Automate Timesheets

Learn how to set up accurate, automated timesheets to save you time

Updated on September 20th, 2023

Certain types of timesheet entries can be automated by creating timesheet 'conditions'. Automated entries save you and your users time, and help increase the accuracy of timesheet entries.


  • Automatically insert recurring events, such as lunch breaks, toolbox talks, or trade school
  • Automatically convert any hours worked outside your ordinary working hours to overtime
  • Automatically convert non-productive time in the workday to the overhead of your choice


Set Up Automated Timesheets

See Hours of Work for more information about how this feature can be used and how to set it up.

Check out our Timesheet Automation Examples page to set up common scenarios like lunch breaks and automatic conversion to overtime rates.



View Automated Entries

Automated timesheet entries appear with a blue icon in the first column.

The above image shows four automated entries:

  • A toolbox talk inserted between 7:00 am and 7:30 am
  • A lunch break inserted between 12:00 pm and 12:30 pm
  • A period of time with no timesheets converted to 'non-billable' overhead between 12:30 pm and 1:00 pm
  • A timesheet entry outside usual working hours converted to 'Time & Half' rates. Between 3:30 pm and 5:30 pm.

Look for these icons within the Daily Timesheet view:

  • Automated entry that was applied on Save.
  • Automated entry that was applied on EOD Approval.

Managers can hover over these icons to see the details of the condition that's been applied to an entry.


Edit Automated Timesheets

Staff with appropriate permissions can edit or delete:

  • automated entries that fall within the ordinary hours of work. Edited entries will still show the automation icon on the left.
  • overtime conversion entries. AroFlo will consider edited entries to have been deleted and re-inserted. Automation will be applied to the updated entry in the order shown in Timesheet Automation Conditions (see Types of Conditions > Convert Overtime Hours). All other timesheet entries for the day will remain unchanged, to prevent any impact on invoiced jobs.


View Automated Conditions

Click the (View Hours of Work) icon to see all the conditions that apply to the day.


Permission Groups

Managers can set up Hours of Work, and will see the View Hours of  Work icon () on the Daily Timesheet. Site Administrators can enable this access for those in custom permission groups via:


  • Permission Groups > [Select permission group] > Hours of Work > Access > View and Edit (set to ticked)
  • Permission Groups > [Select permission group] > Hours of Work > Fields > Timesheet Automation > View, Add and Edit (set to ticked), Remove (tick as required).