Your Timesheets
Track your sign-on and sign-off records, view duty periods, and manage timesheet entries for payroll and compliance.
1 What's on this page
The Your Timesheets page displays your duty periods in a table format, showing when you signed on and off for each duty. This page is essential for tracking your working hours, ensuring accurate payroll, and maintaining compliance with flight and duty time regulations. Each row represents a complete duty period with associated sign-on/off records and flight information.
What you see here
- Duty periods table: A comprehensive list of your duty periods with start and end times, sign-on/off records, and flight information
- Time filtering: Filter duty periods by date range using the period selection dropdown (e.g., Last 7 days, Last 30 days, Custom range)
- Sign-on/off records: View and edit your sign-on and sign-off times for each duty period in both UTC and Local time
- Flight coverage: Visual indicators showing whether your sign-on/off periods cover all flights in a duty period
- Regulation badges: Compliance status indicators showing if you're meeting flight and duty time regulations
Key concepts
- Duty period: A continuous period of work from when duty starts until it ends, which may include flights, ground duties, and rest breaks
- Sign-on/sign-off: The actual times you started and finished work, recorded for payroll and compliance tracking
- Flight duty period (FDP): The portion of a duty period that includes flight activities and associated pre/post-flight duties
- Coverage: Whether your sign-on/off times encompass all scheduled flights in a duty period
- Regulations: Flight and duty time limitations that ensure you're operating within safe and legal working hours
Timesheet accuracy matters: Your sign-on and sign-off records are used for payroll calculations and regulatory compliance tracking. It's important to ensure these records accurately reflect when you started and finished work.
Sign-off reminders: If you have an active duty period that hasn't been signed off yet, you'll see a prominent "Sign-off current duty" button at the top of the page to remind you to complete your timesheet.
2 Filter and view duty periods
The page opens showing your recent duty periods. You can filter the displayed periods using the date range selector to focus on specific time frames or search for particular duty periods.
Period selection
Quick date ranges
Use the period selection dropdown to quickly filter by common time ranges:
- Last 7 days: Show duty periods from the past week
- Last 30 days: Show duty periods from the past month
- Last 90 days: Show duty periods from the past three months
- Current month: Show all duty periods in the current calendar month
- Previous month: Show duty periods from the previous calendar month
- Custom range: Select specific start and end dates to view duty periods within that time frame
Filter by duty status
You can filter duty periods by their compliance status to focus on specific types of entries:
- All duty periods: Show all duty periods regardless of status (default)
- Duty violations: Show only duty periods where you exceeded regulatory limits
- PIC discretion: Show duty periods where the Pilot in Command used discretion to extend limits
- Combined: Show both violations and discretion periods together
Limited violation history: When filtering by violations or PIC discretion, only the last 4 months of data are loaded for performance reasons. If you need to review older violations, adjust your date range to focus on a specific 4-month period.
Pagination
If you have many duty periods in your selected date range:
- Items per page: The page displays a fixed number of duty periods at a time (typically 16 or more depending on configuration)
- Navigation controls: Use the Previous and Next buttons at the bottom of the table to browse through multiple pages
- Page numbers: Click on specific page numbers to jump directly to that page of results
3 Understanding the duty periods table
The duty periods table shows all relevant information about each of your duty periods in a single row. Understanding how to read this table helps you quickly verify your timesheet entries and identify any issues.
