> ## Documentation Index
> Fetch the complete documentation index at: https://sailia-mintlify-intercom-migration-1775528819.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Auto daily timesheets

> Automatically generate timesheet entries from scheduled bookings for staff members.

Auto daily timesheets remove the need for staff to manually log their hours. When enabled on a staff member, Sailia automatically creates timesheet entries each day based on the bookings they are assigned to — including courses, hires, and events.

## How it works

Each day, Sailia checks for staff members with auto daily timesheets enabled and generates timesheet entries from their scheduled bookings. The system:

1. Looks up all bookings the staff member is assigned to for the current day.
2. Calculates the time range for each booking, including any setup and pack-down time.
3. Applies the correct pay rate — either a booking-specific rate amendment or the staff member's default rate for that date.
4. Merges overlapping time periods so there are no duplicate entries.
5. Adds the resulting timesheet items automatically.

<Note>
  If a booking has a specific rate amendment set for the staff member, that rate takes priority over their default pay rate.
</Note>

## Enable auto daily timesheets

<Steps>
  <Step title="Open the staff creation form">
    Go to the staff section and start creating a new staff member.
  </Step>

  <Step title="Fill in their details">
    Enter the staff member's name, email, date of birth, and other required fields.
  </Step>

  <Step title="Toggle auto daily timesheets on">
    Enable **Auto Daily Timesheet** in the staff profile.
  </Step>

  <Step title="Save">
    Complete the staff member creation. Timesheet entries are generated daily from this point forward for any day the staff member has scheduled bookings.
  </Step>
</Steps>

## What gets included

Auto-generated timesheet entries are based on the staff member's assigned bookings:

| Booking type             | Included |
| ------------------------ | -------- |
| Courses                  | Yes      |
| Hires                    | Yes      |
| Events                   | Yes      |
| Setup and pack-down time | Yes      |

Each entry records the start time, end time, date, pay rate, and location from the booking. When multiple bookings overlap or are adjacent, the system merges them into a single continuous timesheet entry.

## Manual auto-fill

In addition to the daily automatic generation, you can manually trigger timesheet auto-fill for a specific staff member and date range. This is useful when you need to populate timesheets retroactively or regenerate entries after schedule changes.

The auto-fill uses the same logic as the daily process — it pulls all assigned bookings within the date range, applies the correct pay rates, and creates merged timesheet entries.

<Warning>
  Auto-fill does not remove existing timesheet entries. If entries already exist for the selected period, new items may conflict. Review the timesheet after auto-filling to resolve any overlaps.
</Warning>

## Pay rate handling

The system determines pay rates for auto-generated entries in this order:

1. **Booking-specific rate amendment** — if a custom rate has been set for the staff member on a particular booking, that rate is used.
2. **Default daily rate** — if no amendment exists, the staff member's standard pay rate for that date applies.

Pay rates are resolved per booking, so a single day's timesheet can include entries at different rates if the staff member is assigned to bookings with different rate amendments.

## Related guides

<Columns cols={2}>
  <Card title="Staff management" icon="user-gear" href="/staff/management">
    Add staff members and configure their pay rates.
  </Card>

  <Card title="Timesheet invoices" icon="file-invoice" href="/staff/timesheet-invoices">
    Submit timesheets as invoices for payment processing.
  </Card>
</Columns>