📍 Where to find this module?
Main menu > Human resources
Introduction #
The Timesheets module allows you to record the hours worked by your employees. Each timesheet corresponds to a work period with its start, end, and break times. The module is accessible via Human resources > Timesheets.
Timesheets feed into the tracking of working hours and can be linked to payslips.
1. Create a timesheet #
Click on Add a timesheet from the module list or from a person’s record.
General information:
- Person: the employee concerned (required)
- Date: the date of the workday
Time:
- Start time: arrival time
- End time: departure time
- Break time: the duration of the break (deducted from working time)
- Time: the actual working time (calculated automatically)
Payroll:
- Payslip: the link to the corresponding payslip, if applicable
Good to know: Employees can enter their own timesheets via the employee portal (extranet), which simplifies the collection of hours.
2. Time tracking #
Timesheets allow you to:
- Track hours worked by employee and by period
- Identify overtime hours
- Prepare variable payroll elements
3. Automatic marking of absences #
Kafinea has an automatic mechanism that allows you to mark as absent people assigned to a project task who have not filled in their timesheet. This process is triggered by a workflow on project tasks.
How it works:
- When a project task reaches a certain deadline or status, the system checks if the assigned people have entered a timesheet for the period concerned
- People without a timesheet are automatically marked as absent in their project participation
Important: This mechanism does not create a leave request. It updates the status of the person’s participation in the project task. Regularizing the absence (entering a timesheet or a leave request) remains the responsibility of the employee or the HR manager.
4. Finalizing a timesheet #
Finalization permanently locks a timesheet: once finalized, it can no longer be modified. This action is irreversible.
Why finalize?
- Ensure the integrity of working time data after validation
- Prevent any subsequent modification (accidental correction, fraud)
- Trigger the definitive numbering of the document
How to finalize manually?
From a timesheet record, click on the Finalize button. The timesheet is then locked.
Automatic finalization via a workflow
It is also possible to trigger finalization automatically via a workflow. For example, you can configure a workflow that automatically finalizes all timesheets for a given period once payroll is closed.
5. Frequently asked questions #
Is working time calculated automatically?
Yes, actual working time is calculated from the start time, end time, and break time.
Are timesheets linked to projects?
Timesheets are linked to people. For time tracking by project, use project tasks which have their own time tracking.
How to export timesheets for payroll?
Use the export function from the timesheet list. You can filter by period and by person before exporting.
Can multiple timesheets be entered for the same project task?
Yes. A person has only one participation per project task, but this participation can include several timesheets (for example, one per day or per worked slot). This is the intended way to record multiple work sessions on the same task — you should not create multiple participations for this.