Timesheet

The Timesheet tab configures how time is reported: until when an entry stays editable, whether it goes through validation, and which kinds of time (actuals and absences) users can pick.

Settings → Workspace → Timesheet

The entry unit is not on this tab

The man-days / % / hours choice and the "1 MD = n hours" conversion are set on the Calendar tab, because they depend on the selected calendar.

Timesheets closure date

The Timesheets closure date picker sets the date up to which entries are locked. Beyond that date, timesheets become editable again.

This is the period-freeze mechanism: once payroll or invoicing for a month is out, set the closure date to the end of that month to freeze history.

Validation of timesheets

The Validation of timesheets checkbox turns the workspace validation circuit on or off.

State	Effect
Unchecked (default)	Automatic validation: the resource's entry is taken into account directly
Checked	Entries go through the Pending then Approved statuses — the resource's manager must approve them manually

This is a workspace-wide setting: there are no separate circuits per manager, per project, or at two levels. See Timesheet for the approver's side.

Actual types

This list defines the kinds of worked time offered at entry. Each row is a Key / Value pair, plus an Active checkbox:

• the Key is the technical identifier, stable, used by exports, the API and the datamart;
• the Value is the label shown to the user, translatable into each language (language selector above the table);
• the Active checkbox decides whether the type can be picked for a new entry.

Shipped defaults:

Key	Default label	Active by default	Can be deleted	Can be deactivated
0	Standard	✅	No	No
1	Not standard	—	Yes	Yes
2	Not Billable	—	No	Yes

What you can do:

• Add a type with the Add button (it is active as soon as it is created);
• Edit key and label with the pencil icon, then confirm or cancel the row;
• Activate / deactivate a type with the Active checkbox;
• Delete a type with the cross — except "Standard" and "Not Billable".

Two types are protected

• Standard (0) is always active: it can be neither deactivated nor deleted. It is the type applied to any entry that does not specify another one.
• Not Billable (2) cannot be deleted — it is used to tell billable time from non-billable time (time-and-materials contract invoicing, analyses) — but it can be deactivated if you have no use for it.

By default, only Standard is active

This applies to every workspace, including those created before the Active checkbox existed. Tick Active on the other types to offer them for time entry; time already entered under a deactivated type is kept.

Deactivating a type

A deactivated type is no longer offered to open a new entry line, nor on an envelope or a task. Time already recorded under that type stays displayed and editable: nothing is erased. A resource can also switch a line from a deactivated type to an active one (see My timesheet).

When several types are active

As long as only Standard is active, the notion of type stays invisible: every entry is "Standard". As soon as at least two types are active:

1. the budget envelope carries an actual type (Budget management);
2. the task can enforce its own, which takes precedence over the envelope's (Planning);
3. the timesheet and the My activity view offer the type inherited this way by default: the task's if it is set, otherwise the envelope's, otherwise "Standard".

Set on the task	Set on the envelope	Type offered at entry
Not Billable	Standard	Not Billable
(inherited)	Not Billable	Not Billable
(inherited)	(not set)	Standard

A type deactivated in the meantime is ignored in this resolution. At entry, the resource remains free to put everything on one type, to change the type of a line, or to split their day across several types.

The envelope's type also determines which workspace daily rate applies when the envelope does not define one for a resource: see Budget → Resource rates.

Vacancy types

This list defines the kinds of absence and special presence offered in the Leave screen and in the timesheet.

Unlike actual types, the list is fixed: ten entries, keys 0 to 9. You can neither add nor delete any — you rename the ones you need and hide the others.

Key	Default label	Capacity impact
0	Vacation	✅
1	Training	✅
2	Illness	✅
3	Bank Holiday	✅
4	Other	✅
5	--- To be defined 1 ---	✅
6	--- To be defined 2 ---	✅
7	Penalty (on-call)	❌
8	Telework	❌
9	--- To be defined 3 ---	❌

The "Impact the capacity" column

It is computed, not editable, and derives from the key:

• keys 0 to 6 — the reported time is an absence: it is subtracted from the capacity of the resource in the Workload plan;
• keys 7 to 9 — it is a special presence (on-call, telework): the resource stays available, capacity is not reduced.

This drives which row to rename: a new absence reason goes on keys 5 or 6, a new presence reason on key 9.

The "Visible" column

The Visible checkbox determines whether the type is offered at entry. Unchecking a type removes it from the dropdowns without erasing the declarations already recorded with it.

That is how you neutralise the "--- To be defined ---" entries you do not use.

Renaming a type

1. Click the pencil icon on the row.
2. Edit the Value column — the Key stays greyed out, it is never editable.
3. Confirm the row, then Save the workspace.

Rows not confirmed

A row added or changed without clicking the green check mark is confirmed by Save, with the same checks: the key is required, unique and, for actual types, without a hyphen. A row added and left empty is ignored. Leaving the screen before saving asks the question described in Unsaved changes.

Translating the labels

Both tables are multilingual. The language selector above each table switches the display to the language to fill in: enter the label for each language used by your teams. Every user sees the label of their interface language.

See also

• Calendar — weekly capacity, exception days and the timesheet entry unit
• Timesheet — day-to-day entry and validation
• Leave — where absence types are used
• Budget — the rates applied to reported time

Good habit

Decide on actual types before the first entry: the key acts as an identifier in exports and the datamart, and changing it afterwards breaks historical continuity.