Timesheets

The Staff Management: Timesheets page displays duty periods for all crew and staff members in your organisation. This central timesheet management tool allows administrators and schedulers to monitor working hours, verify sign-on/off records, and track compliance with flight and duty time regulations across the entire workforce. Each row represents a duty period with associated sign-on/off records and compliance status.

The Staff Management: Timesheets page offers extensive filtering options to help you focus on specific staff members, time periods, or compliance issues. Effective filtering is essential when managing timesheets for large teams.

Filter by staff members

Filter by roles and positions

Narrow results by staff roles or crew positions:

• Roles: Filter by user roles such as Pilots, Cabin Crew, Ground Staff, or Maintenance Personnel
• Endorsed Positions: Filter by crew positions like Captain, First Officer, Senior Cabin Crew, or Cabin Crew
• Multiple roles: Select multiple roles or positions to view duty periods for several groups simultaneously
• Combination filters: Combine role and position filters for precise results (e.g., all Captains who are also Check Captains)

Filter by aircraft and location

Filter duty periods based on aircraft types or assigned locations:

• Endorsed AC Types: Filter by endorsed aircraft types to see duty periods for crew working on specific aircraft (e.g., all duties involving Boeing 737 endorsements)
• Assigned Location: Filter by country to view duty periods for staff assigned to specific locations
• Base management: Useful for managing timesheets across multiple operational bases

Filter by date range

Filter by duty compliance status

Focus on specific compliance statuses to identify issues:

• All duty periods: Show all duty periods regardless of compliance status (default)
• Duty violations: Show only duty periods where regulatory limits were exceeded
• PIC discretion: Show duty periods where the Pilot in Command exercised discretion to extend limits
• Combined: Show both violations and discretion periods together for comprehensive oversight

Applying and clearing filters

Tips for effective filter management:

• Apply filters: Changes to filter selections apply automatically when you make a selection
• Clear individual filters: Click the "x" icon next to a selected filter item to remove it
• Clear all filters: Use the "Clear filters" button to reset all filters to default settings
• Save common filters: The page remembers your last filter settings during your session for convenience

The duty periods table displays comprehensive timesheet information for all filtered staff members. Understanding this table helps you quickly review timesheets, identify issues, and verify compliance status.

Table columns explained

Sorting the table

Sort duty periods by clicking on sortable column headers:

• Name: Sort alphabetically by staff member surname
• Duty start (UTC): Sort by duty start time (earliest to latest or vice versa)
• Duty end (UTC): Sort by duty end time
• Toggle sort direction: Click the same column header again to reverse the sort order (ascending ↔ descending)

Pagination

Navigate through large result sets efficiently:

• Items per page: The page displays up to 16 duty periods at a time (adjustable based on configuration)
• Navigation controls: Use Previous and Next buttons at the bottom of the table to browse through pages
• Page numbers: Click specific page numbers to jump directly to that page
• Result count: Total number of filtered duty periods is displayed above pagination controls

If you have the appropriate permissions (Timesheets - Edit), you can add new sign-on/off periods or edit existing ones for any staff member. This administrative capability ensures timesheet accuracy when staff members forget to complete their own records.

Add a sign-on/off period

Edit an existing sign-on/off record

To modify a sign-on/off record that already exists:

1. Locate the record: Find the duty period row containing the sign-on/off record you want to edit
2. Click the edit icon: Click the pencil icon next to the sign-on/off times in either the UTC or Local column
3. Modify times: Update the sign-on or sign-off time as needed in the window that opens
4. Update staff member preference: The window shows whether the staff member prefers UTC or Local time entry for future reference
5. Save changes: Click Save to update the record

UTC vs. Local time entry

Permissions and access control

Sign-on/off editing capabilities depend on your assigned permissions:

• View access (Timesheets - View): Required to view the Staff Management: Timesheets page
• Edit access (Timesheets - Edit): Required to add or edit sign-on/off periods for any staff member
• No edit buttons: If you don't see add or edit icons, you have view-only access
• Administrator role: Typically administrators and schedulers have full edit access to manage organisation-wide timesheets

The Sign on/off columns include visual indicators showing whether 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 that need attention.

Coverage status icons

Hover your mouse over any status icon to see a detailed explanation of the status and any required actions.

