Use timesheets

warning

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

Use the timesheet to clock in and out, review and correct work hours, and record leave. Owners and Admins can also review staff clock status and labor totals. For setup, use Configure timesheets.

Before you start

• To clock in, your member's settings must allow at least one active Work classification. Choose an available work location if that classification requires one. Ask an Owner or Admin to configure missing options.
• Each allowed classification controls whether you must clock in/out, may use Date and hours, may adjust your start time, and must provide a work location. Work classifications require clock-in/out by default; time-off classifications default to allowing date-and-hours. An Owner or Admin can update your member timesheet settings.
• Owners and Admins can read, create, update, and delete another member's timesheet entries. Users with Custom access need the timesheet permissions. Facility and service-location entries also require access to that facility; custom locations and entries with No location do not require facility access.

The Timesheets permissions in Organization permissions apply to other people's entries. You can still view your own timesheet and modify it according to your timesheet settings when all four boxes are unchecked.

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"

Completed work entries and dated manual hours at PBJ resident care service locations can contribute to Payroll-Based Journal (PBJ) staffing hours when their saved classification is PBJ-eligible. Selecting an eligible classification alone does not make all hours reportable: 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 work and leave entries must use start and end times at or before the current time, including when an Owner, Admin, or authorized staff member records them for someone else. Date and hours allows today or an earlier date in the entry's saved time zone. For today, enter only hours that have already occurred; the format does not check how much of the day has elapsed. Plan future leave through availability or calendar events.

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.

Clock in and out

1. From the organization sidebar, open Timesheet and select Clock in.
2. Check the Classification and Work location. Your member's clock-in defaults can fill either field or both from your current network. You can change these selections before clocking in, even while your defaults are still loading. Once you change a field, RehabAlpha keeps your choices instead of applying defaults that finish loading later.
3. Confirm an allowed work classification and a work location when required, then select Clock in. Your time starts when you submit, even if you keep the defaults unchanged. Opening or canceling the dialog leaves you clocked out.
4. When you finish, select Clock out now in the sidebar timesheet menu or your ongoing entry's ellipsis menu (…) on your member's Timesheet. Confirm that the clock-in action is available again.

While clocked in, the sidebar shows your elapsed time and assigned location. Clock out now records the current time immediately. Changing organizations does not end the original organization's shift; return there to clock out.

Work locations include facilities, service locations, and organization-defined locations such as Home. After choosing a facility, use Service location (optional) to select a specific service location, or choose No service location to keep the work assigned to the selected facility. To clear the work location entirely, choose No location under Work location when the classification allows it. For PBJ work, select the actual service location. The choices you confirm in the clock-in dialog apply to that shift and do not change your configured defaults.

If Prompt to clock in on sign-in? is enabled, RehabAlpha opens the clock-in dialog when you sign in and access the organization while clocked out. Review the defaults and select Clock in to start your shift, or cancel to continue without clocking in. The prompt appears once per sign-in and organization in your browser. Canceling, refreshing, or returning after clocking out does not prompt you again during that sign-in session. An existing open shift also suppresses the prompt.

You can use organization screens while clocked out. A classification's clock-in/out requirement controls how you record that time; it does not block access to the organization. If no usable work classification or required location is available for clock-in, ask an Owner or Admin to update your settings.

Clock-out preserves the shift's assigned location, even if your current network has changed. When you start working at another location, clock out and clock in again there.

Clock out for meals, unpaid breaks, and other time that should not count toward your labor hours. Signing out or closing the browser does not clock you out.

Correct a missed clock-out

If the classification does not require clock-in/out, open the ongoing entry using Edit current entry in the clock menu or the entry's ellipsis menu (…) → Edit on your member's timesheet. Enter the actual end date and time, check the duration, and select Save. You can also use Clock out now from either menu to record the current time.

If clock-in/out is required, you cannot enter an end time on an ongoing entry:

1. Select Clock out now in the sidebar timesheet menu or the ongoing entry's ellipsis menu (…). If the entry editor is open, select Cancel first to return to these menus.
2. On your member's Timesheet, open the entry's ellipsis menu (…) and select Edit.
3. Change End date and End time to when you stopped working, check the duration, and select Save.

The end time can be earlier than the recorded clock-out, but not later.

