This article explains how managers can manually create worked and leave timesheets from the Approve Timesheets page, import multiple timesheets, and how team members can submit their own timesheets when permitted.

Before you read

• Target audience: This article is for users with System Administrator, Location Manager, and Supervisor access.
• Plan restrictions: This feature is available on all Deputy plans.

This article covers:

• Before you create a timesheet
• Create a timesheet
  • Add a worked timesheet
  • Add a leave timesheet
  • Add multiple timesheets
  • Submit your own timesheet
    • Deputy website
    • Deputy mobile app

Before you create a timesheet

Most timesheets are created automatically when a team member clocks in and out or from a scheduled shift. If a timesheet doesn't exist, it can be created manually by a manager or, if your organisation allows it, submitted by a team member.

If the timesheet already exists but the recorded details are incorrect, edit the existing timesheet instead. See How to edit a timesheet .

Create a timesheet

Depending on your permissions, there are several ways to manually create a timesheet in Deputy.

• Add a worked timesheet for a team member.
• Add a leave timesheet for a team member.
• Import multiple worked timesheets from a spreadsheet.
• Submit your own timesheet as a team member.

Add a worked timesheet

Add a worked timesheet when a team member worked but a timesheet wasn't created, such as when they forgot to clock in.

1. From the Add button option, click Add timesheet.

2. Confirm or enter the timesheet details below before clicking Approve.
   • Team member
   • Date
   • Start and finish time
   • Whether the shift is still in progress, if applicable
   • Location and areas worked
   • Meal or rest breaks, including duration

3. The timesheet is added as an unscheduled shift. The pay component and pay details are then calculated automatically. If you need to make any changes, see How to edit a timesheet .

Add a leave timesheet

Add a leave timesheet when a team member didn't work and the time should be recorded as leave.

For step-by-step instructions, see Add a leave timesheet .

Add multiple timesheets

If you need to create the same or similar worked timesheets for multiple team members, you can import them from a spreadsheet instead of adding each timesheet individually.

This is useful when multiple team members require similar worked times, such as company training days or other events.

1. From the Add button option, click Add timesheets from file.

   

2. Prepare your import by:

   • Selecting Download timesheet template if you need a template spreadsheet.
   • Selecting View import history to review previous imports.
   • Selecting Continue if your CSV file is already prepared.

   

3. Complete the spreadsheet with the team members and worked time details you want to import, then save the completed file as a CSV.

   

4. Upload the CSV file.

   

5. Confirm that the spreadsheet columns are matched to the correct Deputy fields and resolve any import errors.

   

6. Once you've resolved or discarded any errors, import the valid records.

   

Once the import is complete, the new timesheets appear on the Approve Timesheets page as unscheduled shifts, where they can be reviewed, edited, and approved like other worked timesheets.

For more information about preparing your spreadsheet, supported fields, templates, column matching, and resolving import errors, see Bulk import schedules and timesheets .

Submit your own timesheet

If your organisation allows it, team members can manually submit their own timesheets for past shifts that weren't recorded automatically.

Team members can submit timesheets from both the Deputy website and the Deputy mobile app.

Deputy website

1. Sign in to Deputy and open Profile.

   

2. Under Recent Timesheets, click Add New.

   

3. Confirm or enter the timesheet details before clicking Add.
   • Date
   • Start and finish time
   • Area worked
   • Meal or rest breaks

   • Comments, if required

     

4. The timesheet is submitted and appears in Approve Timesheets, where a manager can review and approve it. If your organisation allows it, you can also edit pending timesheets before they're approved.

Deputy mobile app

Team members can also submit timesheets from the Deputy mobile app.

1. Open Timesheets, then tap the + icon.

2. Confirm or enter the timesheet details before tapping Add (iOS) or the Tick icon (Android).
   • Date
   • Start and finish time
   • Area worked
   • Meal or rest breaks
   • Comments, if required

3. The timesheet is submitted for manager approval. If your organisation allows it, you can edit pending timesheets until they're approved.

Related articles

• How to navigate the Approve Timesheets page 
• Understanding timesheets 

• How to edit a timesheet