorrect project), they will reject the timesheet.
- The status changes to Rejected.
- The timesheet is unlocked, allowing you to edit the cells again.
- You can open the Status Drawer to read the Justification Note left by your approver.
- You must correct the errors, save your draft, and click Submit Week again to restart the approval process.
Permissions and Access
Access to My Timesheet is governed by your assigned roles.
| Permission | What It Controls |
|---|---|
mytimesheet.manage | Allows you to access the /org/my-timesheets route, view your own timesheets, log time, and submit periods. |
Note: Approving timesheets requires separate permissions (e.g., task.timesheet.approve) and is performed in the Timesheet Approval module, not in My Timesheet.
Troubleshooting
| Problem | Possible Cause | What To Do |
|---|---|---|
| I cannot type in the grid cells. | The timesheet is locked (Submitted or Approved), or the day is a Holiday/Leave. | If rejected, it will unlock. Otherwise, contact your manager to withdraw the submission. |
| A project is missing from the list. | The project is expired, inactive, or you are not assigned to it. | Click "Show All" or the filter icon. If it's still missing, ask your Project Manager to verify your assignment. |
| I receive a "Backdating restricted" error. | You are trying to log time too far in the past. | Project governance limits how many days you can backdate entries (e.g., 7 days). Log time more frequently. |
| Submit Week button is greyed out. | Your total hours are 0, or a system process is running. | Ensure you have logged at least some time and saved your draft. |
| My cell has a red border. | You exceeded the project's daily maximum hours. | Reduce the hours for that specific project on that day. |
Frequently Asked Questions
Can I log time in the future?
Usually no, but it depends on the project. If a project has allow_future_logging enabled in its governance settings, you may be able to advance to a future week and log time. Otherwise, future dates are disabled.
What is the "Adjustment" row I see when I expand a project? If a project uses "Hybrid Validation" mode, it compares the total time you logged against specific tasks versus the total time you typed into the project grid. The Adjustment row shows the difference.
Does logging time affect my project's budget? Yes. Approved timesheet hours are multiplied by your Resource Cost Rate to calculate the actual labor cost consumed by the project.
Technical Reference
- Route:
/org/my-timesheets - Main Component:
src/routes/org/MyTimesheetPage.tsx - Time Entry Modal:
src/components/tasks/LogTimeModal.tsx - Status Drawer:
src/components/organization/TimesheetStatusDrawer.tsx - Services:
timesheetService.ts,approvalService.ts,digitalAssetService.ts - Key API Endpoints:
GET /org/timesheet/context(Fetches the grid, projects, limits, and submission state)POST /org/timesheet/submit(Saves drafts and final submissions)
- Status Enum:
draft,submitted,approved,rejected,locked - Submission Modes:
flat_weekly,task_wise,hybrid,task_effort,hybrid_validation