Time & Attendance
The Time & Attendance module tracks weekly employee hours, calculates overtime against provincial ESA thresholds, and manages timesheet approvals. Every province has its own overtime threshold — Hibiscus HR applies the correct rules automatically based on each employee's province.
[Screenshot: Time & Attendance module showing the week navigation, summary cards, overtime warning banner, and timesheet table]
Overview
The Time & Attendance page is organized into:
- Week navigation — move between weeks
- Summary cards — key stats for the selected week
- Overtime warning banner — alerts when employees exceed provincial thresholds
- Toolbar — approve all, export, and add entry
- Timesheet table — editable hours per employee per day
- Week totals footer — daily and weekly totals
- ESA Overtime Reference — quick reference for provincial thresholds
Week Navigation
Use the ← Previous and Next → buttons to move between weeks. The current week label (e.g. "Week of Mar 31 – Apr 4, 2026") is shown between the buttons.
The week always runs Monday to Friday.
[Screenshot: Week navigation controls with the week label]
Summary Cards
Four cards show key stats for the currently selected week:
| Card | Description |
|---|---|
| Total Hours | Sum of all hours logged across all employees for the week |
| Overtime Hours | Total hours that exceed provincial overtime thresholds |
| Approved | Number of individual timesheets with Approved status |
| Avg Hours / Employee | Average hours worked per employee this week |
Overtime Warning Banner
If any employees have exceeded their provincial overtime threshold for the selected week, a yellow warning banner appears at the top of the table listing the affected employees and their overtime hours.
This banner is informational — it does not automatically apply overtime pay rates. Use it to review and approve timesheets before passing to payroll.
[Screenshot: Overtime warning banner showing two employees over threshold]
The Timesheet Table
[Screenshot: Timesheet table showing editable hour cells for each employee and day]
Table Columns
| Column | Description |
|---|---|
| Employee | Name and province |
| Mon – Fri | Editable hours for each day |
| Total | Sum of Mon–Fri hours |
| OT | Overtime hours (hours above provincial threshold) |
| Status | Pending or Approved |
| Approve | Approve button (Pending timesheets only) |
Editing Hours
Click on any Mon–Fri cell to edit the hours for that employee on that day. Enter the number of hours (decimals accepted, e.g. 7.5 for 7 hours 30 minutes). Press Enter or click elsewhere to save.
Note: Approved timesheets are locked and cannot be edited. To make a correction to an approved timesheet, contact your HR administrator.
Approving a Timesheet
Click the Approve button in the rightmost column to approve an individual employee's timesheet for the selected week. The status badge changes from Pending to Approved and the row becomes read-only.
Approve All
Click Approve All in the toolbar to approve every pending timesheet for the currently displayed week in a single action. A confirmation prompt will appear before the approvals are processed.
Week Totals Footer
At the bottom of the timesheet table, a footer row shows:
- Daily totals — total hours for all employees on each day of the week
- Weekly total — total hours for all employees across the full week
This helps managers quickly spot anomalies (e.g. an unusually short Tuesday).
Adding a Timesheet Entry
Click + Add Entry to open the Add Timesheet drawer.
[Screenshot: Add Timesheet Entry drawer]
| Field | Notes |
|---|---|
| Employee | Select from active employees |
| Week | Select the week start date (Monday) |
| Mon–Fri hours | Enter hours for each day |
If a timesheet already exists for the selected employee and week, the entry will update the existing record rather than create a duplicate.
Exporting Timesheet Data
Click Export to download a CSV of all timesheet data for the currently selected week. The export includes employee name, province, daily hours, total hours, overtime hours, and approval status.
Provincial Overtime Thresholds
Hibiscus HR automatically calculates overtime based on the employee's province. The overtime amount shown in the OT column represents hours worked above the weekly threshold.
| Province | Weekly OT Threshold | Notes |
|---|---|---|
| Ontario (ON) | 44 hours/week | Hours above 44 are overtime |
| British Columbia (BC) | 40 hours/week | Daily threshold: >8 hrs/day also triggers OT |
| Alberta (AB) | 44 hours/week | |
| Quebec (QC) | 40 hours/week | |
| Manitoba (MB) | 40 hours/week | |
| Saskatchewan (SK) | 40 hours/week | |
| Nova Scotia (NS) | 48 hours/week | |
| New Brunswick (NB) | 44 hours/week | |
| Prince Edward Island (PE) | 48 hours/week | |
| Newfoundland & Labrador (NL) | 40 hours/week | |
| Federal jurisdiction | 40 hours/week | Federally regulated employees |
Important (BC): British Columbia has both a weekly threshold (40 hours) and a daily threshold (more than 8 hours in a day). Hibiscus HR tracks both. A BC employee working 9 hours on Monday accrues 1 hour of daily overtime even if their weekly total stays under 40 hours.
The ESA Overtime Reference panel at the bottom of the page shows these thresholds as a quick reference.
[Screenshot: ESA Overtime Reference panel]
Time & Attendance and the Reports Module
For weekly summaries, overtime by province, and employee attendance patterns across multiple weeks, navigate to Reports → Time & Attendance. See Reports for full details.