Hour logs
How the accountant finds the approved weekly hours of the company's people, and views, downloads and prints the hours sheet of each week.
What it is for
The crew log their hours in the crew app, one week at a time, and submit the week. The office then approves an employee's week. An approved week is a finished record, and that is what Hour logs lists: one row per person per week, approved weeks only.
In the books, open Hour logs in the menu. It is the third item, under Crew invoices.
Here you can:
- See which weeks were approved, for whom, and how many hours.
- Open the weekly hours sheet of a week, download it as a PDF or print it.
Nothing else can be done here. Hours are entered by the person who worked them and approved by the office. The office side is described on Crew Time.
Who can use it
| Role | What they can do |
|---|---|
| Owner | Open the list, view, download and print hours sheets. |
| Admin | The same as an owner. |
| Supervisor | No access to the books. They see the weeks in Crew Time in the office. |
| Crew | No access. They print their own weeks in the crew app. |
| Accountant | Open the list, view, download and print hours sheets. |
Hour logs is only shown while Time tracking is switched on for the company. An owner or admin sets it in the company settings, section Features. The switch says: "Hours logged by crew in the app, weekly approval, and hours lists for the office and the accountant. Turning it off only hides them; nothing is deleted." With the switch off, Hour logs is not in the menu and its page cannot be opened. The hours are kept and come back when the switch is turned on again.
Which menu items the books have: The books.
While the company's access is locked, the books cannot be opened and no hours sheet can be viewed or printed.
What you cannot do here
- There is no button to add hours, and no edit page.
- A week cannot be approved, rejected or changed here. That is done in the office, see Approve a week.
- There are no bulk actions and no tick boxes.
- There is no export button. Each week is downloaded as its own PDF, see View, download and print.
The list
Each row is one person's week, Monday to Sunday. A person with three approved weeks has three rows.
- Only Approved weeks are listed. A week the person is still filling in, or one that is submitted and waiting for the office, is not shown.
- Only an employee's week can be approved, so in practice the list holds employee weeks. A subcontractor's week is never approved by the office and does not come here. See Subcontractor weeks.
- The newest week is first.
- Clicking a row opens the hours sheet, the same as View hours sheet.
- With nothing to show, the list says No approved hours sheets yet.
The list has no status column, because every row is approved.
A toggle switches between a table and cards, as on the other lists. See List and card layout. On a phone the cards are shown. A card has the week, then Worker, Engagement and Hours.
Columns
| Column | What it shows |
|---|---|
| Week | The word Week with the week number, then the Monday and the Sunday of the week in the company's date order: Week #26, then Mon 22 Jun and Sun 28 Jun 2026. Sortable. |
| Worker | The person's nickname, or their name when they have no nickname. |
| Type | A badge: Employee or Subcontractor. Every week in this list is approved, and an approved week shows the type it was approved under, Employee, the same as its hours sheet. That holds even when the person became a subcontractor later or their engagement type was removed. |
| Hours | The total hours of the week, for example 39.50 h. It is always the same figure as the Weekly total on the hours sheet of that week: each day counts once. |
Week is the only column you can sort by.
The word Subcontractor may be different for the company's country or its own wording.
Search
The search box finds a week by its worker. It looks at the name shown in the Worker column and also at the person's full name, so a person with a nickname is found by their full name too. You do not need the exact spelling: words in any order and small typos still find the person.
The search box is in the table layout. The card layout has no search box: use the Worker filter there.
Filters
A filter applies as soon as you pick it. There is no Apply button.
| Filter | What it does |
|---|---|
| Worker | A searchable list of every member of the company, by nickname, or by name when they have no nickname. Archived people are in it too, so the weeks of someone who has left stay findable. |
| Engagement | Employee or Subcontractor, the same split as the Type column and the same rule as Crew Time in the office. An approved week is found under Employee, so every week of this list is. A week that was never approved goes by the person's engagement type today, and a person with no engagement type counts as Subcontractor. |
| Worked | A date range over the days worked: Today, This week, Next week, This month, Next month or Custom range. Custom range shows the From and Until date fields. A week is found when any of its days with hours lies in the range, the same as in Crew Time in the office. So Today on a Wednesday finds the week when hours were logged for that Wednesday. |
Row actions
Each row has one ⋮ menu with three items:
| Action | What it does |
|---|---|
| View hours sheet | Opens the hours sheet of that week in a window. |
| Download | Downloads the hours sheet as a PDF. |
| Opens the same PDF in a new browser tab, ready to print. |
A row whose Week reads Undated has no ⋮ menu and does not open when clicked. It stands for old approved hours that were stored with no date, so there is no week to make a sheet of. Its Hours is the total of those hours.
View, download and print
- View hours sheet: opens the PDF in a window headed with the week, for example Week #26 with its Monday and Sunday. The note under it says "The approved hours sheet. Use Download for the file." Clicking a row does the same. Press Close to go back to the list.
- Download: saves the file as "weekly-hours-{name}-{monday}.pdf", for example weekly-hours-anna-murphy-2026-06-22.pdf. The name is the person's full name, not their nickname. The date is the Monday of the week.
- Print: opens the same PDF in a new browser tab, ready to print.
All three give the same document. Owners, admins and accountants can use them.
The hours sheet
The hours sheet is an A4 PDF for one person and one Monday to Sunday week. Its title is Weekly Hours Record.
What is on it:
- The title and the week.
- The company and the person.
- A table with one line per day: Day, Date, Start, Finish, Break (min) and Hours, and the Weekly total.
- The signature block.
Every week in Hour logs is approved, so an employee's sheet carries both signatures: the employee's, from the moment they submitted the week, and the employer's, with the name of the person who approved it and when. Each has a verification reference. The details are on The employee version. The full description of the sheet is on The weekly hours sheet.
An approved week keeps the employee version of the sheet for good. If the person later becomes a subcontractor, or their engagement type is removed, the sheet of a week that was approved is still the employee sheet, with both signatures, and the Type column of the list still shows Employee.
The sheet has no number. It is made from the hours as they are at the moment you open it.
What happens after
- A week shows in Hour logs as soon as the office approves it.
- An approved week cannot be changed or withdrawn by the person, and the office has no button to undo an approval. So a week that is listed stays listed.
- The office can still change which job the hours of an approved week are on. That does not change the days, the times or the hours on the sheet.
- Viewing, downloading and printing change nothing and send no email or notification.
Common mistakes
Hour logs is not in the menu. Time tracking is switched off for the company. An owner or admin switches it on in the company settings, section Features.
A week I am waiting for is not in the list. It is not approved yet. The person has not submitted it, or the office has not approved it. Ask the office.
A subcontractor's hours are missing. Subcontractor weeks are never approved, so they are not listed here. A subcontractor is paid from their invoices, see Crew invoices in the books.
A person who is a subcontractor now shows Employee in the Type column. The week was approved while the person was an employee. An approved week keeps the type it was approved under, like its hours sheet, which is still the employee version with both signatures.
The Worked filter does not find a week I know is there. The week has no hours on a day inside the range you picked. Pick a wider range, or use the Worker filter.
The Hours of a week is lower than I added up from old records. Each day counts once, as on the hours sheet. Where a day has an old entry with hours only and a newer entry with start and end times, the entry with the times is the one counted.
A row says Undated and has no menu. It holds old approved hours with no date. There is no week to print, so it has no hours sheet.
There is no search box. You are in the card layout. Switch to the table, or use the Worker filter.
I want to correct the hours. Hours cannot be changed in the books. Tell the office.