Table columns
Duty periods table structure
| Column | Meaning | Notes |
|---|---|---|
| Name | Your name (surname, first name) | Always shows your own name when viewing Your Timesheets |
| Duty start (UTC) | When the duty period began in Coordinated Universal Time | Sortable column; format: "dd MMM yyyy HH:mm" |
| Duty end (UTC) | When the duty period ended in UTC | Sortable column; may be in the future for upcoming duties |
| Duty start (Local) | When the duty period began in local time at the duty location | Calculated based on the location of the duty |
| Duty end (Local) | When the duty period ended in local time | Helps you understand duty times in the local context |
| Sign on/off (UTC) | Your actual sign-on and sign-off times in UTC | Editable if you have permissions; includes status icon |
| Sign on/off (Local) | Your actual sign-on and sign-off times in local time | Shows same information as UTC column but in local time |
| Flights | Badge showing flight coverage status and flight count | Shows if flights are covered by your sign-on/off periods |
| Duration | Total duty duration and FDP duration in hours | Format: "Duty (13.5) | FDP (10.5)" showing both durations |
| Regulations | Compliance status badges showing regulatory adherence | Click to view detailed FDP analysis; expandable/collapsible |
Sorting the table
You can sort the duty periods table by clicking on column headers with sort icons:
- Name: Sort alphabetically by surname
- Duty start (UTC): Sort by duty start time (earliest to latest or vice versa)
- Duty end (UTC): Sort by duty end time
- Click the same column header again to reverse the sort order (ascending ↔ descending)
4 Add or edit sign-on/off records
If you have the appropriate permissions, you can add new sign-on/off periods or edit existing ones to accurately reflect when you started and finished work. This ensures your timesheet is correct for payroll and compliance purposes.
Add a sign-on/off period
Creating new sign-on/off records
To add a new sign-on/off period:
- Click the button: Use the "Add sign on/off period" button at the top-right of the page, or click the icon in the Sign on/off column for a specific duty period
- Choose time format: In the window that opens, select whether to enter times in UTC or Local time using the toggle switch
- Enter sign-on time: Enter the date and time when you started work
- Enter sign-off time: Enter the date and time when you finished work (optional if you're currently on duty)
- Select location (if Local): If entering Local times, select the airport or location where you signed on and off
- Save: Click the Save button to record your sign-on/off period
The system automatically converts between UTC and Local time based on the selected location's time zone.
Sign-off current duty
If you have an active duty period that hasn't been signed off yet:
- Warning button: A prominent yellow "Sign-off current duty" button appears at the top of the page
- Quick sign-off: Click this button to open the sign-on/off window pre-populated with your current duty's sign-on time
- Enter sign-off: Add your sign-off time (current time is often used as a default) and save
- Complete record: This completes your timesheet entry for the current duty period
Edit an existing sign-on/off record
To modify a sign-on/off record you've already created:
- Locate the record: Find the duty period row containing the sign-on/off record you want to edit
- Click the edit icon: Click the pencil icon next to the sign-on/off times in either the UTC or Local column
- Modify times: Update the sign-on or sign-off time as needed in the window that opens
- Save changes: Click Save to update the record
UTC vs. Local time entry
UTC entry
Enter times in Coordinated Universal Time:
- No location selection required
- Simpler for international operations
- System calculates Local time automatically
- Preferred for cross-time-zone duties
Local entry
Enter times in local time at the duty location:
- Select the airport/location for time zone
- Enter times as they appear on local clocks
- System converts to UTC automatically
- Easier if you're staying in one location
Your preference for UTC or Local entry is saved and will be remembered the next time you add or edit a sign-on/off record.
Validation rules: The system enforces several validation rules when entering sign-on/off times:
- Sign-off after sign-on: Sign-off time must be later than sign-on time
- Location required: When using Local time entry, you must select a valid airport/location
- Date format: Dates must be in the correct format and within valid ranges
Who can edit timesheets
Sign-on/off editing is controlled by permissions:
- Standard users: Most crew members have permission to edit their own sign-on/off records in My Portal: Timesheets
- Restricted users: Some users may have view-only access and cannot add or edit sign-on/off periods
- Administrators: Administrators and schedulers can view and edit all users' timesheets through the Staff Management: Timesheets page
- No edit buttons: If you don't see the "Add sign on/off period" button or edit icons, you have view-only access to your timesheets
5 Sign-on/off coverage indicators
The Sign on/off columns include visual indicators that show whether your sign-on and sign-off times properly cover all flights in a duty period. These indicators help you quickly identify incomplete or incorrect timesheet entries.
Coverage status icons
Green check
All flights are covered by your sign-on/off periods. Your timesheet is complete and accurate for this duty period.
