Timesheets Help & Documentation

Employee User Guide

Mandatory Submission Notice

Effective May 23, 2026, all timesheet entries must be logged and submitted through this portal. Traditional email or manual tracking methods will no longer be accepted for payroll processing.

Accessing the Portal

Your timesheet is accessible via a unique personalized link provided by your administrator (e.g. https://timesheets.parallax.mov/?e=YOUR_ID). Save and bookmark this link on your computer and phone to easily log your hours each week.

Weekly Selection & Status

Select the appropriate week from the dropdown on the top-right. Your timesheet will load in one of these states:
• Draft / Sent Back: Editable. You can modify, add, or prefill entries.
• Pending Review: Submitted. Locked for editing unless recalled.
• Approved: Finalized and pushed to payroll. Locked.

Timesheet Features

• Auto-Saving: Any changes made to active rows will trigger an automatic save to the cloud database every 2 seconds. Look for the green Saved indicator in the upper-right of the sheet.
• Quick Prefill: Click "Prefill Form" to batch apply a project, rate, and hours/portion to select days (e.g., standard weekdays) all at once.

Submitting & Recalls

When your timesheet is complete for the week, click the Submit Timesheet button. Once submitted:
1. The status changes to Pending Review.
2. An email alert is automatically dispatched to the company administrators.
Need to fix a mistake? You can click the Recall / Unsubmit button at the bottom of the page to put the timesheet back into Draft status, as long as an administrator has not yet begun approving individual entries.

Administrator Portal Guide

Timesheet Filtering & Review

Go to the Admin Dashboard. By default, the workspace loads all Pending Review timesheets.

Filter by a single employee or select a specific week.
Click Review next to any row to audit the raw timesheet entries.
You will view a detailed summary containing projects, hours, rates, mileage, and notes.

Approval and Denials

During review, you can decide the status of individual items:

Approve: Choose this to sign off on specific rows. Once the timesheet is submitted with all rows approved, it moves to the Approved state, committing them directly into Airtable.
Deny: Mark specific rows as Denied. If a timesheet is rejected, the status changes back to Denied / Revision Required, highlighting rejected fields in red on the employee's screen.

Setup & System Admins

Admins have complete control over portal configurations:

Manage Admins: Click this button to add/remove administrators and select who receives email notifications.
Employee Link Directory: Click the View Employees button to see all employee database IDs, names, and copy their direct access URLs.

Airtable Synchronization

Once an administrator grants final approval to a timesheet:

Approved entries are batched and written to the Payroll Entries table in Airtable.
Each entry maps the date, project, hourly rate, hours worked (or portion of day), mileage, and notes.
Supabase updates the timesheet's local state, preventing duplicate records.

Email Notification System & Rules

✉️

Timesheet Submitted

Sent to all configured System Admins immediately when an employee clicks "Submit". Contains a link to review the timesheet.

🔁

Timesheet Rejected

Sent to the Employee's email address if an administrator sends the timesheet back for revisions, notifying them of required updates.

✅

Timesheet Approved

Sent to all Billing Managers once the timesheet is approved and successfully written to Airtable.