Overview
If you manage a field crew, the MotionOps Mobile App lets you stay on top of your team's hours without going back to the office. You can review each person's timesheets, approve them for payroll, fix mistakes, and even add missing time entries.
This guide is for managers and office staff who have permission to view and edit other team members' timesheets. If you can only see your own time, you may not have the proper permissions set. Contact your manager and see Roles and Permissions.
Quick Start
Open Timesheets in the mobile app, pick the team member you want to review, set the date range, then tap into a day to check and approve their hours. Need to fix or add time? You can do that from the same screen or from a specific work order.
When to Use This Feature
You're running payroll and need to confirm each crew member's hours are correct before approving them.
A technician forgot to clock in or out, and you need to add or fix a time entry on their behalf.
You want to check how much time was logged on a specific work order — for example, a full-day HVAC install.
You're in the field and want to approve a day's hours for several crew members at once, without waiting until you're back at a computer.
You need to add time for a whole crew after a job where no one tracked their hours live.
How It Works
Every timesheet entry is a log of one type of time:
Work time - hands-on time on a job or task.
Drive time - travel time, such as driving to a job site.
Break time - paid or unpaid breaks, depending on your business settings.
Each log is also tied to one of the following:
A work order - time spent on a specific scheduled job or appointment.
A general event - a scheduled item that isn't a customer job, such as a team meeting.
Other - time not tied to any specific job or scheduled item.
Timesheets start as unapproved. Once you approve a day, those entries lock, and the Edit option is hidden. If you need to change something later, you withdraw the approval first.
How to Review Team Member Timesheets
Start by opening the Timesheets section in the mobile app.
Open the History (Entries) or Payroll tab, depending on whether you're reviewing day-to-day entries or preparing payroll.
Tap the Team Member selector and choose one or more people. The list updates to show only the timesheets for the team members you select.
Set the date range using the period filter. You can choose Week, 2 Weeks, Twice per Month, or Month. The view defaults to Week with the current week already selected.
Tap into a specific day to open the daily timesheet preview, where you can see each work, drive, and break log and what it's tied to. [confirm: exact label of the day preview screen on mobile]
From here, you can jump into a specific day to inspect the detailed time logs, approve the day, adjust an entry, or add a missing one.
How to Approve a Day's Timesheets
Approving works at the day level, for one team member at a time. One tap approves all of that person's entries for the selected day.
Open the daily timesheet preview for the team member and day you want to approve.
Review the logs to make sure the hours, time types, and associations are correct.
Tap Approve. All entries for that day and team member are approved together, and the status refreshes to Approved.
Once approved, the button changes to Withdraw Approval. To reopen the day for edits, tap Withdraw Approval.
While a day is approved, the Edit option is disabled so the numbers can't change by accident.
How to Adjust a Timesheet
Use this when a clock-in time is off, a log is tied to the wrong job, or a break wasn't recorded correctly.
Open the daily timesheet preview and find the entry you need to change.
Tap Edit on the entry.
Update the time, time type, or association as needed, then save.
If the day is already approved, you won't be able to edit it. Tap Withdraw Approval first, make your change, then approve the day again.
How to Add Timesheets
You can add time on someone's behalf in two places.
Add time for one team member (bulk add)
On the main Timesheets screen, navigate to History, select the team member in the Timesheet filter. The bulk add action applies to whoever is currently selected.
Add the entries for that person - choose the time type (work, drive, or break), set what it's tied to, and enter the time.
Save to add the entries to that team member's timesheet.
Add time on a Work Order
Open the Work Order or Appointment Details and go to the Timesheets section.
Add a new timesheet for the job - choose the time type, the team member, and enter the time.
Save. The time is logged against that work order.
Tips & Best Practices
Review before you approve. Approval is meant to lock a day in, so check time types and job associations first — fixing an approved day takes an extra step.
Use the Team Member selector to batch your review. Select your whole crew and step through the week one person at a time instead of searching for each name.
Match the period filter to your payroll cycle. If you run payroll twice a month, set the range to Twice per Month so the totals line up with what you'll pay.
Tie added time to the right job. When you add time, set the work order association so your job costing and reporting stay accurate.
Things to Know
Reviewing, approving, adjusting, and adding other people's timesheets requires permission to view and edit everyone's timesheets. The Team Member selector only appears for users who have it. See Standard User Roles.
Approval happens per day, per team member. Tapping Approve approves every entry for that day and person at once.
Approved days are locked. The Edit option is hidden until you tap Withdraw Approval.
The period filter defaults to Week with the current week selected.
Each log is single time type - work, drive, or break — and is tied to a work order, a general event, or nothing in particular.
Troubleshooting
I don't see the Team Member selector.
The selector only shows for users with permission to view and edit everyone's timesheets. Check your role, or ask an admin to update your permissions.
I can't edit a timesheet.
The day is most likely already approved. Tap Withdraw Approval, make your change, then approve the day again.
Approving didn't update the status.
Make sure you have a stable connection and try again. The status should refresh to Approved, and the button should switch to Withdraw Approval.
The hours look wrong on a work order.
Open the Timesheets section on the Work Order or Appointment Details to review what's logged against that job, and adjust or add entries as needed.
Have questions? Reach out via the support chat or email support@motionops.com.