> For the complete documentation index, see [llms.txt](https://knowledge.maica.com.au/maica-knowledge-base/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.maica.com.au/maica-knowledge-base/maica-administration-guide/settings/timesheet-management.md).

# Timesheet Management

Configure the settings that control how Maica creates and manages Timesheets

These settings determine how Maica manages Timesheets and their function throughout the application. Please refer to the below table for more information on each setting:

<table><thead><tr><th width="222">Setting</th><th>Description</th></tr></thead><tbody><tr><td><code>Enable Timesheet Generation</code></td><td>This enables Maica to generate timesheets when either Appointments or Shifts are completed. This setting works in conjunction with the <code>Enable Timesheets</code> attribute on the Resource profile.</td></tr><tr><td><code>Timesheet Entry Reference</code></td><td>This determines which date and time from the Appointment or Shift will be used when Timesheet Entries are being generated.</td></tr><tr><td><code>Frequency Option</code></td><td><p>This determines the frequency of timesheet pay period based on the Anchor Date described below. The available options are:<br></p><ul><li><strong>Weekly</strong> (7 days)</li><li><strong>Fortnightly</strong> (14 days)</li><li><strong>Monthly</strong> (from Anchor Date to the day before the next Anchor Date)</li></ul></td></tr><tr><td><code>Timesheet Anchor Date</code></td><td><p>The start date of any one of your pay periods. Maica repeats the selected Frequency forwards and backwards from this date to work out every pay period.</p><p>For <strong>Weekly</strong> and <strong>Fortnightly</strong> frequencies, choose a pay period start date <strong>in the past</strong>, earlier than any date your organisation will record work against. See <a href="#choosing-a-timesheet-anchor-date">Choosing a Timesheet Anchor Date</a> below.</p></td></tr></tbody></table>

{% hint style="info" %}
Timesheet Start and End Dates are dynamically calculated based on:

* The selected Frequency.
* The configured Anchor Date.

All automation that creates Timesheets (including Timesheet Entry creation on completed Appointments/Shifts and batch processes) reference this new configuration.
{% endhint %}

{% hint style="warning" %}
If settings are updated and an open Timesheet exists:

* A new Timesheet may be created where required to align with the new period configuration.
* Existing Timesheets are not retroactively modified.
* Submitted Timesheets are not modified.
  {% endhint %}

{% hint style="success" %}
For Monthly frequency:

* The Anchor Date defines the start of each monthly cycle.
* Dates greater than the 28th are not supported to avoid irregular monthly edge cases
  {% endhint %}

### Choosing a Timesheet Anchor Date

For **Weekly** and **Fortnightly** frequencies, the Anchor Date does not need to be the start of your *first* or *next* pay period. Because the periods repeat, any past pay period start date gives exactly the same pay periods as a recent one.

Maica only calculates pay periods correctly for dates **on or after** the Anchor Date. To avoid this limitation entirely, set the Anchor Date to a pay period start that is:

1. **In the past**, never a future date such as your next pay run.
2. **Earlier than any work you will record**, including backdated Timesheet Entries and historical Appointments or Shifts. A date before your organisation started using Maica is ideal.
3. **A real pay period start date**, so the periods line up with your payroll.

For example, if one of your pay fortnights starts on **Monday 5 October 2026**, you can count back a whole number of fortnights and use **Monday 6 October 2025** (26 fortnights earlier). Count back further if your organisation has work recorded in Maica before that date.

{% hint style="danger" %}
Do not set a Weekly or Fortnightly Anchor Date in the future. A Timesheet Entry dated before the Anchor Date can be placed in the wrong pay period, and a new Timesheet may start after the date of the work it contains.
{% endhint %}

{% hint style="warning" %}
If you use the **Fortnightly** frequency, always set an Anchor Date. Without one, Maica starts each period at the beginning of the week containing the date being checked, so fortnights do not follow a consistent pay cycle.
{% endhint %}

#### Example Scenarios

**Frequency = Weekly:**

* ✅ Timesheet duration is 7 days, repeating every 7 days from the Anchor Date.

**Frequency = Fortnightly:**

* ✅ Timesheet duration is 14 days, repeating every 14 days from the Anchor Date.
* ✅ With an Anchor Date of Monday 6 October 2025, a Timesheet Entry on Friday 11 September 2026 falls in the period Monday 7 September 2026 to Sunday 20 September 2026.

**Frequency = Monthly:**

* ✅ Timesheet duration runs from the Anchor Date to the day before the next Anchor Date, applying calendar month logic.

**Frequency or Anchor Date is updated while an open Timesheet exists:**

* ✅ A new Open Timesheet is created where required to align with the new configuration.
* ✅ Submitted Timesheets are not modified.

### Timesheet Entry Text Format

Please refer to the below table for more information on each setting:

<table><thead><tr><th width="222">Setting</th><th>Description</th></tr></thead><tbody><tr><td><code>Text Format</code></td><td><p>The Maica Timesheet Management console allows you to specify what text appears in the cells of Timesheet Entries.</p><p>This settings defines this by using a formula-based approach in which you can configure exactly what you want the text to be. This includes the merging of record attributes as well as your own text.</p></td></tr></tbody></table>

### Appearance Settings

Please refer to the below table for more information on each setting:

<table><thead><tr><th width="222">Setting</th><th>Description</th></tr></thead><tbody><tr><td><code>Non-billable Colour</code></td><td>This determines the cell colour of any non-billable Timesheet Entries, in other words, Timesheet Entries not associated with an Appointment or Shift.</td></tr><tr><td><code>Billable Colour</code></td><td>This determines the cell colour of any billable Timesheet Entries, in other words, Timesheet Entries associated with an Appointment or Shift.</td></tr><tr><td><code>Appointment Colour</code></td><td>In cases where the Timesheet Generation is disabled, the Maica Timesheet Management console shows all completed Appointments or Shifts which can then manually converted to a Timesheet Entry.<br><br>This setting determines which colour will be used when showing either Appointments or Shifts in the Maica Timesheet Management console.</td></tr><tr><td><code>Appointment Break Indicator Colour</code></td><td>The Maica Timesheet Management console shows Appointment/Shift breaks and this setting determines what colour will be used when displayed.</td></tr><tr><td><code>Travel Colour</code></td><td>The Maica Timesheet Management console shows Travel (associated with an Appointment or Shift) and this setting determines what colour will be used when displayed.</td></tr></tbody></table>