Timesheets

How to enter your timesheets 

Editing Timesheet Entries

Reversals

Removing a Week of Timesheet Entries

Submission Window

Adjustments/Reversals

Timesheet Limits

Deleting Unverified Timesheet Entries

Timesheet Dashboard

Q&A

How to enter your timesheets 

Depending on your Universities requirements, there are 4 setup configuration for Timesheet Entries:

• No sign-off, no verification: You simply enter your hours directly without providing assessor details. These are called self-reported entries. They are included in your hour totals for tracking purposes, but they are distinguished from verified entries and do not appear on the assessor's Unverified Timesheets page.
• Sign-off only: You provide assessor details (name and email) when recording hours, but no formal approval is needed. The entry is locked immediately upon sign-off and added to the hour ledger.
• Verification only: You enter hours directly, but the entries must be formally verified by an assessor. Your hour totals will show both verified and unverified hours separately.
• Sign-off and verification: You provide assessor details when recording hours, and the assessor must then log in to formally verify your hours.

Why Sign-Off-Only Entries Lock Immediately:

For activities configured to require sign-off but not verification, your hours are added to the ledger as soon as you provide the assessor's details. This is because the sign-off itself serves as the approval mechanism – the assessor has witnessed your work and their details are recorded as evidence. To maintain the integrity of the audit trail, these entries cannot be modified after sign-off.

To enter timesheets, click on the "Timesheets" section on the left hand side of the screen and select the relevant timesheet type, in the below example this is 'In Practice' or 'Absence'

You can also do this via the timesheet widget on the bottom right hand side of your screen

Select the week you wish to enter timesheets for, you can do this by selecting the calendar icon, or navigating through each week by selecting the > < arrows.

Each day column header shows the date, daily total hours, and colour-coded indicators:

• Highlight – today's date
• Grey background – weekend days
• Amber/yellow background with warning icon – daily soft limit exceeded
• Red background with error icon – daily hard limit reached

If the timesheet type has a description configured, it is displayed as informational text above the table.

When any activity has the verification flag enabled, a legend is shown explaining the colour coding of entry status icons (verified vs. unverified).

Select 'Add Timesheet row', or if your hours are the same as the previous week, you can select this option to pre-populate this weeks timesheet data.

Select the relevant placement and activity type from the drop down list that will appear.

Select the appropriate day and enter the amount of hours, which will prompt the timesheet to be created.

The cell accepts both decimal format (e.g., "7.5") and HH:MM format (e.g., "7:30")  However if you enter a decimal format, for example 7.5 thinking this will be 7 hours and 30 minutes - MyProgress will convert to 7 hours and 18 minutes.  Preferably please enter the time with a colon - so 7hours and 30 minutes as 7:30.

Note - If configured, timesheet entries can be both duration (as above) or you can enter a start and finish time; including or excluding a break.  Please review carefully to understand the configuration.

Once you've entered the hours as required, enter the appropriate sign off staff members details (if enabled), and a comment (if enabled)

Example:

Once submitted, the timesheets will appear in orange if they require to be signed off by a member of staff, or green if they have been verified/verification isn't required.

Selecting the three vertical dots will allow you to edit the timesheet if it hasn't been verified, and gives you the ability to delete the timesheet or send it to a different member of staff.

Note - If your University does not use timesheet verification, timesheet entries once saved cannot be edited by students and you must contact the University Administrator/ Support team for changes.  

Editing Timesheet Entries

As mentioned timesheet entries cannot be edited, unless they are not signed off or unverified.  To edit hours, that have been submitted you can either - create a reversal as below and re-enter the hours correctly or speak to your Academic or University Support team to manually adjust the entry.

Reversals

If enabled by the University team, students are able to "reverse" or remove any incorrect timesheet entries.  This replaces the older delete option that was available.  If you do not see this feature, speak to your Administration team to reverse the entry.

To reverse an entry, navigate to the left hand menu items and click on Timesheets (this may be referred to slightly different depending on your Universities Terminology)

Locate the placement/rotation where the entry has been made

Locate the entry and look for the reverse icon as indicated below:

Click on the button and you'll be prompted to choose a reason for your reversal.

Once saved the reversal "strikes out" the entry and removes the hours from your programme total (if applicable).

Removing a Week of Timesheet Entries

Click the delete button (X icon) on a row to remove it and all its entries. This button is disabled if any entry on the row has been verified or signed off. Once an allocation is selected and entries exist on a row, the allocation dropdown is locked to prevent accidental changes.

