The Calendar gives you a visual, month-by-month view of timesheets and leave — all in one place. Instead of scrolling through lists, you can see your whole team's schedule at a glance.
This section is for: All staff — though Managers and Admins see more detail than Employees
What the Calendar Shows
┌───────────────────── JUNE 2026 ──────────────────────────────────┐
│ ← Previous Today Next → │
├────────┬────────┬────────┬────────┬────────┬────────┬────────────┤
│ MON │ TUE │ WED │ THU │ FRI │ SAT │ SUN │
├────────┼────────┼────────┼────────┼────────┼────────┼────────────┤
│ 1 │ 2 │ 3 │ 4 │ 5 │ 6 │ 7 │
│ │ │ 🟢8.0h │ 🟡8.5h │ 🟢7.5h │ │ │
├────────┼────────┼────────┼────────┼────────┼────────┼────────────┤
│ 8 │ 9 │ 10 │ 11 │ 12 │ 13 │ 14 │
│ 🟢8.0h │ 🟢9.0h│ 🟣Sick │ 🟢7.5h │ 🟢8.0h │ │ │
├────────┼────────┼────────┼────────┼────────┼────────┼────────────┤
│ 15 │ 16 │ 17 │ 18 │ 19 │ 20 │ 21 │
│ 🟢7.5h │ 🟢8.0h│ 🟢8.5h │ 🟢7.0h │ 🟡8.0h │ │ │
├────────┼────────┼────────┼────────┼────────┼────────┼────────────┤
│ 22 │ 23 │ 24 │ 25 │ 26 │ 27 │ 28 │
│ │ 🔵Ann │ 🔵Ann │ 🔵Ann │ 🔵Ann │ 🔵Ann │ │
├────────┼────────┼────────┼────────┼────────┼────────┼────────────┤
│ 29 │ 30 │ │ │ │ │ │
│ │ │ │ │ │ │ │
└────────┴────────┴────────┴────────┴────────┴────────┴────────────┘
Colour key:
🟢 Green = Approved Timesheet 🟡 Amber = Pending Timesheet
🔴 Red = Rejected Timesheet 🔵 Blue = Annual Leave
🟣 Purple = Sick Leave ⚪ Grey = Unpaid Leave
The calendar shows a full month. Each day shows colour-coded "pills" — one for each timesheet entry or leave request.
How to Access the Calendar
- Sign in to WorkRoster
- Click Calendar in the left-hand sidebar
- The calendar opens showing the current month. Today's date has a blue highlight.
Part 1 — Reading the Calendar Grid
Colour Coding — What Each Colour Means
| Colour | Type | Meaning |
|---|---|---|
| 🟢 Green | Timesheet | Hours confirmed and approved by a manager |
| 🟡 Amber / Orange | Timesheet | Hours submitted — waiting for manager review |
| 🔴 Red | Timesheet | Hours rejected — needs correction |
| 🔵 Blue | Leave | Annual (paid) holiday |
| 🟣 Purple | Leave | Sick leave |
| ⚪ Grey | Leave | Unpaid leave |
A colour legend is always shown below the calendar grid so you can check what a colour means at any time.
The Number Badge
Each day cell may show a small number in the top-right corner. This tells you how many entries exist for that day. For example:
┌────────┐
│ 19 │ ← The date
│ │
│ 🟢8.0h │ ← Entry 1
│ 🟡2.0h │ ← Entry 2
│ +1 more│ ← There is one more entry (click to see it)
└────────┘
💡 "+ more" entries are NOT hidden. Click the day to open the Detail Panel and see every single entry.
Part 2 — Clicking a Day to See Details
Click on any day that has entries — a Day Detail Panel opens just below the calendar.
┌─────────────────────────────────────────────────────────────────────┐
│ Thursday, 19 June 2026 ✕ │
│─────────────────────────────────────────────────────────────────────│
│ │
│ TIMESHEETS │
│ ┌─────────────────────────────────────────────────────────────┐ │
│ │ 👤 James Patel Acme Office Fit-Out 07:30–16:00 │ │
│ │ 8.0 hours 🟢 Approved │ │
│ └─────────────────────────────────────────────────────────────┘ │
│ ┌─────────────────────────────────────────────────────────────┐ │
│ │ 👤 Sarah Lee City Council Sub. 08:00–17:30 │ │
│ │ 9.0 hours (1.0h OT) 🟡 Pending │ │
│ └─────────────────────────────────────────────────────────────┘ │
│ │
│ LEAVE │
│ ┌─────────────────────────────────────────────────────────────┐ │
│ │ 👤 Tom Wilson Annual Leave 23–27 Jun 2026 │ │
│ │ 5 days 🔵 Approved │ │
│ └─────────────────────────────────────────────────────────────┘ │
└─────────────────────────────────────────────────────────────────────┘
The Detail Panel shows:
- Employee name (visible to Managers and Admins; Employees see only their own)
- Status badge — Approved, Pending, or Rejected
- Start and end time for timesheets
- Project name for timesheet entries
- Total hours worked
- Leave type and full date range for leave
Clicking any entry in the panel takes you straight to the full record for that timesheet or leave request.
To close the panel: Click the ✕ button in the panel header, or click the same day again.
Part 3 — Moving Between Months
The navigation controls are at the top-right of the calendar:
┌─────┐ ┌───────┐ ┌─────┐
│ ← │ │ Today │ │ → │
└─────┘ └───────┘ └─────┘
Go back Jump to Go
1 month this month forward
1 month
| Button | What It Does |
|---|---|
| ← (Previous) | Go back one month |
| → (Next) | Go forward one month |
| Today | Jump straight back to the current month |
Part 4 — What You Can See (Based on Your Role)
The calendar shows different information depending on your role:
| What You Can See | Employee | Manager | Admin |
|---|---|---|---|
| Your own timesheets | ✅ | ✅ | ✅ |
| Your own leave requests | ✅ | ✅ | ✅ |
| All staff timesheets | ❌ | ✅ | ✅ |
| All staff leave requests | ❌ | ✅ | ✅ |
| Employee names on entries | ❌ | ✅ | ✅ |
Employees see a personal calendar — only their own submissions.
Managers and Admins see the full team calendar — all staff entries on every day.
Part 5 — Tips for Getting the Most from the Calendar
💡 Tip 1 — Use it before approving leave. As a Manager, open the calendar before approving a leave request to check no one else is already off on those same days.
💡 Tip 2 — Spot missing timesheets. If a working day has no green or amber pill for an employee, they may have forgotten to log their hours.
💡 Tip 3 — Track patterns. A string of red (rejected) entries for the same person suggests something is consistently wrong with their submissions — a good prompt for a short conversation.
💡 Tip 4 — Click through quickly. Click a day, then click a specific entry in the Detail Panel to jump straight to that full timesheet or leave record. No need to navigate through lists.
💡 Tip 5 — Amber = action needed. Amber (pending) entries mean something is waiting to be approved. If you are a Manager and see a lot of amber, work through the Approvals queue.
Frequently Asked Questions
Q: A day looks empty on my calendar but I know I submitted a timesheet for that day. Check the month — click ← Previous or → Next to find the correct month. Also check your timesheet was actually submitted (go to Timesheets → your history list).
Q: Why are some days grey and empty (no colour)? Grey/empty days are either weekends (Saturday, Sunday) or days when no entries were submitted. An empty weekday does not automatically create any record.
Q: I can see other people's entries but I am only an Employee. If you can see other people's data, your account may have been set up with Manager or Admin access. Contact your Admin if this does not seem right.
Q: Can I add or edit a timesheet directly from the calendar? No — the calendar is a view-only tool. To submit or edit timesheets, go to the Timesheets section. To submit or edit leave, go to the Leave section.
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