Correct a forgotten entry before starting another shift; RehabAlpha permits only one ongoing time range per member in an organization, including manually opened entries.

Review timesheet entries

From the organization sidebar, open Timesheet and select View timesheet to review your entries. Open an entry's ellipsis menu (…) and select Edit to make permitted corrections.

The page initially shows a seven-day range ending today. To review a different period or another member:

1. Open People → All staff and select the member.
2. Open Timesheet.
3. Set Start date and End date to a range of up to 31 days, then select Run report.
4. Use Summary stats and By classification to review totals. Open Timesheet entries for the location, hours, classification, PBJ role, notes, and Created by and Updated by columns. Entries appear newest first. Ongoing entries show Active and their elapsed hours update live.
5. Open an entry's ellipsis menu (…) and select Edit to correct it when permitted. To end an ongoing work entry at the current time, select Clock out now. It acts immediately, without a confirmation dialog, including for manually created ongoing work entries.

The member timesheet shows each overlapping entry's full hours, even when part of it falls outside your selected dates. Each time range displays its saved time zone. Use the Labor report for hours limited to a reporting date range.

For example, an eight-hour overnight entry from 10 p.m. to 6 a.m. shows all eight hours on the timesheet even if you select only its first date. The Labor report includes only the two hours before midnight for that date.

If another user changes entries while you have the timesheet open, select Run report again to see those changes. Closing your entry editor or successfully using Clock out now from a row menu refreshes the table.

Download a timesheet

You can download your own timesheet. Owners and Admins can also download another member's timesheet; Custom users need Timesheets → Read permission. Their downloads include entries within their facility access, at custom locations, and with No location.

1. Open the member's Timesheet.
2. Set Start date and End date to a range of up to 31 days, then select Run report.
3. Open Timesheet entries, select Download, and choose Excel (.xlsx) or CSV. Download is also available when you cannot create entries.

Both formats contain the same columns and values in one table, with entries newest first. Each download fetches current data using the applied dates, so unsaved date changes do not affect the report. The report includes full notes, creation and latest-edit details, and the generation time in UTC. If no entries match the dates, the file contains column headings only.

Downloads include each overlapping entry's full hours, matching the timesheet. Ongoing entries are labeled Active (provisional), have no end time, and include elapsed hours through the report's generation time. These hours remain fixed in the downloaded file; download again to get updated values. Use the Labor report for hours limited to a reporting date range.

Check who is clocked in

Owners and Admins can open People → All staff and review Clock status. For members with linked user accounts, it shows Clocked in with elapsed time or Clocked out and updates as clock actions occur. Members without linked accounts show a dash, even if they have manually entered hours. Unavailable means the clock status could not be loaded; it does not mean the person is clocked out.

Review entry history

On a member's timesheet or the Labor report, open Timesheet entries, then an entry's ellipsis menu (…) → Clock details. Entry history shows one card for each successful clock-in, clock-out, manual creation, or edit, ordered oldest first. Every successful save adds a card, including changes to notes or allocation and saves that leave the entry unchanged.

Each card is labeled Clock in, Clock out, or Manual entry and shows the time range or date and hours saved by that action. Created by or Updated by identifies who performed the action and when. Card timestamps include seconds and use the entry's time zone saved at that point. Expand a card to review the saved classification, work location, PBJ role, notes, and time zone. A service location is shown with its facility, such as SNF Wing at Sunrise Manor. Later edits, reopening the entry, or changing its format leave earlier cards unchanged.

Each action also records its IP address, browser user agent, browser, operating system, device category, and browser time zone when available. The browser time zone appears separately from the entry's saved time zone. Clock-in cards include how the location was selected; selections confirmed in the clock-in dialog are recorded as the employee's choice, including prefilled defaults. RehabAlpha does not use GPS or continuously track the device's location.

Entry history is available to people who can view the entry, including when time changes are restricted. Using Clock out now on a manually created ongoing entry adds a clock-out card. Clock details are deleted with the timesheet entry.

Create or correct a manual entry

For your own new manual entries, only classifications that do not require clock-in/out are available. The initial classification is your Fallback from clock-in defaults when eligible, otherwise the first eligible classification. The initial format is Date and hours when that classification allows it, otherwise Start and end time. If no classification permits manual creation, New timesheet entry is disabled; you can still open existing entries for permitted corrections.

