Create a Timesheet Form (Guide)

Tracking work hours accurately is crucial for businesses, nonprofits, and project teams that need reliable records for payroll, invoicing, and productivity tracking. A well-designed and digital timesheet form simplifies this process, allowing employees to log their hours efficiently while giving managers an easy way to review and approve entries. Whether used for internal operations or client billing, a structured timesheet system ensures accuracy, compliance, and streamlined workflows.

Knack, a no-code platform for building custom database-driven applications, makes it easy to create a timesheet form tailored to your organization’s needs. With its drag-and-drop interface, automation features, and seamless integrations, Knack enables users to build forms that collect essential data, trigger approvals, and even link to payroll systems—without any coding required. 

Key Takeaways

• What should a timesheet include? A well-structured timesheet captures essential details like employee names, hours worked, tasks completed, and breaks to ensure accurate payroll and compliance.
• How can I create a timesheet that’s easy to use? A user-friendly timesheet should have a simple layout, clear entry fields, and automation options to reduce errors and save time.
• What’s the best way to track and manage timesheet data? Using digital tools with automation and integrations can streamline time tracking, improve accuracy, prevent time theft, and connect seamlessly with payroll systems.

How to Create a Timesheet Form with Knack

A well-structured timesheet form makes it easy to track work hours, manage payroll, and ensure accurate records. With Knack’s no-code platform, you can build a custom timesheet form tailored to your business needs—no technical expertise required.

Step 1: Define Your Timesheet Fields

Identify the key information your timesheet should capture. Common fields include:

• Employee Name
• Date
• Start and End Time
• Breaks and Overtime
• Total Hours Worked
• Tasks Completed

Step 2: Build Your Form in Knack

Knack’s drag-and-drop editor lets you quickly add and arrange fields. Use conditional logic to display only relevant fields based on user input, making the form more intuitive.

Step 3: Automate Time Calculations

Reduce manual errors by automating calculations for total hours worked, overtime, and breaks. Knack’s built-in features ensure accurate entries in real time.

Step 4: Connect to Payroll and Reporting

Seamlessly integrate your timesheet form with payroll systems, approval workflows, and reporting tools. This ensures smooth processing and timely payments.

Step 5: Test and Deploy Your Form

Before launching, test the form with a small group to verify accuracy. Once finalized, your team can start logging hours digitally, improving efficiency and record-keeping.

Forms in Knack

Knack’s form-building capabilities offer businesses a robust solution for collecting and managing data efficiently within customized applications. Forms act as the main data entry points for users, making them essential in any Knack-powered system, especially for timesheet tracking. 

Whether you’re looking to capture daily work hours, update existing records, or submit detailed timesheets, Knack’s platform ensures that forms are designed with ease of use in mind, while also being highly customizable to meet your specific needs. 

By combining user-friendly interfaces with powerful customization options, Knack allows businesses to streamline their processes and improve data accuracy.

Related: How to Create a Scheduling Form

What Do Forms Look Like in a Live App?

In a Knack Live App, forms serve as interactive data entry tools that allow users to input and update information efficiently. These forms pull data dynamically from linked tables, ensuring that the data entered is always consistent and accurate across your app. 

In a timesheet form, fields such as employee name, date, hours worked, and assigned tasks automatically connect to corresponding tables in your database, making the entry process seamless. 

Below is an example of what a form looks like in a Live App, featuring a clean, structured layout with clearly labeled input fields and built-in validation to ensure data integrity. This integration makes forms an indispensable tool for businesses managing timesheet submissions.

Types of Forms You Can Build

Knack offers a wide variety of form types to suit different timesheet needs. For instance, you can create simple forms for logging new work hours, where employees can input their daily start and end times. 

These forms make it easy to track hours worked on an individual basis. You can also build update forms that allow users to modify existing timesheet entries, ensuring that any corrections or adjustments are reflected promptly. 

Knack supports the creation of weekly or monthly timesheet submission forms, making it easier for businesses to consolidate work hours for payroll and reporting purposes. With these versatile form options, Knack ensures that your timesheet management is both flexible and efficient.

Related: How to Create a Payment Form

Creating a Timesheet Form

Tracking employee work hours is easy with a well-designed timesheet form. Knack’s no-code platform allows you to build a custom form that captures essential details while automating calculations for accuracy. Follow these steps to create a timesheet form that meets your business needs.

Step 1: Adding a New Form

1. Open your Knack app and navigate to the Pages section.
2. Click “Add View” and select “Form” as the view type.
3. Choose the table where the form will store data, such as your employee timesheet database.
4. Create new records (for logging new time entries).
5. Update existing records (for modifying logged hours).
6. Insert connected records (for linking timesheets to projects or clients).
7. Click “Add View” to generate your form.

