Log time per project and RIBA stage on a weekly grid, run a submission and approval workflow, and turn the hours into utilisation that feeds breakeven and project profitability.
Most architecture timesheets are a spreadsheet nobody fills in and nobody reads. Arkavio's are different: every hour is logged against a project and a RIBA stage, so the same data that records who worked when is also the cost actuals your practice economics read from. It is one module in an all-in-one practice management platform for UK practices of 1 to 50 staff, and it closes the loop back to the cost model that prices your fees.
Enter time on a spreadsheet-style grid — projects and categories down the side, Monday to Sunday across the top, arrow-key and Tab navigation. Every cell is tied to a project and a RIBA work stage, so you can total hours spent on Stage 2 across the whole studio, not just project-level totals. Autosave runs on a 2-second debounce, plus a copy-last-week action to clone your previous week's shape.
Staff move a week through draft, submitted, approved or rejected; managers and directors get an approvals queue with checkbox batch-approve, single approve, and reject with a required reason. Small practices can switch on auto-approve so a submission is signed off instantly. Every state change is written to an audit log that RLS protects against edit or deletion.
Each entry captures a cost-rate snapshot at submission, so historical project figures are insulated from later rate changes. Last-week utilisation (project hours over contracted) is banded green at 65% or above, amber 60–65%, red below 60% — surfaced on the timesheets summary bar and a dedicated practice utilisation page. These actuals are the foundation the fee intelligence engine uses to compare estimated against actual hours.
Set an org-level timesheet deadline day. A nightly cron emails active staff who still have a draft once the deadline passes, and the summary bar flags who is late. Managers export the last 90 days of approved time to CSV for payroll or reporting, and drill into any week as a read-only grid with its full audit timeline.
Ten leave and non-project categories ship by default — annual, sick, maternity, paternity, TOIL and unpaid leave, plus CPD, business development and admin — alongside your own custom categories. Contracted hours are stored per week, with per-day patterns held for part-time staff, so utilisation is measured against the right denominator.
Timesheets are not a standalone clock-in tool bolted onto the side. Because every hour is logged against a project and a RIBA stage and stamped with a cost-rate snapshot, the same data flows straight into the fee intelligence engine — the shared cost model that derives each grade's breakeven and charge-out rate. That is what makes the all-in-one claim credible for a 1-to-50-person practice: your actual hours, your overheads, your staff costs and your fee proposals read from one source of truth, so utilisation is not just a number on an HR report — it is the input that tells you whether the fee you quoted is holding.
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