Auto daily timesheets

Automatically generate timesheet entries from scheduled bookings for staff members.

Auto daily timesheets remove the need for staff to manually log their hours. When enabled on a staff member, Sailia automatically creates timesheet entries each day based on the bookings they are assigned to — including courses, hires, and events.

How it works

Each day, Sailia checks for staff members with auto daily timesheets enabled and generates timesheet entries from their scheduled bookings. The system:

1. Looks up all bookings the staff member is assigned to for the current day.
2. Calculates the time range for each booking, including any setup and pack-down time.
3. Applies the correct pay rate — either a booking-specific rate amendment or the staff member’s default rate for that date.
4. Merges overlapping time periods so there are no duplicate entries.
5. Adds the resulting timesheet items automatically.

If a booking has a specific rate amendment set for the staff member, that rate takes priority over their default pay rate.

Enable auto daily timesheets

1. Open the staff creation form

   Go to the staff section and start creating a new staff member.

2. Fill in their details

   Enter the staff member’s name, email, date of birth, and other required fields.

3. Toggle auto daily timesheets on

   Enable Auto Daily Timesheet in the staff profile.

4. Save

   Complete the staff member creation. Timesheet entries are generated daily from this point forward for any day the staff member has scheduled bookings.

What gets included

Auto-generated timesheet entries are based on the staff member’s assigned bookings:

Booking type	Included
Courses	Yes
Hires	Yes
Events	Yes
Setup and pack-down time	Yes

Each entry records the start time, end time, date, pay rate, and location from the booking. When multiple bookings overlap or are adjacent, the system merges them into a single continuous timesheet entry.

Manual auto-fill

In addition to the daily automatic generation, you can manually trigger timesheet auto-fill for a specific staff member and date range. This is useful when you need to populate timesheets retroactively or regenerate entries after schedule changes.

The auto-fill uses the same logic as the daily process — it pulls all assigned bookings within the date range, applies the correct pay rates, and creates merged timesheet entries.

Auto-fill does not remove existing timesheet entries. If entries already exist for the selected period, new items may conflict. Review the timesheet after auto-filling to resolve any overlaps.

Pay rate handling

The system determines pay rates for auto-generated entries in this order:

1. Booking-specific rate amendment — if a custom rate has been set for the staff member on a particular booking, that rate is used.
2. Default daily rate — if no amendment exists, the staff member’s standard pay rate for that date applies.

Pay rates are resolved per booking, so a single day’s timesheet can include entries at different rates if the staff member is assigned to bookings with different rate amendments.

Export staff hours

Export a CSV showing the total hours each staff member worked each day across a date range. Use this when you need to share worked-hours data with payroll, audit a pay period, or analyse staff utilisation outside of Sailia.

The export is available from the Hours Worked section of the staff dashboard.

1. Open the staff dashboard

   Navigate to your staff dashboard and scroll to the Hours Worked section.

2. Open the export popup

   Select Export Staff Hours to open the date range picker.

3. Choose a date range

   Pick a quick preset or set custom start and end dates.

   Preset	Range
   Today	The current day only
   Month to date	The first of the current month through today
   Last 7 days	The previous 7 days through today
   Last month	The full previous calendar month
   Year to date	January 1 of the current year through today
   All time	January 1, 1970 through today
   Custom	Any start and end date you choose

4. Download the CSV

   Select Export. Sailia downloads a file named staff-hours-<from>-to-<to>.csv containing one row per staff member.

What the CSV contains

The export is a matrix with one row per staff member and one column per day in the selected range:

Column	Contents
Staff Member	The staff member’s full name
One column per day (YYYY-MM-DD)	Total hours worked that day, rounded to 2 decimal places

A 0 is shown for days when a staff member did not log any hours. Rejected and deleted timesheet entries are excluded from the totals.

Only staff with an assigned permission group are included in the export. Customer-account permissions and unassigned profiles are filtered out automatically.

Permissions

Admins with the Manage Staff permission can export hours for all staff. Staff without this permission can only export their own hours.

Related guides

Staff management

Add staff members and configure their pay rates.

Timesheet invoices

Submit timesheets as invoices for payment processing.