New entries use today's date in your browser's time zone and the member's fallback location. The timesheet's selected date range does not set the new entry's date, so check it when entering past hours.

1. Open the member's Timesheet and select New timesheet entry, or open an existing entry's ellipsis menu (…) and select Edit. For your own time, use the clock menu's Manual entry while clocked out, or Edit current entry while clocked in to open your ongoing entry.
2. Choose an available Classification, such as Paid Time Off (PTO) or a work classification that permits manual creation.
3. Under Entry format, choose Date and hours when allowed to enter a Date and Hours, or Start and end time to enter start and end dates and times. Use today or an earlier date for date-and-hours entries, with positive 0.01-hour increments. Start and end times must be at or before the current time. A work entry that does not require clock-in/out can remain ongoing with both end fields blank; time-off ranges must have an end time.
4. Choose the Work location where you worked when required. If you choose a facility, use Service location (optional) to select a specific service location, or choose No service location to keep the work assigned to the selected facility. To clear the work location entirely, choose No location when the classification allows it.
5. Select a PBJ role if needed. Automatic from credentials leaves role selection to the PBJ report; an explicit role must still satisfy the PBJ role requirements.
6. Add useful Notes, check the hours, and select Save. For time ranges, also check the displayed time zone. New entries use your browser's time zone; editing an entry keeps its saved time zone.

Time ranges must end after they start and cannot overlap another range for the same member, including at a different location. If only one end field is filled, complete both or clear both for ongoing work. When a local time repeats as daylight saving time ends, choose the correct Start time occurrence or End time occurrence using its time-zone abbreviation and UTC offset.

If an entry changes while you are editing it, RehabAlpha prevents saving or deleting the outdated entry. Copy any unsaved changes you want to keep, then close and reopen the entry before continuing.

Record leave hours

After the leave occurs, create a manual entry with a Time off classification allowed for the member, such as Paid Time Off (PTO) or Unpaid Time Off (UTO). With Date and hours, enter the leave date and actual leave hours; use separate entries for separate dates. If you use Start and end time, complete both end fields. Future dates and times are blocked for leave just as they are for work.

Leave entries count in labor totals and are excluded from PBJ resident-care hours. Timesheet entries do not change planner capacity or create calendar events. Use Record time off to plan leave through availability and the schedule, then record the actual hours separately.

Understand editing restrictions

Your own entries follow your member settings, even if you are an Owner or Admin:

• When Require clock in/out? is enabled, start entries with Clock in and finish with Clock out now. You cannot manually create an entry, enter an end time before clocking out, reopen it, or convert it to Date and hours.
• For a required-clock entry, the start can move later than the original clock-in, or earlier by up to the displayed allowance; the earliest permitted start is the original clock-in minus the allowed minutes. An allowance of 0 permits no start before the original clock-in. After Clock out now, the end can move earlier, but not later than the recorded clock-out. Repeated corrections do not extend these limits. Select Use original clock-in time or Use original clock-out time to restore the exact recorded time, then Save. A manually created entry has no original clock-in to use for these corrections, and an entry ended without Clock out now has no recorded clock-out for end-time corrections.
• When clock-in/out is optional, you can manually enter and correct start/end ranges. Creating, changing, or converting to Date and hours also requires Allow date & hours?.
• Changing a classification must satisfy both the original and new classifications' restrictions. A classification that requires clock-in/out needs an actual recorded clock-in, a start no earlier than its allowance permits, and, for a completed entry, a recorded clock-out with an end at or before it. When both classifications require clocking, the smaller adjustment allowance applies. Clock out before changing an ongoing required-clock entry to a classification where clocking is optional.
• If settings become stricter, you can preserve an entry's existing times and format while correcting notes or other metadata. Changing its time, hours, format, or classification must meet the current settings. The editor shows the original clock-in, earliest permitted start, and recorded clock-out when they apply. Time fields accept hours and minutes; the restore buttons preserve the recorded seconds and fractional seconds.
• You can retain an existing entry's saved classification and location when editing it, even if an option has since been archived. Choosing a replacement requires an available classification allowed for the member and a location within your access. If you no longer have access to the saved facility, ask an authorized staff member to correct the entry.

