Configure timesheets

warning

RehabAlpha is still under active development. It is not yet HIPAA compliant and should only be used with dummy data.

Set up the classifications, work locations, member permissions, and clock-in defaults your organization uses to track work and leave hours. For daily timekeeping and corrections, use Use timesheets.

Before you start

• You need Owner or Admin access to change organization or member timesheet settings.
• Add the organization member before configuring their settings. A linked user account is not required.
• Set the member's facility access before choosing default facilities or service locations.

Understand timesheet entries

A timesheet allows an organization member (associate, physician, or therapist) to record actual work and leave hours with a work classification and a work location. For example:

• "I worked 5 hours of Regular Hours at Rosewood Nursing on Jan 2, 2026"
• "I worked from home on Jan 3, between 10:00 and 11:00 AM"
• "I took 4 hours of PTO on Jan 5, 2026"

Mark a Work classification as eligible for Payroll-Based Journal (PBJ) reporting when appropriate. Completed work entries and dated manual hours at PBJ resident care service locations can contribute to resident-care staffing hours when their saved classification is PBJ-eligible. The report also checks employee IDs and therapy roles and applies outpatient deductions. See Prepare and export PBJ reports for setup and calculation details.

As illustrated above, there are two formats for specifying time entries:

Entry format	How to use it	How hours are counted
Start and end time	Clock in and out, or enter the actual start and end manually when permitted.	Hours come from elapsed time. A work entry with no end time is ongoing.
Date and hours	Enter a day's net work or leave hours manually, such as 7.50 for seven hours and 30 minutes.	The full hours belong to the selected date. This format does not clock you in.

All classifications require start and end times at or before the current time. Date and hours allows today or earlier in the entry's saved time zone; users must enter only hours that have already occurred. These limits apply to everyone, including Owners, Admins, and authorized staff managing another member's entries. Timesheet settings cannot allow future entries. Use availability or calendar events to plan future leave; timesheets record actual hours and do not affect planner capacity.

Time ranges can cross midnight and last longer than 24 hours; they remain one entry. Timesheets have no maximum entry duration or combined hours per date. Overlapping time ranges for the same member are blocked, but date-and-hours entries are not checked against other entries for overlap. Review both formats together to avoid counting the same work twice.

Configure organization timesheet options

Owners and Admins manage the organization's Work classifications and Custom work locations in the Timesheet settings card. Open Settings in the organization section of the sidebar to find it. Facilities and service locations are available automatically within the member's facility access.

The organization starts with a default classification list, including Regular Hours, Paid Time Off (PTO), and Unpaid Time Off (UTO):

1. Select Add classification, or edit an existing classification's name.
2. Set Classification type to Work or Time off. Only Work classifications can be used for clock-in.
3. Review the checkbox in the PBJ column for eligible work. Changing the type to Work selects it; Time off clears and disables it.
4. Select Save in the Timesheet settings card.
5. For a new classification, add it to each existing member's allowed classifications. Adding it to the organization does not assign it to existing members automatically.

Use Add custom location for places such as Home or Other when work does not belong to a facility or service location, then select Save. Custom locations are excluded from PBJ. Active names must be unique within each list; each list allows up to 200 options, including inactive options.

To remove a classification or custom location:

1. Select Remove beside the option. A saved option stays in the list with Pending removal; select Restore to undo that change before saving. An option you have not saved yet disappears from the form immediately.
2. Select Save and confirm the removals. To discard your pending changes instead, select Cancel in the form to return to the last saved settings.
3. Review the result showing how many options were deleted or made inactive.

RehabAlpha permanently deletes unused options when possible. Deletion clears member assignments to the classification and clock-in defaults that use the deleted classification or custom location, including defaults in disabled rules and the fallback.

An option used by any existing timesheet entry, including an ongoing entry, becomes inactive. Other options that cannot be deleted also become inactive. Inactive options remain in the list with an Inactive label and retain their member assignments and clock-in defaults. Existing entries and edit history keep their saved names, classification type, and PBJ eligibility. References appearing only in edit history do not prevent deletion.

Select Restore beside an inactive option, then Save, to make it available again with its retained member settings. Its name must be unique among active options in that list. Restoring a classification does not assign it to additional members. Review member clock-in defaults after removing or changing options so they still refer to available choices.

Configure member timesheet settings

As an Owner or Admin, open People → All staff, select the member, and open Settings → Timesheet settings. Adjust the settings and select Save at the bottom of that form. You can configure these settings before linking the member to a user account. Members can view their own settings, but only Owners and Admins can save changes.

Prompt to clock in on sign-in? prompts once per sign-in and organization to review clock-in defaults. The member must confirm before the shift starts. It is disabled by default. Members can use organization screens while clocked out, regardless of their classification settings.

Under Allowed classifications, select Add allowed classification, choose the classification, and configure these columns. Select a column heading for an explanation.