Red warning
The duty has ended but either: (1) no sign-on/off period has been set, or (2) one or more flights are not covered by your sign-on/off times. Action required.
Blue info
Either: (1) the duty has not ended yet, or (2) no flights are scheduled for this duty period. No immediate action needed.
Hover your mouse over any status icon to see a detailed explanation of why that status is shown.
Flight coverage badge
The Flights column shows a badge with additional information about flight coverage:
- Flight count: The badge displays the number of flights in the duty period
- Coverage status: The badge colour indicates whether all flights are covered by sign-on/off periods
- Flight details: Hover over the badge to see which specific flights are or aren't covered
- No flights: If there are no flights in the duty period, the badge may show a different indicator
Understanding coverage
What coverage means
A flight is considered "covered" by a sign-on/off period when:
- Sign-on before flight: Your sign-on time is before the flight's scheduled departure time
- Sign-off after flight: Your sign-off time is after the flight's scheduled arrival time
- Complete period: The sign-on/off period spans the entire flight from departure to arrival
This ensures your timesheet accurately reflects that you were on duty for the entire duration of each flight.
Multiple sign-on/off periods
A single duty period can have multiple sign-on/off periods:
- Breaks in duty: If you had a significant break during a long duty period, you might sign on and off multiple times
- Stacked display: Multiple sign-on/off periods for the same duty are shown stacked vertically in the table cell
- Time format: Each period shows as "HH:mm - HH:mm" with optional "(+N)" indicating days crossed (e.g., "20:00 - 05:00 (+1)" means sign-off was the next day)
- Edit individually: Each sign-on/off period has its own edit icon and can be modified independently
6 Regulation badges and FDP status
The Regulations column displays badges indicating your compliance with flight and duty time limitations. These badges help you understand whether you're operating within safe and legal working hour limits for each duty period.
Regulation badge colours
Green badges
You're in compliance with all flight and duty time regulations. All regulatory limits are satisfied for this duty period.
Yellow badges
You're approaching regulatory limits. While not currently in violation, you're getting close to maximum duty or flight hours, or minimum rest requirements.
Red badges
You've exceeded regulatory limits. One or more flight and duty time regulations have been violated for this duty period. This requires attention and may need reporting.
Badge display options
The Regulations column header includes a toggle button to control badge display:
- Collapsed view (single badge): Click to show one combined badge per duty period summarising overall compliance status
- Expanded view (multiple badges): Click to show separate badges for each regulation category (flight hours, duty hours, rest periods, off days)
- The expanded view provides more detail but takes up more space in the table
View detailed FDP analysis
Flight and Duty Period details window
Click on any regulation badge to open a detailed analysis window showing:
- Flight time totals: Your accumulated flight hours over various rolling periods (7 days, 28 days, 365 days) compared to regulatory limits
- Duty time totals: Your accumulated duty hours including ground time and flights
- Rest period analysis: Minimum rest requirements and your actual rest periods before and after this duty
- Off day calculations: How many off days you've had in recent periods and how many are required
- Rule violations: Specific regulations you're violating or approaching, with clear explanations of each rule
- Graphs and charts: Visual representations of your duty and rest patterns over time
- Discretion reports: If PIC discretion was used to extend limits, you can view or submit discretion reports
This detailed view helps you understand your compliance status and identify potential scheduling conflicts before they become serious violations.
Submit violation or discretion reports
From the FDP analysis window, you can submit reports when regulatory limits are exceeded:
- Duty violation reports: Required when you exceed flight or duty time limits without prior authorisation
- PIC discretion reports: Used by Pilots in Command when they exercise discretion to extend duty limits in specific circumstances
- Report form: Click the appropriate button to open a reporting form where you can document the circumstances and reasons
- Automatic linking: The report is automatically linked to the specific duty period and flights involved
7 Understanding duty and FDP durations
The Duration column shows two important time measurements for each duty period: total duty duration and Flight Duty Period (FDP) duration. Understanding the difference between these helps you interpret your timesheet and compliance status.
