Hours & Timesheets (Time Tracking)

The Hours tab records the time people work on a show — for payroll, for volunteer-hour records, or just to know where the effort went. Everyone on the show can log their own hours; production leadership sees everyone's and signs them off:

Clock in, clock out: Press Clock in when you start (pick an activity — rehearsal, tech, performance, set build, load-in, strike, costumes, props, lighting, sound, hair & makeup, design, production meeting, marketing & box office, front of house, fundraising, training, admin, travel, or other — and optionally the rehearsal or performance it belongs to) and Clock out when you finish. One timer runs per person per show. A timer left running is closed automatically after 16 hours — or where hours you logged for later begin — and marked needs review; confirm the real times before you submit it
Or add hours by hand: Add hours takes a date with start and end times (and a break), or just a date and a duration ("3.5 hours"). Times are kept in the timezone you entered them in, so a rehearsal at 7pm stays 7pm for a reviewer in another state
Overlapping hours are refused: Every entry with a start and end — typed in or recorded by a timer — occupies that window for that person on that show, whatever its status: a returned entry still holds its minutes until it is edited or deleted. Adding or editing an entry so that it overlaps one of theirs is refused, and the message names the entry it collided with ("Overlaps an existing entry on Sep 6, 2026, 09:00–17:00"). Entries that only touch — one ending at 12:00, the next starting at 12:00 — are fine. A running timer occupies the time from clock-in up to now, so hours cannot be logged over it, and a clock-in inside hours already logged by hand is refused too. Hours entered as a plain duration ("3.5 hours") have no start or end and never collide with anything; the daily limit is what bounds them
A day holds at most 16 hours: Across all of a person's entries on one show for one date — timed, duration or timer, whatever their status — the total cannot exceed 16 worked hours (breaks excluded). Adding or editing an entry that would take the day past that is refused, and the message says where the day would have landed ("This would put Sep 8 at 17h 30m for this person; the daily limit is 16h"). Clocking out is never refused: if the day has no room left, or hours were logged for later in the day while the timer ran, the timer is stopped where those hours begin (or where the day's limit falls) and flagged needs review for you to confirm, exactly as a timer left running past 16 hours is
Submit for approval: New entries start as drafts you can still edit or delete. Submit sends them to the show's approvers — the show owner and everyone on the show with a leadership role (director, assistant or vocal director, producer, stage manager, choreographer). Their names are shown under the Submit button and again when you confirm, so you always know who will see your hours, and each of them gets one email per submission (not per entry) listing the hours to review. An approved entry is frozen; a returned one comes back to you with a note explaining what to fix, and you can edit and resubmit it
Reviewing (leadership): The Approvals tab lists everything waiting, grouped by person. Approve in bulk, or return with a note. The person is emailed when their hours are approved, returned (with your note) or unapproved — one message per review, never one per entry, and never when you review your own. Emails talk about hours only, never pay. Approval can be withdrawn while nothing has been posted to the budget. Directors, assistant and vocal directors, producers, stage managers and choreographers can review; they can also log hours on someone's behalf
Everyone's hours (leadership): All entries shows every entry on the show with status and date filters; the summary at the top totals draft, submitted and approved hours per person — including people on the roster who have logged nothing yet
Your own hours, anywhere: A person's profile has an Hours tab listing their entries across every show you can see them on
Export: Download the current view as Excel or CSV — one row per entry with date, times, break, hours and status — for payroll or a volunteer-hours letter
Rates and money: The Pay & budget tab (show owner and people invited to see the budget only) sets each person's compensation — paid hourly with a rate, stipend, or volunteer. Approved hours are priced at the rate on file at the moment of approval. Rates and dollar amounts are never shown to anyone else, except each person for their own record — a stage manager approves hours and never sees pay
Post to budget: Budget editors press Post to budget to turn approved, priced hours into expenses — one per person, covering everything not yet posted, optionally filed against a budget line. The expense is recorded as owed (committed spend) and moves to actual when you mark it paid on the Budget tab. Posted entries are frozen; to correct one, void the posting on the Pay & budget tab, which removes the expense and frees the hours to be edited and posted again. Postings by someone approving their own hours are flagged "self-approved" so the audit trail shows it
Nobody to log hours for? Hours belong to a person on the show's People list. If you created the show but never added yourself, the Hours tab asks you to do that first rather than quietly adding you to the roster

Hours are personnel records: cast, crew, parents and volunteers see only their own, and organization admins do not see them at all unless they hold a leadership role on the show.

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