Reopen or delete an entry

To reopen a completed work time range whose classification does not require clock-in/out, clear both End date and End time, then select Save. The entry must use a currently active, allowed Work classification and satisfy its location requirement. It cannot overlap a later entry or another ongoing range. Reopening resumes elapsed time from the saved start time; it does not create a separate shift. To record a new shift after a break, create a new entry instead.

To delete your own entry within your access, open it, select Delete entry, then Yes, delete it. A classification's clock-in/out requirement does not prevent deletion.

To delete another member's entry, you need Owner or Admin access, or Read and Delete selected in the Timesheets permissions row:

1. Open the member's Timesheet and find the entry.
2. Open its ellipsis menu (…). Select Edit if you have Update permission, or Delete entry if you do not.
3. Review the entry in the dialog, then select Delete entry. Without Update permission, the fields are disabled and there is no Save button.
4. Select Yes, delete it to confirm.

Create or edit another member's timesheet entries

Owners and Admins have all four timesheet permissions. Custom users need the appropriate permissions to manage other members' timesheets:

• Read shows existing entries and their Clock details. Read alone does not allow creating, editing, or deleting entries.
• Create shows New timesheet entry. With Create alone, you can open the member's Timesheet and add an entry, but existing entries are hidden.
• Read and Update let you open existing entries with Edit and save corrections, or select Clock out now from an ongoing work entry's ellipsis menu (…).
• Read and Delete let you delete existing entries, even without Update permission.

With this access, open the other member's Timesheet to use the granted operations. You can manually create or correct entries despite that member's clock-in/out requirement, date-and-hours restriction, or start-time adjustment limit. Their allowed classifications and location requirements still apply when creating an entry or changing its allocation. The member does not need a linked user account. Entries show who created them and who last edited them. Using Clock out now on another member's row records the current time and identifies you as the updater in Clock details. It does not clock you out. The sidebar clock menu continues to apply to your own timesheet, where your own classification restrictions still apply.

Custom users with these permissions can view and manage another member's entries at custom locations such as Home and with No location, even when no facilities are assigned to them. Entries at facilities or service locations require access to the associated facility. When changing an entry's location, access is checked for both its original and new locations; changing an inaccessible facility entry to Home or No location does not bypass that restriction. Each operation still requires its own timesheet permission, and No location is available only when the classification allows it.

Review labor totals

Owners and Admins can use Reports → Labor to review timesheet totals:

1. Under Report by, choose Facility or Member, then select the facility or member.
2. Enter Start date and End date for up to 31 days.
3. Select Run report.
4. Open Summary stats for Total hours, Completed hours, Ongoing/provisional hours, Average hours per day, and Entry count. Use By classification for the classification breakdown and, for a facility report, By person for the person breakdown.
5. Open Timesheet entries for the underlying hours, locations, status, notes, and editors. Use an entry’s ellipsis menu (…) to view Clock details, make permitted corrections, or Clock out now for an ongoing work entry. The report refreshes after closing the entry editor or clocking out.
6. In Timesheet entries, select Download for Excel (.xlsx) or CSV. Facility and member report downloads use the applied filters and show Hours in range.

Hours in range includes only the part of a time range within the selected dates, using each entry's time zone. Ongoing hours run through the time the report was generated and remain provisional; the displayed total does not keep ticking. Date-and-hours entries appear as Hours entry, contribute their full hours on the saved date, and count toward Completed hours. Average hours per day uses every day in the selected range, including days with no entries. Breakdowns show each classification's or person's entry count, hours, and percentage of the total.

Labor totals include time-off classifications and do not apply the PBJ report's outpatient deductions. Facility reports include entries at that facility and its service locations. A member report also includes that member's custom locations and entries without a location.

You should know

• Timesheet hours track labor. Clinical service minutes come from treatment, evaluation, and re-evaluation documentation and are reviewed separately.
• Record actual net work hours, excluding meals and other nonreportable time. Use separate entries for different service locations or PBJ roles. For PBJ-specific setup, calculations, and exports, use Prepare and export PBJ reports.
• Resolve missing, duplicate, or unusual entries before payroll or PBJ review. For PBJ work, check both the service location and the therapy role.

Related guides

• Configure timesheets
• Write a treatment
• Use the schedule
• Record time off
• Prepare and export PBJ reports