Flight coverage badge

The Flights column shows a badge with flight coverage information:

• Flight count: The badge displays the number of flights in the duty period
• Coverage status: 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 shows alternative information

Multiple sign-on/off periods

A single duty period can have multiple sign-on/off periods:

• Breaks in duty: Staff members might sign on and off multiple times during a long duty with significant breaks
• Stacked display: Multiple sign-on/off periods are shown stacked vertically in the table cell
• Time format: Each period shows as "HH:mm - HH:mm" with optional "(+N)" indicating days crossed
• Edit individually: Each sign-on/off period has its own edit icon and can be modified independently

The Regulations column displays badges indicating compliance with flight and duty time limitations for each staff member and duty period. These badges provide at-a-glance compliance monitoring across your entire workforce.

Regulation badge colours

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 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 more space—choose based on your monitoring needs

View detailed FDP analysis

Managing violations and discretion reports

From the FDP analysis window, you can manage regulatory reporting:

• Duty violation reports: Required when regulatory limits are exceeded without prior authorisation
• PIC discretion reports: Used when Pilots in Command exercise discretion to extend duty limits
• Report forms: Click the appropriate button to view existing reports or create new ones
• Automatic linking: Reports are automatically linked to specific duty periods and flights

The Timesheets page includes a powerful insights reporting feature that generates detailed Flight Duty Period (FDP) reports for regulatory documentation, analysis, and compliance audits.

Access the insights report

To generate an FDP insights report:

1. Locate the button: Click the "Insights" button in the top-right corner of the duty periods table header
2. Report opens: A window opens displaying the FDP Report for the currently filtered timesheet data
3. Review the report: The report includes comprehensive duty period analysis, compliance summaries, and regulatory tracking
4. Export or print: Use the report window's export or print functions to save the report for documentation

Customize report columns

The insights report includes a flexible column selection feature that lets you customize which data fields appear in the exported report. This allows you to focus on the information most relevant to your analysis or regulatory requirements.

Available report columns

The following columns are available for the FDP insights report. Some columns are included by default, while others can be added as needed:

What's included in the FDP report

Best practices for insights reporting

Get the most value from FDP insights reports:

• Filter before generating: Apply appropriate filters to focus the report on specific staff, time periods, or compliance issues
• Regular audits: Generate monthly reports to track compliance trends and identify systemic issues
• Regulatory documentation: Use reports for regulatory submissions and compliance audits
• Staff discussions: Share relevant reports with staff to discuss workload and compliance challenges

The Duration column shows two time measurements for each duty period: total duty duration and Flight Duty Period (FDP) duration. Understanding these helps you monitor workload and ensure compliance with different regulatory limits.

Duty duration

Flight Duty Period (FDP) duration

Duration format and monitoring

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 and 10.5 hours flight duty
• Monitoring thresholds: Watch for duty durations approaching 14 hours or FDP durations approaching 10-13 hours (depending on regulations)
• Scheduling decisions: Use duration information to plan appropriate rest periods and prevent excessive workloads

If you encounter issues viewing or managing timesheets, here are common problems and solutions.

No duty periods showing

Cannot edit sign-on/off records

If you can't add or edit sign-on/off times:

• Check permissions: You need the Timesheets - Edit permission to modify timesheets
• No edit icons visible: If you don't see pencil or plus icons, you have view-only access—contact your administrator
• Future duties: You can't add sign-off times for duties that haven't ended yet
• Locked periods: Some organisations lock historical timesheet periods to prevent changes

Coverage warnings and errors

If you see many red warning icons:

• Missing records: Staff members may have forgotten to complete their sign-on/off records
• Add missing records: Use the add icon to create sign-on/off periods that cover all flights
• Staff reminders: Consider reminding staff members to complete their own timesheets promptly
• Bulk corrections: For widespread issues, work through duty periods systematically to add missing records

Regulation badge issues

If you see many yellow or red regulation badges:

• Click for details: Click badges to see exact violation details and understand what limits are being approached or exceeded
• Scheduling adjustments: Work with schedulers to adjust future duties for affected staff members
• Report requirements: Ensure proper violation or discretion reports are filed for red badge violations
• Trend analysis: Use insights reports to identify patterns and prevent future violations

Performance and loading issues

If the page loads slowly:

• Reduce date range: Loading many months of data for many staff members can be slow—select shorter periods
• Filter staff members: Instead of viewing all staff, filter to specific groups or individuals
• Wait for completion: FDP compliance calculations take time—give the page time to fully load
• Clear browser cache: If problems persist, clear your browser cache and reload the page