Column	What it controls	Default for Work	Default for Time off
Require location?	Whether entries using this classification must have a work location.	Off	Off
Require clock in/out?	Requires the member to start with Clock in and finish with Clock out now. Manual creation, manual ends for ongoing entries, reopening, and date-and-hours entries are unavailable for this classification. Members can still shorten completed entries.	On	Off; unavailable for time off
Allow date & hours?	Allows manual Date and hours entries when clock-in/out is not required. Manual Start and end time entries are also available.	Off	On
Grace mins	How many minutes before the original clock-in the member may move the start time when clock-in/out is required. Accepts zero or a positive number, including fractional minutes.	0	0; inactive

The date-and-hours control is disabled when clock-in/out is required. The adjustment control is disabled when clock-in/out is optional. Disabled controls retain their values, but those values do not affect entries until the controls apply again. Changing an organization classification to Time off removes its clocking requirement; time off cannot require clock-in/out.

The adjustment allowance always starts from the original recorded clock-in, including after earlier corrections. For example, a 10-minute allowance for a 9:00 a.m. clock-in permits a start at 8:50 a.m. or later. An allowance of 0 permits no start before the original clock-in time. Members can always shorten a required-clock entry by moving its start later or, after Clock out now, moving its end earlier. The end cannot be later than the recorded clock-out. Manually created entries have no original clock-in to adjust against. Changes to settings preserve unchanged historical times and formats during notes or other metadata corrections; actual time, format, and classification changes follow the current settings.

Each classification can appear only once. Use the trash icon beside a classification to remove it from this member's allowed list and clear it from their clock-in defaults. Changing a row to a different classification also clears defaults that used the previous selection; save the form to apply the change.

New members initially receive all active classifications. New members and newly assigned classifications use the defaults above. The Fallback clock-in default selects Regular Hours when that default classification is available and leaves the location blank. Before requiring clock-in/out, confirm that the member has an active Work classification and can select any required location.

Set up clock-in defaults

Clock-in defaults belong to each member. As an Owner or Admin, open the member's Settings → Timesheet settings and configure rules for the networks they use:

1. Select Add rule and give it a useful name.
2. In IP addresses or CIDR ranges, enter one public address or range per line. IPv4 and IPv6 are supported. Use my current IP adds the address RehabAlpha sees on your current connection.
3. Use Fill work location, Fill classification, or both to set the defaults. Clock-in classifications must be work classifications allowed for this member.
4. Turn on Enabled and drag the grip at the left of a rule to set the intended order. The grip appears when there is more than one rule. The first matching enabled rule is used; later rules do not add or replace its selections.
5. Configure Fallback for an unrecognized or unavailable IP address, then select Save.

A rule may fill only one field. Blank fields in a matching rule stay blank; Fallback does not fill them. The member completes any missing required selections when clocking in. Defaults fill editable fields; they do not force a particular location or classification. New manual entries use Fallback defaults rather than network matching. For the member's own manual entries, the fallback classification is used only when it permits manual creation; otherwise the first eligible classification is selected. The initial format is Date and hours when allowed, otherwise Start and end time.

You can save up to 100 rules, each with 1–20 IP addresses or ranges. Turn off Enabled to retain a rule without applying it, or select the × button at the top right of a rule to remove it, then save. Use my current IP adds the address of your connection to that rule; it does not detect another member's network remotely.

Network matching is a convenience. VPNs, shared internet connections, and changing public IP addresses can prevent a rule from identifying the intended location. Review the selections before clocking in.

Allow staff to manage other members' timesheets

Owners and Admins can read, create, update, and delete other members' timesheet entries. To grant this access to a Custom user:

1. Open People → All staff and select the person who will review or manage hours for other members.
2. Open Settings → User permissions.
3. With Custom access selected, find Timesheets in the Organization permissions table. Select Read, Create, Update, and Delete as needed. All four permissions are off by default.
4. Review the user's facility access and select Save in the permissions form.

Choose the permissions for the work the user needs to do:

Task on another member's timesheet	Select in the Timesheets row
Review existing entries and clock details	Read
Create new entries without viewing existing entries	Create
Review entries and add new ones	Read and Create
Correct existing entries	Read and Update
Delete existing entries without editing them	Read and Delete
Review, create, correct, and delete entries	All four permissions

The help icon beside Timesheets explains that these permissions apply to other members' timesheets. Leaving every box unchecked still allows the user to view their own timesheet and modify it according to their own classification settings. Members can delete their own entries within their existing access. Owners and Admins follow their own classification restrictions when working on their own timesheet.

These permissions cover entries at custom locations such as Home and with No location, even when no facilities are assigned to the user. Entries at facilities or service locations also require access to the associated facility. The permissions do not grant access to Reports → Labor or Reports → PBJ, or allow changing another member's timesheet settings; those tasks require Owner or Admin access.

The granted operations remain available even when the other member must clock in/out, cannot use date-and-hours, or has a limited start-time adjustment allowance. The entry's classification and location still need to satisfy the applicable rules. Review working with another member's timesheet for facility restrictions and correction workflows.

What to do next

Confirm that the member can select an allowed work classification and any required location, then follow Clock in and out. After changing organization options or facility access, check the member's saved clock-in defaults again.

Related guides

• Use timesheets
• Record time off
• Prepare and export PBJ reports