Work Times

Track working hours across manual entries, the built-in timer, planned schedule entries, and imports — then run them through confirmation and monthly timesheets.

Every entry moves through a simple lifecycle:

Draft

running · incomplete

Pending

awaiting confirmation

Approved

fully confirmed

Locked

timesheet closed

Declined

back for correction

dashed: no confirmation policy — saved entries are approved immediately

Recording work times

Create entries manually or with the running timer; open the detail page to adjust an entry when permitted. An entry without an end time stays a draft until the end time is added or the timer stops.
By default, one member's entries cannot overlap another non-archived entry. Admins can allow overlaps in Workspace Settings → Work Times.
Entries link to the member's active employment. With exactly one active employment on that date it's selected automatically; with several you pick one, and the group's default employer is preferred. An Employment column in the list helps spot unassigned entries.
The detail page has a comment thread with file attachments; lists show an indicator once an entry has comments.

While a timer is running, the desktop app watches for five minutes without keyboard or pointer activity, a locked screen, or a suspended computer. When you return from a detected interval of at least one minute, Einblick opens a decision dialog. Nothing changes in the work-time entry until you apply a choice.

Keep the whole interval as working time, record the full interval as a pause, or adjust the exact part that should be excluded.
Independently choose whether the timer should keep running, pause now, or stop now.
The dialog applies only to the timer that was running when the away time was detected. If that timer was already paused or stopped elsewhere, the pending prompt is discarded.

Defaults, rules, and validation

Everything here is configured in Workspace Settings → Work Times:

Prefilled times for new entries: either current time plus duration (rounded up to the configured slot) or fixed times. Groups can override these defaults with their own. Creating an entry from a timesheet day pins the times to that day.
Pauses: adding a pause suggests a 30-minute break starting two hours after the entry's start. Blank pause rows are ignored; once one pause field is filled, both are required. Moving a pause keeps its duration.
Long-work rule: warns about or blocks entries whose worked duration exceeds the threshold.
Pause rule: warns or blocks when too little pause is recorded — by default 30 minutes are expected after more than 6 hours of work. Rules count worked time minus pauses; Warn still allows saving, Block doesn't.

Confirmation

The confirmation policy decides who confirms saved entries: nobody (immediately approved), the manager side, the employee side, or both.
Leaders confirm entries of the people they supervise in Pending confirmations; admins see all pending manager confirmations, and non-admin leaders don't see their own entries there. Employees accept or decline their own pending entries when employee confirmation is required.
A member without an account cannot complete employee-side confirmation. Use no confirmation or manager-side confirmation for that person's entries, or they remain pending.
The dashboard widget Work Time Confirmations shows the same queue and can approve or decline inline, or jump to the entry in the Work Schedule.
Editing a confirmed entry's relevant fields resets the required confirmations.
Locked entries — frozen by a closed timesheet or a finalized invoice — cannot be edited or deleted. Bulk delete skips them and tells you so.

Work Schedule

If the schedule feature is enabled, Work Schedule lets members with create access plan future entries in a monthly grid:

Zoom between detailed hourly planning and a broad month overview. Role rules decide which members and groups appear.
The group filter can combine several groups; All members is reserved for roles with all-member access. Members shared by selected groups appear once.
Copy a day or week to the current view, one group, or one employee — copies are only created for people you can create work times for, and shared group members aren't copied twice.
Scheduled entries are normal work times immediately — there is no separate publish step; confirmation follows the Workspace policy.
Future entries trigger a shift reminder 30 minutes before start for account-backed members, following their notification settings and including the time range and linked work order, project, group, or building. Members without accounts receive no reminder. Moving or removing the entry reschedules or cancels it.

Monthly timesheets

With the timesheets feature enabled, Timesheets turns approved hours into monthly sheets per member and employment:

Closing a sheet locks its approved work times and absences and generates a PDF. Only admins can reopen a closed sheet, which unlocks the month again. Entries without an employment collect in a separate no-employment sheet.
The page shows month-level progress — closed, closable, and blocked sheets, ready PDFs, and an overdue warning when a close deadline is configured. Close all closable processes every eligible sheet in the current scope; the group selector scopes everything to one, several, or all groups.
Totals are worked time plus credited absence time minus expected time. Credited absences are approved or locked absences whose reason counts as working time; overlapping logged work is subtracted so hours aren't counted twice. Expected hours come from the employment's weekly schedule.
Employments are maintained by admins on the member detail page — each belongs to an issuer organization and can carry an internal hourly rate and billing wage. Concurrent employments get separate timesheet rows and PDFs. Employments and wages used by locked data become read-only; start a new employment period for future changes.
Export month downloads the current month and group scope as CSV or XLSX — one file per employer organization, bundled as ZIP when there are several. Salary columns require full member-read permission and use the employment's billing wage, falling back to its internal hourly rate.
The sheet detail page shows the lifecycle, PDF download and version history, and vacation/overtime balances before and after closing. PDFs can optionally include Category and Activity columns.
PDF emails are configured in Workspace Settings → Work Times: pick the sender identity, choose delivery off / immediately on close / monthly batch, and set recipients (employee, group leaders, extra addresses). An employee with an account receives mail at their verified Workspace or primary address; a member without an account uses their Workspace contact email and is skipped when none is set. Email bodies are customizable per language with {{timesheetDate}}, {{user}}, and {{tenantName}} variables. Batches group PDFs per recipient and split before exceeding 25 attachments or 25 MB.
Closing, reopening, batch queueing, delivery status changes, balance adjustments, vacation grants, and carry-over forfeitures are all recorded in Workspace activity.
Use Yearly Analysis for annual totals across work times, credited absences, months, and employees.

WakaTime imports

Connect WakaTime in Settings → Connections to import coding time; only completed days are imported.
A duration is imported only when its project name matches a GitHub repository linked to an Einblick project.
Imported durations become draft work times on the matched project, so review and billing happen in the normal workflow.