Duty duration
What counts as duty time
Duty duration represents the total time from duty start to duty end, including:
- Pre-flight duties: Pre-flight planning, briefings, aircraft preparation
- Flight time: Actual time in the air from takeoff to landing
- Post-flight duties: Debriefs, paperwork, securing the aircraft
- Ground duties: Non-flight work such as training, meetings, standby
- Breaks during duty: Short breaks between tasks that don't qualify as rest periods
Flight Duty Period (FDP) duration
FDP explained
FDP duration is usually shorter than total duty duration and specifically includes:
- Flight-related duties only: Pre-flight preparation, all flight sectors, and post-flight duties
- Excludes non-flight work: Ground duties like training or meetings that occur before or after flights don't count toward FDP
- Stricter limits: FDP has more restrictive regulatory limits than general duty hours
- May be zero: If a duty period has no flights, FDP duration is 0.0 hours
FDP regulations exist to limit continuous flight-related work, recognising that flying is more demanding than ground duties.
Duration format
The Duration column displays both values in a compact format:
- Format: "Duty (X.X) | FDP (X.X)" where X.X represents hours to one decimal place
- Example: "Duty (13.5) | FDP (10.5)" means 13.5 hours total duty time and 10.5 hours of flight duty time
- No FDP: "Duty (8.0) | FDP (0.0)" indicates a duty period with no flights
- Hours only: Durations are always shown in hours, not hours and minutes (e.g., 10.5 hours = 10 hours 30 minutes)
Why both durations matter
Different regulations apply to duty time and FDP time:
- Standard duty limits: Maximum consecutive hours you can work in any type of duty (e.g., 14 hours per day limit)
- FDP limits: More restrictive limits on continuous flight-related work (e.g., 10-13 hours depending on time of day and crew size)
- Rest calculations: Minimum rest periods are calculated based on both duty and FDP durations
- Compliance tracking: You must stay within limits for both duty and FDP—whichever is more restrictive applies
8 Empty results and troubleshooting
If you don't see any duty periods in the table, or if something looks incorrect, there are several common reasons and solutions.
No duty periods showing
Why the table might be empty
- Date range too narrow: Your selected date range may not include any duty periods. Try selecting a longer period like "Last 30 days" or "Last 90 days"
- No duties scheduled: You may not have any duties scheduled or completed in the selected time frame
- Filter settings: If filtering by "Duty violations" or "PIC discretion", you may not have any periods matching those criteria
- Future duties only: If your selected date range is entirely in the future, duty periods may not be created yet
Sign-on/off missing or incorrect
If you notice missing or incorrect sign-on/off times:
- Add missing records: If sign-on/off times are missing entirely, click the icon in the Sign on/off column to add them
- Edit incorrect times: If times are wrong, click the edit icon to correct them
- Future duties: You can't add sign-off times for duties that haven't ended yet (they'll show a blue info icon)
- No edit permissions: If you don't see edit icons, you may not have permission to modify timesheets—contact your administrator
Coverage warnings
If you see red warning icons in the Sign on/off columns:
- Hover for details: Hover over the icon to see exactly what's wrong
- Missing sign-on/off: Add a sign-on/off period that covers the time of all flights in the duty period
- Partial coverage: Extend your sign-on/off times to fully encompass all flight departure and arrival times
- Multiple periods: You may need to add multiple sign-on/off periods if you had breaks during the duty
Regulation badge issues
If you see yellow or red regulation badges:
- Click for details: Click the badge to open the detailed FDP analysis window and see exactly which regulations are being violated or approached
- Yellow warnings: These indicate you're approaching limits but not violating them yet—be aware of your status for future planning
- Red violations: These require action—you may need to submit a violation or discretion report, or contact your scheduler to adjust future duties
- Historic violations: Past violations can't be changed, but understanding them helps prevent future issues
Page loading issues
If the page is slow to load or shows loading spinners:
- Large date range: Loading many months of data can be slow—try selecting a shorter date range
- Wait for completion: The page may be calculating FDP compliance for many duty periods—give it time to complete
- Refresh the page: If loading seems stuck, refresh the browser page to try again
- Contact support: If problems persist, contact your system administrator or IT support