Time Tracking

The Time Tracking feature lets coaches and other authorized people log their worked hours directly in the app. You configure it in the Time Tracking tab of the Sports editor, and it is used in the coach frontend and evaluated in the admin area.

Overview

Part	Where	Purpose
Configuration	Sports editor → Time Tracking tab	Enable the feature, set workflow options, manage categories
Logging hours	Frontend, route /sports/time-tracking	Authorized people log their own hours
Evaluation	Admin, route /admin/sports/timesheet	Review, approve/reject, evaluate, and export
Permission	Members → Roles, permission sports.track_time	Controls who may track time

---

Editor configuration

Open the Time Tracking tab in the Sports editor. The tab is structured into the master settings and the category management.

Settings

Setting	Description
Time tracking enabled	Master toggle. When off, the whole feature (frontend entry and admin evaluation) is hidden.
Approval required	When on, every logged entry must be reviewed by an admin (pending → approved/rejected). When off, entries are valid immediately.
Team assignment required	When on, every entry must be assigned to a team. When off, the team is optional.

Categories

Categories classify each logged entry (for example what the hours were for). They are multilingual, have an icon, and can be set active or inactive.

Default categories:

Category	Typical use
Training	Hours spent running or supervising a training session
Match	Hours around a match (preparation, the match itself)
Meeting	Team or staff meetings
Other	Anything that does not fit the above

Managing categories:

1. Open the Time Tracking tab
2. Add a new category or tap an existing one to edit it
3. Enter the name (multilingual) and choose an icon
4. Set the category active or inactive (inactive categories are hidden from new entries)
5. Save your changes

Inactive categories

Deactivating a category hides it for new entries but keeps existing entries that already use it intact.

---

Permission: who may track time

Time tracking is gated by the permission sports.track_time, managed under Members → Roles.

Who	Access
Members with sports.track_time	Can log their own hours
Admins	Have access automatically
Everyone else	Do not see the time tracking entry

1. Open Members → Roles
2. Grant the sports.track_time permission to the relevant role (e.g. Coach)
3. Members with that role can now log hours

---

Coach frontend (/sports/time-tracking)

The entry point appears on the Sports Settings page as an entry called Time Tracking - but only when the feature is active and the user is authorized.

Logging an entry

1. Open Time Tracking from the Sports settings
2. Tap to add an entry
3. Enter the date and hours
4. Choose a category
5. Optionally add a note
6. Choose a team (optional, or required if “Team assignment required” is on)
7. Save the entry

Month view

The screen shows a month view with navigation:

• Move between months with the ‹ Month Year › controls
• The monthly total of logged hours is shown for the selected month

Status (approval mode only)

When Approval required is enabled, each entry shows a status:

Status	Meaning
Pending	Submitted, waiting for review
Approved	Reviewed and accepted
Rejected	Reviewed and declined - the rejection reason is shown

When approval is not required, no status is shown - entries count immediately.

Correcting rejected entries

A rejected entry can be corrected by the person who logged it. After correction it is automatically resubmitted for review.

Personal export

Authorized people can export their own entries:

Option	Choices
Format	CSV or PDF
Period	Current month or whole year

---

Admin evaluation (/admin/sports/timesheet)

Administrators evaluate all tracked hours under Admin → Sports → Timesheet.

Reviewing requests

When approval is enabled, pending requests are shown at the top:

Action	Description
Approve	Accept an individual entry
Reject	Decline an individual entry, with a reason
Approve all	Approve all pending entries at once

Already approved or rejected entries can be corrected, revoked, or deleted afterwards.

Evaluation view

The evaluation is grouped by person and includes:

• Total hours per person
• Breakdown by category
• Audit trail showing when and by whom an entry was reviewed (“reviewed on / by”)

Filters

Filter	Options
Status	e.g. pending, approved, rejected
Period	Restrict to a time range
Team	Restrict to a specific team
Person	Search for a specific person

Admin export

Option	Choices
Format	CSV or PDF
Period	A specific month, a specific year, or all
Person	All people or a single person

---

Tips

Start without approval

If you trust your coaches, keep Approval required off - hours count immediately and there is no review overhead. Turn it on later if you need oversight.

Require teams for clean evaluation

Enable Team assignment required so every entry is tied to a team. This makes the per-team and per-person evaluation far more meaningful.

Keep categories short

A handful of clear categories (Training, Match, Meeting, Other) is enough for most clubs. Too many categories make logging slower and the breakdown harder to read.

---

Frequently Asked Questions

Who can log hours?

Anyone with the sports.track_time permission (managed under Members → Roles). Admins always have access.

Do entries need approval?

Only if Approval required is enabled. Otherwise entries count immediately without a status.

What happens to a rejected entry?

The person who logged it sees the rejection reason, can correct it, and the corrected entry is automatically resubmitted for review.

Can hours be exported?

Yes. People can export their own hours (current month or whole year), and admins can export by period (month/year/all) and person (all/single) as CSV or PDF.

Is a team always required?

Only when Team assignment required is enabled. Otherwise the team is optional on each entry.