Timesheets: tracking and submitting your time

The timesheet is where each person in Beebole records the time they spend on projects, tasks, and time off. Every entry feeds reports, budgets, billing calculations, and the approval workflow. Open it by clicking Timesheet in the left sidebar.

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The timesheet layout

The timesheet is a grid:

• Sections group rows by the project or task categories your administrator selected in Timesheet and Planning Settings. A Time Off section appears when recording time off is allowed.
• Rows are what you track time against — a project (or chain of projects), a task, or an absence type.
• Columns are the days of the current period. Today’s date is highlighted, and each day’s header shows the time reported so far against your scheduled hours.

Use the date picker at the top of the page to move between periods or jump back to Today. The stretch a period covers — a day, a week, two weeks, half a month, or a month — is not something you switch from the timesheet. Your administrator sets the Timesheet period once for the account, or for a team or a person, in Timesheet and Planning Settings, and every timesheet follows it. If you expected a day, week, or month switcher and don’t see one, that is why. With a Daily timesheet period, the grid shows a single day and each row displays its full entry form — duration, times, and note — inline. The grid is one of two ways to see your timesheet: the toggle at the top of the page switches between Grid view and Calendar view. See Calendar view below.

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Entering time

Every change is saved automatically — there is no save button on the timesheet.

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Entry details

Hover over a cell and click the info icon that appears in its corner to open the entry details. Depending on your account’s settings, an entry can hold: The Non-billable and Work from home checkboxes apply to work entries only — they don’t appear on time off entries.

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Calendar view

The calendar view lays your period out day by hour, so you place entries in time instead of typing durations. It is the view you land on the first time you open your timesheet; switch between the two with the Calendar view and Grid view toggle at the top of the page, and Beebole remembers which one you used last. The day grid is tall enough for short entries to stay readable, and a full day fills its column exactly to the end of your schedule — only a genuinely over-booked day is drawn as overflowing. The day headers are the same as in the grid view — each one shows the time reported so far against the day’s scheduled hours, with its progress bar — so the two views always agree on where a day stands.

• Create an entry — Click and drag across an empty time slot; the selection shows the total duration alongside the start and end times as you draw. The entry popup opens with the activity picker built in — the entry is created as soon as you pick the project, task, or absence type, and you can still drag the new block to another time or day, or resize it from either edge, before you’re done.
• Create an entry with one click — Click an empty slot without dragging. When your account doesn’t record start and end times, the new entry is pre-filled with the time still missing from that day’s schedule — the same figure the day header shows — so the last entry of the day always completes it. On a full, overrun, or unscheduled day, and whenever start and end times are on, the click places a one-hour entry instead.
• Move an entry — Drag it to another slot or day. Its duration is preserved.
• Resize an entry — Drag its top or bottom edge to change the start or end time. Edges snap to 15-minute steps; hold ⌘ (Ctrl on Windows/Linux) while dragging an edge to snap to whole hours instead.
• Give an entry a time — When start and end times are recorded, an entry that has none yet — typed in the grid, for example — sits stacked at the top of its day. Drag it to a slot and it takes the clock time where you release it.
• Duplicate an entry — Hold ⌘ (Ctrl on Windows/Linux) while dragging an entry to a new slot.
• Delete an entry — Hover over it and click the delete button that appears.
• Work on several entries at once — Shift-click to select a range, or ⌘-click (Ctrl on Windows/Linux) to pick individual entries, then move, duplicate, resize, or delete the whole selection — one undo step reverses the batch.
• Time an entry — Hover an entry on today and a play/pause button appears next to the delete button. See Using the timer.

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Favorites

Above the calendar, a favorites bar shows the activities you log most often — the rows you pinned and your recently used projects, tasks, and time off types:

• Click a favorite to log it instantly: the entry lands on today (or the first visible day), starts right after your last entry of that day — or at the time you usually begin, when the day is empty — and uses your usual duration for that activity, trimmed so it never exceeds the hours still missing for the day.
• Drag a favorite onto the calendar grid to place it exactly where you want it.

Either way, the entry popup opens on the new entry so you can adjust or confirm it without a second click. Entries created or adjusted here carry real start and end times, which can appear in reports. Suggested time entries show up as ghost entries in the calendar — drag a suggestion to a time slot to schedule it, or accept it as-is.

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Using the timer

When your administrator has enabled the timer, each row shows a timer button for the current day. In the calendar view, you can also start or pause the clock without leaving the grid:

• On a calendar entry — Hover an entry on today for a play/pause button. The entry being recorded is marked with a pulsing red dot and its duration ticks up live, in place.
• On a favorite chip — Each chip in the favorites bar carries its own play/pause button, so a frequent project or task starts tracking in one click.
• On a suggestion — The play button on today’s suggested entries starts the clock on the suggested project or task. Without start and end times, it also accepts the suggestion in the same undoable step; when Record start and end times is on, the tracked time is the entry and the suggestion shrinks as that time covers it.

