How to add a Timesheet entry

Air Maestro’s Timesheets store records of duties performed each day by staff and for pilots and crew - completed flights associated with these duties.

The Timesheet tab is located under "My Profile".

If you are expected to fill in your Timesheets but do not see this tab, please contact your site administrator to check the below conditions:

• the user's Home Department has Timesheets enabled
  
  
  
  
• the user has the View Self access at the minimum in their Timesheet Access Levels
  
  

To add Timesheet data:

1. Go to My Profile > Timesheets

   The Timesheet page should load and will include several columns:

   

   • Date - shows the Timesheet day
   • Shift - shows the Shift Type chosen for the day (and shift time if rostered)
   • Duty Time - shows whether the shift was in Home or Away Base, lists all entered duty times and the total of duty hours
   • Flying Duty Time (also referred to as FDP) - shows all entered FDP times and the total of FDP hours
   • Flight - shows flight hours based on Crew Details from the Flight (if added).
   • Work Practice - shows Work Practice chosen for the day and a number of calculations.
     
     
     • In case of Work Practice Exceedance, a user will see a red cross , and in case of Caution (close to exceedance), the exclamation mark will show
       When you reach an exceedance, you will be prompted to submit a Discretion Report.
       How to submit a Discretion Report
       
       There could be more columns displayed.

The row containing today's date is highlighted in grey.
Dates where data has not been entered are highlighted in blue.
The future days are highlighted in white.

2. Click on the pencil icon for the required date. 

3.  Select the shift in the Shift drop-down list.


The list that shows will contain all the shifts that your company has added to the site via the Rostering module. 

If your company has a lot of shifts, enter the first character of the required shift - this will bring up the shifts starting with that letter.


4. Enter the duty start and end time in the Duty field in the 24-hour format.

If visible, enter the FDP start and end time in the FDP field in the 24-hour format. Some organisations use different terminology to track Flying Duty Time; if you are unclear on the expectations - check with your team.

If the duty was a split shift (there was a significant amount of rest between work), enter the times in the subsequent Duty and FDP boxes and tick the "Continuation of duty" checkbox underneath, specifying the type of rest (DH stands for Dead Heading).

If you do not see the Continuation of Duty checkbox, it means it was not enabled by your site administrator.


5. Select the Work Practice relevant to the shift and Home or Away base.




6. If you see any more fields, fill them in, particularly if they have an asterisk next to their name (it means they are mandatory).

Each organisation can add "custom fields" to the Timesheet Page and require the pilots to enter more information regarding their duties.


7. If you did not perform the flight on the day, skip the Flight section and press OK at the bottom of the page.

To add Flight Data to the Timesheet entry:

1. Click Add Flight within the Flight section.
   
   

2. Within the Duty Period area, confirm which Duty and FDP periods the flight relates to.
   
   
   
   The top value corresponds to the Duty window (highlighted in yellow), and the bottom value corresponds to FDP (if enabled - highlighted in blue).
   
   For example, if the flight happened during the first Duty, but the second FDP, the selections would be: 1 at the top, and 2 at the bottom. 
   
   

3. Fill in the mandatory flight details:
   
   
   
   

   • AC Rego - choose the Aircraft involved in the flight
   • Flight Date is automatically added based on the Timesheet day that is being edited 
   • Task - If your organisation uses Scheduler and the flight was a Scheduled Task, you can link it via this dropdown list
   • Pilot in Command - choose the PIC for the flight.
     If you do not see the names of the pilots, it means they are not endorsed on the Aircraft Type involved in the flight. Check with the pilots or your supervisor, so that the endorsements can be added.
   • Job No. / Flight No / Flight ID - depending on the setup, the name can vary and the number can be automatically assigned or has to be manually entered
   • Route - If the company has Legs enabled in the Flight Record Setup and chooses to track route in Legs there instead, this field will not show within the Flight Details section. Otherwise, it needs to be filled in.
     
     
     
4. Complete all remaining fields - they can vary depending on the organisation and what has been set up.
   
   If your administrator has created self-updatable recency items that you can complete via your timesheet, they will be displayed on this screen. You will see a Recency pane which contains a tick box, drop-down list or text box, corresponding with the name of the recency item. If a recency item was completed on the selected date, complete the required field to update your recency.
   
   
   
5. Click Insert to save the flight details.
   
   You will see additional sections pop up - Leg Details (if legs are enabled by the site administrator) and Crew Details.
   
   
   
6. If you see Leg Details, click on the Add Leg button and enter data into any fields that you see displayed. This can vary depending on your organisation's setup.
   Press OK when complete.
   
   Otherwise, proceed to Step 7.
   
   
   
7. In Crew Details, you will be able to enter information on how many hours in what role you have performed your duty during the flight.
   
   
   • For example, if during a 6-hour flight, you've done 4 command hours during the day, 2 co-pilot hours -1 during the day and 1 during the night - and performed 1-night landing, you would enter the below:
     
     
     
     If you have access, you will also be able to add this type of data for other crew members. 
     Otherwise, any additional Crew chosen for the flight will see this flight in their Timesheet automatically and they will be able to enter this data themselves.
     
     
     
8. When complete, press OK to update the Flight.
   
   
   
9. To add another flight for the selected date, Click Add Flight at the top of the Flight section and follow to same process.
   
   
   
10. Press OK at the bottom of the page to finalise the Timesheet entry.