Who this guide is for
System Administrators configuring automation. Requires ‘System Admin’ role.
Overview
This guide explains how to automatically submit timesheets using Workflow Builder, removing the need for users to manually click the submit button.
How Automatic Timesheet Submission Works
A new Submit timesheet action within Workflow Builder allows you to automatically submit a user’s current or previous timesheet using the existing submission and validation process.
When triggered:
The selected timesheet is submitted for authorisation as if the user submitted it manually.
The authoriser receives the standard approval email notification.
The user is notified that submission has occurred.
If Auto Copy Rota is enabled and the timesheet does not yet exist, it will be created and populated before submission.
If the timesheet is invalid, it will not be submitted.
Failures (e.g. already submitted, invalid timesheet) are logged with no retries.
Audit records show the action as modified by Workflow Builder.
The action cannot trigger another workflow (prevents circular automation).
Behaviour is identical for weekly and monthly timesheets.
This action is compatible with the Date Based Trigger only and is commonly used for weekly or monthly automatic submission.
How to Set Up Automatic Timesheet Submission
Go to Admin Tools > Workflow Builder.
Click Create Workflow (or edit an existing workflow).
Select Date Based Trigger as the trigger type.
Configure the trigger timing (for example, weekly or monthly on a specific date).
In the Actions section, click Add Action.
Select Submit timesheet.
In the Timesheet option, choose:
Current timesheet, or
Previous timesheet.
(Optional) To prevent empty timesheets from submitting, add a condition:
Timesheet duration is greater than 0:00.
Click Save to activate the workflow.
Additional Information
If users are on long-term absence and no time has been logged, submission can still occur — this is valid behaviour.
If using the condition Timesheet duration is greater than 0:00, note that this will also prevent submission when a user is absent for the entire period.
If users have Auto Copy Rota enabled, timesheets will be automatically populated before submission, even if the user has never opened the timesheet page.
Warning: This action cannot trigger another workflow.
Requires ‘System Admin’ role.
Tip: Use the search function within the platform to quickly find features or settings.