Managing and reviewing timesheets efficiently is crucial for overseeing student activities and ensuring accurate record-keeping in educational settings. This guide provides detailed steps on how to navigate through timesheets, review submissions, make edits, and generate comprehensive reports within your learning management system. Whether you're a supervisor, clinician, or administrator, these instructions will help streamline the process of handling timesheets effectively.

1. Reviewing Timesheets

2. Editing Timesheet Entries

3. Viewing Timesheet Reports

   • Hours by Category Report
   • Weekly Summary Report

Reviewing/Approving Timesheets 

Once a student has submitted the timesheet, you are required to review it and approve.

1. Select Learning Activities from your dashboard or left menu.
   
   
   
2. Find and select Timesheets for the desired Course. You can use the filter option to quickly find what you are looking for.
   
   
   
3. You can also find the course or rotation you’d like to review using the Learning Activity Groups, simply select your desired course or rotation.
   
   
   
4. You’ll be taken to the Timesheets Page, which will display all placed students and the number of hours they have logged each week.
5. To view additional details and approve timesheets, click on the hours for the week you’d like to review.
   1. If you set up timesheets to be reviewed clinicians, they will receive an email once the student submits a timesheet.
      
      
      
6. A drawer will open where you can view hours submitted for each day, along with any details you are collecting (categories, number of patients) and student notes.
   
   
   
7. If you are reviewing timesheets, you can provide comments.
8. To make a comment on a single entry, select Add Comment.
9. To make a comment that will apply to multiple entries, select the timesheets, and click Add Comment.
   1. Please note, if you are marking a timesheet as “Not Approve”, comments are mandatory.
      
      
      
10. A drawer will open. Provide your comments and click Save.
    
    1. If you selected multiple timesheets, select the checkbox “Apply comments to all the selected records” option.
       
       
       
11. Select the entries you’d like to review using the open checkbox and select Approve or Not Approve on the top right corner.
    
    
    
12. A pop-up will appear asking you to confirm your review of the selected timesheets. Click Ok.
    

Edit Timesheet entries

Once a student has submitted the timesheet, you have the ability to edit the entries added by your students.

1. Select Learning Activities from your dashboard or left menu.
   
   
   
2. Find and select Timesheets for the desired Course. You can use the filter option to quickly find what you are looking for.
   
   
   
3. You can also find the course or rotation you’d like to edit using the Learning Activity Groups, simply select your desired course or rotation.
   
   
   
4. You’ll be taken to the Timesheets Page, which will display all placed students and the number of hours they have logged each week.
5. To view additional details or to edit the timesheet entries, click on the hours for the week you’d like to edit.
   
   • If you set up timesheets to be reviewed by clinicians, they will receive an email once the student submits a timesheet.
     

6. A drawer will open where you can edit or view hours submitted for each day, along with any details you are collecting (categories, number of patients) and student notes. To start editing the timesheet click on the available edit pencil.
   

7. A drawer will open. You can edit the timesheet added by the students and update once done.
   

Important Note:-

1. Timesheet entries once submitted by the student cannot be deleted when they are in, "Pending Review" and/or "Approved" status. 

Viewing Timesheet Report

As you log your timesheets, you may want to run a report to see how many of those hours have been approved, or not approved, or even view a breakdown of any categories you’ve selected (if required). You have two different reports to track the timesheet data. 

• Hours by Category
• Weekly Summary Report

Hours by Category

1. Select Learning Activities from your dashboard or left menu.
   
2. Select Reports from the banner at the top of the page.
   
3. Select Hours by Category.
   
4. You’ll first need to select the courses you’d like to include in your report. Click Select Course Offerings.
   
5. A drawer will open. Select your courses and click Apply.
   
6. You can then apply additional filters (see below). Once done, click Generate Report.

1. 1. Rotations
   2. Settings
   3. Status
   4. Student
      

7. The report will load, and you can view your report. Make sure to scroll to the right of the grid to view additional columns. 
   a. You can also export this report if needed.
   

Weekly Summary Report (Timesheet)

1. Select Learning Activities from your dashboard or left menu.
   
2. Select Reports from the banner at the top of the page.
   
3. Select Weekly Summary Report
   
4. Select the course
   
5. A drawer will open up, select a course you want to view the weekly summary report
   
6. You can then apply additional filters (see below). Once done, click Generate Report
   1. Rotations
   2. Settings
   3. Status
      
   4.  
7. The report will load, and you can view your report. Make sure to scroll to the right of the grid to view additional columns. 
   a. You can also export this report if needed.