Submission Window

Each allocation has a submission window that determines when you can add or edit timesheet entries. This window is displayed as an information icon next to the allocation dropdown once selected.

The submission window is calculated from:

• Access Window: The number of days before your allocation starts that you can begin recording hours
• Grace Period: The number of days after your allocation ends that you can still submit hours

For example, if your allocation runs from 1st January to 31st January with an access window of 7 days and a grace period of 14 days:

• You can record hours for any day between 1st January and 31st January (the allocation dates)
• You can submit these hours any time from 25th December (7 days before start) to 14th February (14 days after end)

Note - The grace period is determined by your University.

Adjustments/Reversals

What Are Adjustments?

Adjustments are hour entries that don't come from a weekly timesheet. They are created by administrators to:

• Record hours from before a student started using the system (prior hours)
• Correct errors in previously recorded hours
• Transfer hours between allocations
• Reverse an incorrect entry
• Make other authorised changes to hour records

All adjustments are recorded in the hour ledger with full traceability, including who made the adjustment, when, and why.

If any adjustments or reversals (edits) are made to verified / saved timesheet entries, the incorrect entries will look like this, for example:

Note the strikethrough on the incorrect entry, this has been "reversed" by an Administrator, to indicate its removal.  You can click on it to view the history of the reversal.

Adjustment Types

Universities configure which types of adjustments are available. Common adjustment types include:

Each adjustment type may have different rules configured by the organisation:

• Requires Reason: The administrator must provide an explanation for the adjustment
• Allows Negative: Can subtract hours (for corrections or transfers out)
• Maximum Hours: Limit on how many hours can be adjusted at once
• Requires Entry Date: The administrator must specify the date the hours apply to
• Allows Future Dates: The adjustment can be dated in the future
• Requires Allocation: The adjustment must be linked to a specific placement
• Requires Programme Instance: The adjustment must be linked to a specific programme enrolment
• Allow Import: This adjustment type can be used when importing adjustments in bulk (e.g., via a data import tool)

Timesheet Limits

If enabled by your University; they may setup soft or hard timesheet entry limits based on per day or per week limits.  These are indicated by warnings which appear when entering a timesheet.

Your University should be able to provide guidance, should you encounter the Limits and feel you should be able to enter the hours required.

Example Limits:

Viewing your Timesheets 

Viewing Your Hour Totals

Your hour totals are displayed in several places throughout MyProgress:

• Timesheets Dashboard: Summary panels in the sidebar showing totals grouped by timesheet type, programme, and placement. Each panel displays the entry count, total hours, and a progress bar when target hours are configured. Three interactive charts are also available (see Chapter 2).
• Programme Home Page: The sidebar on the programme home page displays a circular progress wheel showing recorded hours against target hours for the programme's linked timesheet type, along with any unverified hours.
• Programme Timesheets Page: Accessed from within a programme, this page shows a card for each placement with a circular progress wheel displaying recorded hours against target hours, along with any unverified hours. Each card also includes a detailed ledger table split into verified and unverified tabs.
• Practice Hours Widget: Displayed on programme part pages, this widget shows hour totals and progress bars at both the section level and per-placement within each section. Progress bars show verified hours in one segment and unverified hours in another.
• Placement Summary: When viewing a placement within a programme, a circular progress wheel shows recorded hours against target hours (when configured).
• Weekly Timesheet Page: Running totals on the timesheet grid – daily totals in column headers and footers, row totals on the right, and a week total.

The metrics available vary by location:

Hours by Allocation

You can view a breakdown of hours by allocation (placement) on the programme timesheets page. Each placement is displayed as a card showing:

• The provider name and placement dates
• A circular progress wheel comparing recorded hours against target hours
• An unverified hours indicator (if any entries are awaiting verification)
• A detailed ledger table with separate tabs for verified and unverified entries
• Activity summary labels showing hours per activity type

On the Timesheets Dashboard, the placements panel in the sidebar also shows hours per allocation with progress bars.

Hours by Activity

The Category Breakdown chart on the Timesheets Dashboard shows a bar chart of hours grouped by activity name, with a legend below listing each activity alongside its total. You can adjust the time range using the day-range buttons (7, 14, 30, or 90 days).

On the programme timesheets page, each placement card also includes activity summary labels showing the hours recorded for each activity type.

Target Hours

Target hours may be set at different levels:

• Timesheet Type Level: Overall target for a type of hours (e.g., 2,300 NMC Practice Hours)
• Allocation Level: Target hours for a specific placement
• Section Level: Target hours for a programme section (shown in the practice hours widget)

Where target hours are configured, progress is shown as progress bars (on the dashboard and practice hours widget) or circular progress wheels (on the programme timesheets page and placement summary).