A plain click on any play button switches timers: whatever was running is paused and its time saved, then the activity you clicked starts. To run several timers at once, hold ⌘ (Ctrl on Windows/Linux) while clicking a play button — the tooltip reads ⌘+Click to start it without stopping the others whenever a timer is already running. Each timer counts its own time in full, so two timers running for an hour log two hours. The gesture is the same on every play button: timesheet rows, calendar entries, favorites, suggestions, and the floating timer itself.

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The floating timer

On desktop, a floating panel appears as soon as a timer runs, and you can drag it anywhere on the page. It lists the activities you timed today, one line each:

• A running line shows a pulsing dot, its name, a live counter, and a Pause timer button.
• A paused line stays listed with the time saved on its entry. Its play button resumes it — a plain click pauses the others first, ⌘-click (Ctrl-click) adds it to the ones running — and the × (Remove from the timer list) takes it off the panel. A running line has no ×: pause it first, so time is never discarded while it is still counting.
• When more than one timer is running, a Pause all button appears under the lines and stops them all at once, saving each entry’s own time.

Click the chevron on the first line to collapse the panel to dots and counters; hover a dot for the activity’s name. The panel only tracks today’s activities, and when several entries exist for a day, one line stands for each activity. If a restriction refuses the time a pause would save — for example No overtime beyond the schedule — the timer keeps running and an error explains why, so no time is lost while you fix the day.

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Managing rows

Each row has a ⋯ action menu with:

• Pin to top / Unpin — keep the row at the top of its section.
• Edit — change the row’s project, task, or absence type selection.
• Remove row — take the row off your timesheet.

To clear a whole section at once, hover over the section’s header and click the trash button (Clear all rows in this section) that appears — it removes that section’s rows and their time entries for the current period. The button is hidden on locked periods and when reviewing someone else’s timesheet. There is no confirmation dialog for these actions — press ⌘+Z (Ctrl+Z on Windows/Linux) to undo.

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Copying a period

To reuse a period’s rows and entries:

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Undoing and redoing changes

Beebole tracks your recent changes across the app: Undo and redo buttons also appear in the top bar whenever there is history to step through. Deleted entries and rows come back exactly as they were.

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Recording time off

When your administrator allows recording time off, the timesheet shows a Time Off section. Click its + button (Add a row), pick an absence type, and enter the time — absence types tracked in days are entered as full or partial days. See Time off for absence types, allowances, and approval.

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Importing calendar events

You can bring your Google or Microsoft calendar events into the timesheet instead of re-typing meetings.

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Importing time entries in bulk

The timesheet itself has no import button for a CSV file or a spreadsheet — pasting rows from a spreadsheet exists for adding people, projects, tags, and tasks in bulk, not for hours. Bulk import of time entries is done outside the timesheet, through Beebole’s API or its MCP server, or by one of the in-app shortcuts:

• The MCP server — connect Claude, ChatGPT, or another AI assistant to Beebole and hand it the spreadsheet: its record_time tool creates one entry or many at once, for you or for other people. See MCP server.
• The API — create entries for any number of people with addTimeRecord, from a script that reads your file; see Mutations and the worked example.
• Copy a period — reuse a person’s own rows and entries from another period; see Copying a period.
• Import calendar events — turn Google or Microsoft calendar events into entries; see Importing calendar events.
• A legacy migration — historical time from a legacy Beebole account is imported by Beebole’s support team; see Legacy migration.

People who belong to your Beebole account enter time directly in their own timesheet, and it is part of your data the moment they save it — there is nothing to import between people in the same organization.

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Submitting your timesheet

When your period is complete, click Submit at the top of the timesheet. The timesheet enters the approval workflow and is locked while it waits for review. If an approver rejects it, fix your entries and click Resubmit. Your administrator can also configure automatic submission a set number of days after the period ends, and email reminders to submit — see Timesheet and Planning Settings.

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Reviewing your team

Managers and administrators see two extra buttons in the cluster at the top-left corner of the grid:

• The approval button (Approval) opens the Pending pane with timesheets waiting for review. A red badge shows how many are pending. From here you can open a person’s timesheet, Approve or Reject submissions, and Remind people who haven’t submitted.
• The team button (Team) opens the Team pane listing your team members with their reported time for the period.

For the full review workflow, see Approvals.

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Timesheet score

In the team panes, a colored ring around each person’s avatar shows their Timesheet score — a 0 to 100 measure of how reliably they submit on time. The ring is green from 80 up, amber from 50 to 79, and red below 50. Hover over it for the breakdown: On time, Late submissions, Not submitted, and Rejections.

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Related content

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Frequently asked questions