---
title: Timesheets
description: "> 📍 **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,…"
url: "https://www.kafinea.com/en/help/human-resources/timesheets/"
updated: "2023-11-28"
category: Human Resources
---

# Timesheets

> 📍 **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.

---

## Related references 🔗

- [People](https://www.kafinea.com/fr/documentation/ressources-humaines/les-personnes/)
- [Activities](https://www.kafinea.com/en/documentation/human-resources/activities/)
- [Project tasks](https://www.kafinea.com/fr/documentation/gestion-de-projet/les-taches-de-projet/)
- [Project participations](https://www.kafinea.com/fr/documentation/gestion-de-projet/les-participations-aux-projets/)