Deleting Unverified Timesheet Entries

Select the timesheet button on the left hand side to view all the verified and unverified timesheets you have submitted.

If you wish to delete an unverified timesheet, select the 'Unverified' tab on the relevant placement:

Select each timesheet you wish to delete, and select 'Delete' via the bulk actions button.

Timesheet Dashboard

The timesheet dashboard is a new section from v8.7 which provides a personal overview to your timesheet information. You can access this section by selecting it on the pane on the left hand side.

The dashboard is divided into two main areas: a charts section on the left and summary panels on the right.

Charts and Visualisations

The dashboard includes three interactive charts that help you visualise your timesheet activity:

Monthly Calendar Heatmap

 A calendar view showing a heatmap of hours logged per day. Navigate between months using the previous and next buttons. Days with more hours appear darker, helping you identify patterns at a glance. The footer displays the total hours and the number of days on which hours were logged for the displayed month.

Note - The heatmap doesnt currently update when adjustments / reversals are made.  This is planned for a future update.

Hours Over Time

 A daily bar chart showing how many hours you logged each day over a configurable period. Use the day range toggle to switch between 7, 14, 30, or 90 day views. Days with no hours logged show as empty gaps, making it easy to identify periods of inactivity.

Category Breakdown

A bar chart showing total hours grouped by activity (e.g., Clinical Practice, Simulation, Teaching). This chart also supports the 7, 14, 30, or 90 day range toggle. A legend below the chart lists each activity name alongside its total hours.

Summary Panels

The right side of the dashboard shows summary panels that appear once you have timesheet data:

Timesheets by Type

 Lists each timesheet type (e.g., NMC Practice Hours) with its entry count, total recorded hours, target hours, and a progress bar showing completion.

Programmes

 Shows your programme enrolments with entry count, recorded hours, target hours, progress bar, and programme dates. The first three are displayed, with the option to expand to see all.

Placements

 Shows your placement allocations with entry count, recorded hours, target hours, and the placement date range. The first three are displayed, with the option to expand to see all.

All Entries Table

Below the charts and summaries, the dashboard displays a sortable, paginated table of all your hour entries – including both weekly timesheet entries and manual adjustments.

The table displays the following columns:

Filtering Entries

 Use the filter toolbar above the table to narrow down displayed entries by:

• Entry Type – Weekly Timesheet or Manual Adjustment
• Timesheet Type – Filter by category of hours
• Entry Date – Filter by date range
• Programme Instance – Filter by programme enrolment
• Activity – Filter by specific activity

Click on any row to open a detail view showing the full information about that entry, including source references, assessor details, verification status, and audit information.

Q&A

What does the red triangle mean?

The triangle as above, indicates that a hard target, has been reached and no more hours can be entered for that day.  

My weekly timesheet entry area, doesnt reflect the adjustments or reversals made, why?

If the timesheet entry area doesnt show these, it will be because the Adjustment Type hasnt been setup to be linked to an allocation.  

Speak to the University Admin team to review.

For Reversals, these currently do not change/remove the timesheet entry - it is on the backlog as a feature request.  The other areas, such as the Timesheet Ledger and Student Dashboard and Reporting, all reflect the Reversal and any reduction in hours.

The Timesheet Entry on the my placement is verified, but the approvers name/email is missing.  Why?

For the name and email to appear, on the your Portfolio, the Timesheet Activity type option "Require Sign Off"  must be enabled.   Please speak to your Administration team to setup.

I need to delete a timesheet entry; what do I do?

As a student you can create a reversal (see above on step by step guidance) and then you can re-enter the timesheet entry.  

How do I move a timesheet?

Timesheet entries cannot be moved; you will need to reverse them - then re-enter correctly.

Why are my timesheet days - greyed out?

There are 3 main reasons for this occuring:

(1) The week falls outside the placement date range — contact your Support team to check placement dates. 

(2) The submission window closes after the grace period (the number of days past the end of your placement end date) — contact your Support team to review. 

(3) A hard daily or weekly hour limit has been reached — contact your Support team to review if this is not the case.

My report total doesn't match my portfolio total.

Your portfolio shows the weekly timesheet entries you have submitted; your Timesheet Report reads only from the Timesheet Ledger. Hours only appear in the ledger after they are signed off or verified. If hours are showing in your weekly view but not the report, they are likely still awaiting sign-off. If a reversal was applied by your admin, the report will show the corrected net figure.