Step 2: Customizing Form Inputs

1. Click on your new form to open the settings.
2. Add essential fields, such as:
3. Employee Name
4. Date
5. Start and End Time
6. Breaks and Overtime
7. Total Hours Worked
8. Tasks Completed
9. Use Connection Fields to link timesheets to projects, clients, or departments for better tracking.
10. Enhance organization by adding static elements like section titles or dividers.

Step 3: Adjusting Form Layout

1. Choose a layout style that fits your form’s complexity:
2. One-column layout for simple time entries.
3. Two- or three-column layouts for more structured forms.
4. Drag and drop fields to create a logical workflow that makes filling out the form easy.
5. Enable conditional logic to show or hide fields based on user input.
6. Save your changes, then preview the form to ensure it’s intuitive and functional.

Need a walkthrough? Watch this video to learn how to build an automated time tracking sheet in Knack, step by step.

Configuring Form Settings

Once you’ve built your timesheet form, it’s time to fine-tune the settings to enhance usability and ensure accurate data management. From customizing form labels to enabling payment processing, these steps will help you optimize your form for your specific needs.

Basic Form Settings

1. Update the Submit Button:

• Click on your form’s settings.
• Locate the Submit Button Text field.
• Change it to something clear, like “Log Hours” or “Submit Timesheet.”
• Save the changes to make it instantly more intuitive for employees.

2. Add a Title and Description:

• Navigate to the Title & Description section.
• Enter a title such as “Weekly Timesheet Submission.”
• Provide a short description to guide users (e.g., “Please log your work hours and tasks for the week. Submit by Friday to ensure timely payroll processing.”).

3. Enable Confirmation Messages:

• Set up a confirmation message or redirect users to a thank-you page after submission.
• Navigate to Form Submission Actions and add a success message like “Your timesheet has been submitted successfully!”

Enabling E-Commerce (If Needed)

If your timesheet is linked to billable hours or project-based invoicing, you can enable payment collection directly through the form.

1. Connect a Payment Gateway:
   • Open your timesheet form and go to Form Settings.
   • Click Enable Payment Processing.
   • Select a payment provider (e.g., Stripe or PayPal) and follow the prompts to link your account.
2. Set Up Billable Hour Tracking:
   • Add a numeric field for Total Billable Hours.
   • Create a formula field to calculate the total cost based on an hourly rate.
   • Ensure the payment field is connected so users can see the total before submitting.
3. Test the Payment Integration:
   • Submit a test entry with sample hours and verify that payments are processed correctly.
   • Adjust settings if needed to ensure accurate calculations and smooth transactions.

Enhancing User Experience with Form Rules

Knack’s form rules allow you to automate and customize how your timesheet form responds to user input, making it more dynamic and user-friendly. By setting up display rules, submit rules, and record actions, you can guide employees through the submission process while improving efficiency.

Display Rules

Display rules help keep your form clean and intuitive by only showing fields when they’re needed.

1. Access Display Rules:
   • Open your timesheet form and navigate to the Form Rules section.
   • Select Display Rules.
2. Create Conditional Field Visibility:
   • Click Add Rule and set the condition.
   • Example: Show the “Overtime Hours” field only when total hours exceed 40.
   • Example: Display “Reason for Adjustment” if an employee edits a submitted timesheet.
3. Customize Labels Dynamically:
   • Change field labels based on user selections.
   • Example: If “Freelance” is selected under Employee Type, rename the “Hourly Rate” field to “Contract Rate.”

By controlling what users see, you make the form easier to navigate, reducing confusion and unnecessary inputs.

Submit Rules

Submit rules determine what happens once an employee completes their timesheet.

1. Set Up a Confirmation Page or Message:
   • Go to Form Rules > Submit Rules.
   • Select Show a Custom Message and enter details like:
     • “Your timesheet has been submitted. Hours will be reviewed by Friday.”
2. Redirect Users to a Dashboard or Summary Page:
   • Instead of a generic confirmation message, send users to a dashboard where they can review past timesheets.
   • Click Redirect User After Submission and select the appropriate page.
3. Send an Email Confirmation (Optional):
   • Enable automated email notifications to send a summary of submitted hours.

Record Actions

Record actions streamline timesheet processing by automatically updating related records.

