Add Timecards for Direct Reports

[Mueller]

I want my leaders to be able to add timecards to timesheets on behalf of their direct reports. Is this possible?

[DanielJ43996773]

Hello @Mueller how are you??

So..

Yes, this is possible in ServiceNow, but not fully enabled out-of-the-box without the proper roles and configuration.

By default, time entry is restricted so users manage their own timesheets, but you can allow managers (leaders) to create/edit time cards for their direct reports with the right setup.

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1. Required Roles

Managers will typically need roles such as:

• timecard_admin (full access)
  or
• timecard_user + additional elevated permissions

If you want controlled access (recommended), avoid giving full admin and instead extend permissions via ACLs.

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2. Manager Access Logic (Best Practice)

To allow leaders to act only for their direct reports, you should:

• Use the manager field on sys_user
• Create or update ACLs on:
  • time_card
  • time_sheet

Example condition/script:

• Allow access if:

  current.user == gs.getUserID()
  OR
  current.user.manager == gs.getUserID()

This ensures:

• Users manage their own time
• Managers manage their team only

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3. Timesheet Policy Configuration

Check:

Time Card → Administration → Properties / Policies

Make sure:

• Editing is allowed after submission (if needed)
• Time cards can be created for other users (this may require customization depending on your version)

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4. UI / UX Consideration

Out-of-the-box UI does not strongly support managers creating timecards for others directly from the standard timesheet view.

Common solutions:

• Create a custom module or UI action:
  • “Create Timecard for Employee”
• Or use a list view of time_card filtered by team
• Or build a Workspace / Catalog / UI Page

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5. Alternative Approach (Recommended)

Instead of forcing it into the standard UI:

• Build a custom experience:
  • Manager selects employee
  • Creates timecards on their behalf
• Enforce validation rules via Business Rules

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Summary

Yes, it is possible, but requires:

• Proper roles (or custom ACLs)
• Manager-based access logic
• Likely UI adjustments for a good user experience

Out-of-the-box behavior is limited to self-service, so enabling manager delegation is typically a controlled customization.

If this answer helps, please mark it as helpful and consider it as a solution.

Regards,
Dan

[Vishal Jaswal]

Hello @Mueller 

The quick and easy implementation without any development will be with desired role and a new module called "Direct Reports - Timesheet" in the "Time Sheets" Application Menu:

1. Navigate to All > System Definition > Application Menus (Table Name: sys_app_application) and search for Title " Time Sheets".

2. Scroll down to modules and click New and give Title of your own choice like "Direct Reports - Timesheet" with Order number of your choice based upon where you want to display it under Time Sheets menu.

3. Under the "Link Type" tab, select the Table as Time Sheet [time_sheet] and click "Add Filter Condition" next to Filter field. In the filter condition, Search and Select Show Related Fields and select User -> User Fields to select Manager. So this becomes User.Manager is (dynamic) Me and hit save. Assumption here is that sys_user table has manager field value populated for users. You can also assign Role under Visibilty tab and check "Override application menu roles" if needed.

4. Impersonate as one of the leader or manager and ensure this manager or all such manager/leader have timecard_admin or timecard_user role as roles listed in the application menu. Navigate to All > Time Sheets and you wil see "Direct Reports - Timesheet" as new module under "Time Sheets" menu (at times it takes coule of refresh to show new module added under an Application menu).

5. You will see the list of users reporting to this leader/manager with their time sheet entries if already exists or you can click New to submit/save one for user as one of your reportee. Post save or opening any existing time sheet entry, you can scroll down to Time cards and click "Insert a new rown"  under Week Starts on which will then automatically populate the user value from the timesheet user field.

6. If the user has already submitted time card for that week which you just selected above, then click on this new module once again and you will see the list view of timesheet showing that user/reportee's timesheet with total hours retrieved from time card.

[Mueller]

I am hoping to achieve this in the Time Sheet Portal. Every manager has access to add time cards to the time sheet via the platform. The problem is arising when it doesn't work inside of the time sheet portal. Any ideas on that one? It does not seem like an ACL or access issue since you can add timecards from the platform UI side. 

[Vishal Jaswal]

Hello @Mueller 

Here are the Time sheet portal instructions: