RHA Huddle — Admin Guide
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Admin Walkthrough

Admin Guide to Huddle

Everything you need to manage your team's time tracking, review and approve timesheets, run payroll, and pull reports.

01
Team Timesheets
02
Approvals
03
Payroll
04
Reports
05
Staff
06
Projects
07
Commissions
08
Error Guide
01 — Overview

Team Timesheets

A weekly calendar showing every staff member's logged hours side by side — your bird's-eye view of the whole team.

  1. 1
    Click Team Timesheets in the Admin sidebar.
  2. 2
    Use the date pickers and arrow buttons to navigate by week. Each column is one day.
  3. 3
    Use the Staff dropdown to filter to one or more specific people.
  4. 4
    Each row shows one staff member + category combination. The Totals row at the bottom sums each day's hours.
💡
Today's column is highlighted in blue. Hours show as decimals (e.g. 1.5 = 1 hour 30 min). An empty cell means no time was logged that day.
huddle.rebelhealthalliance.io
Staff
Timer
Log Entry
Timesheet
Admin
Team Timesheets
Approvals
Payroll
Reports
Staff
Projects
Team Timesheets
←
→
May 26 – Jun 1, 2026
All Staff ▾
Name Mon
26		 Tue
27		 Wed
28		 Thu
29		 Total
Sarah J.2.01.53.01.07.5
Mike T.1.52.01.02.57.0
Totals3.53.54.03.514.5
02 — Review & Action

Approvals

Review submitted timesheets from your team, approve them, or send them back with a reason if something needs fixing.

  1. 1
    Click Approvals in the Admin sidebar. The Pending tab shows all timesheets waiting for your review.
  2. 2
    Use the quick filters (Current Period, Last Period, etc.) or arrows to jump to a pay period.
  3. 3
    Click View Entries on a card to expand the day-by-day breakdown before deciding.
  4. 4
    Click Approve to sign off, or Reject to send it back — you'll be prompted to enter a reason and optional per-entry notes.
  5. 5
    Switch to the History tab to see all previously approved, rejected, or paid timesheets.
⚠️
When you reject a timesheet, the staff member receives an automatic email with your reason. Make sure your notes are clear before hitting Reject.
huddle.rebelhealthalliance.io
Admin
Team Timesheets
Approvals
Payroll
Reports
Staff
Projects
Approvals
Pending
History
Current Period
Last Period
2 Periods Ago
Sarah Johnson
Submitted
May 16–31 · 12h 30m · 8 entries
✓ Approve
✕ Reject
View
Mike Torres
Submitted
May 16–31 · 9h 00m · 6 entries
03 — Payment

Payroll

Once timesheets are approved, Payroll shows you each person's hours, rate, and amount owed so you can mark them paid.

  1. 1
    Click Payroll in the Admin sidebar. Use the period navigator to select the pay period.
  2. 2
    Each row shows a staff member's name, entity (RHMS/RHA), hours, rate, and total amount.
  3. 3
    Click any row to expand a day-by-day breakdown of what they logged.
  4. 4
    Once you've processed payment, click Mark Paid on each person. Their timesheet moves to Paid status and appears in their Pay History.
  5. 5
    Use Export PDF or Export CSV for your payroll records.
💡
Only Approved timesheets appear in Payroll. Staff with a null entity (e.g. payroll-exempt staff) are excluded automatically.
huddle.rebelhealthalliance.io
Admin
Team Timesheets
Approvals
Payroll
Reports
Staff
Projects
Payroll
Export PDF
CSV
←
May 16 – May 31
→
Total Hours
21.5h
Total Payroll
$645
Staff
2
SJ
Sarah Johnson
RHMS · $30/hr
12.5h
$375
Mark Paid
MT
Mike Torres
RHA · $30/hr
9.0h
$270
Mark Paid
04 — Analytics

Reports

Detailed breakdowns of how time is being spent — by staff member, by client, or by project category.

  1. 1
    Click Reports in the Admin sidebar. Set the date range and entity filter (RHMS / RHA / Both).
  2. 2
    Staff Logs tab — full entry list per staff member with submitted hours, approval status, rate, and amount. Expandable rows show each entry.
  3. 3
    By Project tab — hours grouped by client/project so you can see who's getting the most attention.
  4. 4
    By Project tab — hours grouped by category (Member Session, Admin, Operations) with subcategory breakdowns.
  5. 5
    Toggle All / Approved to filter between all logged time or approved-only entries. Export via PDF or CSV.
💡
The Staff Logs PDF export includes a Department Totals summary at the end — total hours and payroll grouped by RHMS and RHA separately.
huddle.rebelhealthalliance.io
Admin
Team Timesheets
Approvals
Payroll
Reports
Staff
Projects
Reports
PDF
CSV
May 1 – May 31 ▾
All Staff ▾
Both ▾
All
Approved
Staff Logs
By Project
By Project
Staff MemberPeriodEntityStatusHoursAmount
Sarah J.May 16–31RHMSApproved12.5h$375
Mike T.May 16–31RHAApproved9.0h$270
Sarah J.May 1–15RHMS14.0h$420
05 — Team Management

Staff

View and manage your team's profiles — hourly rates, department assignment, and roles are all set here.

  1. 1
    Click Staff in the Admin sidebar. You'll see a table of all staff with their name, role, entity, and rate.
  2. 2
    Click any row to open the staff panel — a slide-in drawer on the right with their full details.
  3. 3
    Edit their hourly rate, department (RHMS / RHA / RHMS-RHA), and role (staff / admin / operations).
  4. 4
    Use the entity filter dropdown to view only RHMS, only RHA, or all staff.
💡
Staff with null entity are excluded from payroll reports. Set their department in the Staff panel to include them. Only 5 staff have admin role: john@, sarah@, rowena@, patricia@, rachelle@.
huddle.rebelhealthalliance.io
Admin
Team Timesheets
Approvals
Payroll
Reports
Staff
Projects
Staff
All ▾
NameRoleEntityRate
Sarah JohnsonstaffRHMS$30/hr
Mike TorresstaffRHA$30/hr
Jane LeestaffRHMS-RHA$35/hr
Rowena P.admin——
06 — Client List

Members

The Projects list is the source for the project search in the Timer and Log Entry. Keeping it accurate ensures staff can log sessions correctly.

  1. 1
    Click Members in the Admin sidebar to see the full client list.
  2. 2
    Click Add Project to create a new entry. Enter the project or client name.
  3. 3
    Click any project row to edit or delete their record.
  4. 4
    Use the search bar to quickly find a member by name.
💡
When staff search for a member in the Timer, they're searching this list. If a member's name isn't appearing, check here to make sure they've been added.
⚠️
Deleting a member does not delete past time entries logged against them — historical data is preserved.
huddle.rebelhealthalliance.io
Admin
Team Timesheets
Approvals
Payroll
Reports
Staff
Projects
Projects
+ Add Project
Search projects...
First NameLast Name
SarahJohnsonEdit
MichaelTorresEdit
EmilyChenEdit
RobertWilliamsEdit
LisaMartinezEdit
07 — Sales Tracking

Commissions

Track sales commissions for your team — new sales, existing sales, and retention deals — with automatic payment schedules.

  1. 1
    Click Commissions in the Admin sidebar. The Commission Log tab lists all commissions.
  2. 2
    Click + Add Commission to record a new sale. Select the type: New Sale, Existing Sale, or Retention.
  3. 3
    For monthly commissions (New/Existing Sale), the system auto-generates 6 monthly payment installments at 10% of the sale price each.
  4. 4
    Open a commission record and click Mark Paid next to each installment as you pay it out. When all 6 are paid, the commission auto-flips to Paid.
  5. 5
    Switch to the Payment History tab to see all paid installments grouped by month.
💡
Retention = flat $500, one payment. Annual New/Existing Sale = 10% × price, one payment. Monthly New/Existing Sale = 10% × price spread over 6 months.
huddle.rebelhealthalliance.io
Admin
Team Timesheets
Approvals
Payroll
Reports
Staff
Projects
Commissions
Commissions
+ Add
Commission Log
Payment History
TypeStaffClientCommissionPaymentsStatus
New Sale Sarah J.E. Chen $240 2/6 Approved
Retention Mike T.R. Smith $500 1/1
Existing Jane L.T. Brown $180 0/6 Pending
08 — Troubleshooting

Error Guide

Scroll down to find the error you're seeing — each one shows what it looks like and how to fix it.

Timer — Crazy Number (e.g. 494470:20:41)
Time Tracking · Timer
494470:20:41
Stop Timer
What happened
A network hiccup saved a timer entry without a start time. The clock counts from 1970, giving a huge number. Do not click Stop Timer.
Fix (for the affected staff member)
Have them refresh the page. The app auto-clears the bad entry with 0 minutes. Delete that 0-min entry in Supabase → time_entries.
Login — Magic Link Expired
✕ Error signing in. The link may have expired or already been used.
What happened
Magic links expire after 1 hour and can only be used once.
Fix
Go back to the login page and request a fresh link. Check Spam if it doesn't arrive.
Timer — Daily 12-Hour Limit Reached
⚠ Daily 12-hour limit reached — timer stopped.
What happened
Staff member hit the 12-hour daily cap. The timer auto-stopped.
Fix
This is intentional — no action needed. Staff can still add entries via Log Entry. Timer unlocks at midnight.
Approvals — Staff Resubmits After Rejection
Rejected — Action Required:
Entry on May 12 shows 4 hours but session was 1 hour.
Staff edits entries → resubmits → back in your Pending queue
What happened
You rejected a timesheet. The staff member fixed and resubmitted — it reappears in your Approvals Pending queue.
What to do
Go to Approvals → Pending, review the corrected entries, and approve or reject again.
Any Page — Failed to Load / Save
huddle.rebelhealthalliance.io says
Failed: Network error
OK
What happened
A network drop prevented saving. Can occur on Approve, Reject, Mark Paid, or any save action.
Fix
Check internet connection, refresh the page, and try the action again. The data was not saved.