1. Categorize Entries Based on Selection:
   • Go to Form Rules > Record Actions and set conditions.
   • Example: If an employee selects “Project A,” their timesheet is automatically tagged under that project.
2. Link Timesheets to Payroll Data:
   • Configure Knack to update payroll records as soon as a timesheet is submitted.
   • This ensures seamless payroll processing without manual data entry.
3. Trigger Budget Adjustments Based on Logged Hours:
   • If timesheets track project work, set up an automation to adjust project budgets based on hours worked.

Automating Email Notifications

Setting up automated email notifications in Knack ensures that employees, managers, and payroll teams stay informed about timesheet submissions without manual follow-ups. By configuring confirmation emails and admin notifications, you can improve transparency, reduce errors, and streamline payroll processing.

Sending Confirmation Emails

Automatically sending a confirmation email after timesheet submission provides employees with a record of their logged hours, helping prevent disputes and ensuring accurate payroll processing.

1. Navigate to Email Settings:
   • Open your timesheet form in Knack.
   • Go to Form Rules and select Emails.
2. Create a New Confirmation Email:
   • Click Add Email Notification and choose Send to Employee.
   • Use the employee’s email field to ensure the message reaches the right person.
3. Customize the Email Content:
   • Use dynamic fields to personalize the message:
     • Subject: Timesheet Submission Confirmation – {Employee Name}
     • Body:
       Hi {Employee Name},
       Your timesheet for {Date Worked} has been submitted successfully. Below are your recorded details:
       Total Hours: {Total Hours}
       Notes: {Notes}
       If any changes are needed, please contact your manager before {Approval Deadline}.
4. Test and Activate:
   • Send a test email to ensure formatting and accuracy.
   • Click Save & Enable to activate the automation.

Sending Admin Notifications

Managers and payroll staff can receive instant notifications whenever a new timesheet is submitted, reducing approval delays and improving efficiency.

1. Go to Admin Notification Settings:
   • In the same Form Rules > Emails section, select Add Email Notification.
2. Select Recipients:
   • Choose Send to a Specific Email Address and enter manager or payroll team emails.
   • Alternatively, use a dynamic field if manager emails are stored in Knack.
3. Include Key Timesheet Details:
   • Use placeholders to populate essential information in the email:
     • Subject: New Timesheet Submission – {Employee Name}
     • Body:
       A new timesheet has been submitted by {Employee Name}.
       Total Hours: {Total Hours}
       Project: {Project Name}
       Approval Status: Pending
       Click [here] to review and approve the submission.
4. Enable & Monitor Notifications:
   • Activate the rule and verify that emails are sent as expected.
   • Adjust settings as needed based on feedback from managers or employees.

Advanced Form Features

Knack offers advanced features that enhance the functionality of your timesheet form, making it more dynamic and efficient. Features like connection fields, custom multiple-choice options, and automated calculations help streamline data entry and ensure accuracy in tracking work hours.

Using Connection Fields

Connection fields allow you to link timesheets to specific employees, projects, or clients, ensuring that all timesheet entries are properly associated with the right records. By filtering connected records, you can display only the most relevant options, preventing users from selecting incorrect or outdated entries. When an employee fills out a timesheet, they can only see the projects assigned to them, making selection easier and more efficient.

Adding Custom Options for Multiple Choice Fields

When using multiple-choice fields in a timesheet form, providing the option to add new selections can improve flexibility. This feature is particularly useful for categorizing tasks, where users might need to select “Other” and specify a task that isn’t listed. Allowing custom inputs ensures that timesheet data remains comprehensive and accommodates unique work scenarios.

Using Forms for Calculations

Knack’s form capabilities extend to automated calculations, reducing the need for manual data entry and minimizing errors. The form can automatically sum up the total hours worked per week or calculate overtime pay based on predefined rules. These calculations help streamline payroll processing and ensure employees are compensated accurately for their time.

What Should Go in a Timesheet Form?

A well-structured timesheet form is essential for accurate work-hour tracking, project assignments, and payroll processing. Capturing the right details ensures compliance with labor laws, prevents errors, and streamlines approvals.

Essential Information to Include in a Timesheet Form

To keep records organized and efficient, every timesheet should include the following key components:

• Employee Information – Full name, employee ID, email address, and department help ensure entries are correctly attributed and categorized.
• Work Period – Logging the date worked, start and end times, and total hours ensures proper attendance tracking and payroll calculations.
• Task and Project Details – A task description, project name, and designation of billable vs. non-billable hours allow for accurate project management and financial reporting.
• Overtime and Breaks – Fields for regular hours, overtime, and break time deductions ensure fair compensation and compliance with company policies.
• Supervisor Approval – Including the supervisor’s name, an approval status (pending, approved, or rejected), and a digital signature field ensures accuracy before payroll processing.

1. Employee Information

Collecting employee details ensures that timesheet entries are correctly attributed to the right individual and department. This information is crucial for tracking work hours, assigning tasks, and maintaining accurate payroll records. Required fields include:

• Full Name (First and Last Name)
• Employee ID (Unique identifier for tracking)
• Email Address (For confirmation and communication)
• Department (To categorize work within the organization)

2. Work Period

Recording the specific work period helps businesses track attendance, calculate wages, and ensure compliance with work-hour regulations. It provides a clear overview of when employees worked and for how long. Key fields include:

• Date Worked (The specific day the work was performed)
• Start Time & End Time (To log the exact working hours)
• Total Hours Worked (Automatically calculated or entered manually)

3. Task and Project Details

Tracking task details ensures accurate project management and financial reporting. This section helps organizations differentiate between billable and non-billable work and allocate resources effectively. The form should include:

• Task Description (A brief summary of the work performed)
• Project Name (To allocate work to specific assignments)
• Billable vs. Non-Billable Hours (To differentiate between client-billable and internal work)

4. Overtime and Breaks

For businesses that track overtime and break deductions, it is essential to record additional work hours and time taken off to ensure accurate compensation. This section should include:

• Regular Hours Worked (Standard shift hours)
• Overtime Hours (Extra hours beyond the regular schedule)
• Break Time Deduction (Time taken for lunch or rest breaks)

5. Supervisor Approval

Supervisor approval is a critical step to verify timesheet accuracy and authorize payroll processing. It ensures compliance with company policies and prevents fraudulent time reporting. Include the following fields:

• Supervisor Name (For tracking who reviewed the entry)
• Approval Status (Pending, Approved, or Rejected)
• Digital Signature Field (For verification and compliance)

Optional but Useful Information

6. Additional Comments

A comments section provides employees with a space to include extra details that may be relevant to their work hours. This could be used to explain schedule adjustments, unexpected overtime, or specific work-related circumstances that may require managerial review. For instance, if an employee had to work late due to a last-minute client request or needed to leave early for an emergency, this section allows them to document those details. Having a designated space for additional notes ensures transparency and can help prevent disputes regarding logged hours.

7. Attachments (If Required)

In some cases, timesheet entries may need supporting documentation to verify work hours or expenses. An upload field allows employees to attach relevant files such as receipts for reimbursable expenses, client sign-offs for billable hours, or approvals for overtime work. This feature is especially useful for employees who travel for work, freelancers who bill clients, or teams working on projects that require detailed financial tracking. By allowing attachments, businesses can maintain a clear record of all relevant documentation, reducing errors and ensuring compliance with company policies.

By incorporating both essential and optional fields, your timesheet form can provide a comprehensive solution for tracking work hours while improving accuracy, efficiency, and accountability within your organization.

Design and User Experience Considerations

A well-designed timesheet form enhances user experience by making data entry quick, intuitive, and accessible across devices. Thoughtful structuring and mobile optimization ensure employees can complete their timesheets efficiently, reducing errors and frustration.

Form Length and Structure

Keeping the form concise is key to ensuring employees can submit their timesheets without unnecessary delays. Strike a balance between required and optional fields, asking only for essential information while allowing flexibility for additional details when necessary. 

Using conditional fields helps streamline the process by displaying only relevant questions—such as showing an “Overtime Hours” field only if an employee exceeds standard work hours. Grouping sections logically (e.g., Employee Information, Work Hours, and Supervisor Approval) makes the form easier to navigate and complete.

Accessibility and Mobile-Friendliness

Given that many employees may submit their timesheets from their phones or tablets, the form should be fully optimized for mobile use. Clear instructions should be included for each field to prevent confusion and reduce errors. 

For longer forms, a progress bar can improve the user experience by setting expectations and guiding users through the submission process.

After Submission: Next Steps

Once a timesheet form is submitted, providing confirmation and clear next steps helps users understand what happens next.

Confirmation and Follow-Up

A thank you message should appear on the confirmation screen or be sent via email to reassure employees that their submission was successful. This message can also include details about the next steps, such as payroll processing timelines or manager approval procedures. 

Providing contact information ensures employees know who to reach out to if they have questions or need to make corrections.

Get Started With Knack

Knack makes it easy to build customized timesheet forms with its drag-and-drop builder, AI-powered features, and seamless integrations. Whether you need to track work hours, manage approvals, or automate notifications, Knack provides an intuitive, no-code solution that fits your business needs.

Sign up for Knack today to start creating your own timesheet form and streamline your time-tracking process.