Time sheet

A short video introduction to the time sheet:

There are several ways to enter hours to your time sheet. In this article you will be introduced to the most commonly used features.

Time sheet weekly view

This view is the most commonly used view. Vertically you see the list of jobs and horizontally you see each day of the week.

Adding jobs to the time sheet

There are three ways to add jobs to your time sheet:
1. Adding a job by entering a search string. Search on customer name, job name or job number.

2. Clicking the Add job button will allow you to pick the job from a list of jobs (note: you can do a search/filter by typing in either the job name or client name in the list). 

3. Adding a job through the to-do list
When you start/stop the timer on the to-do list the job and hours will automatically be added to the time sheet.

Pinning a job to stay on the time sheet
If you are working on the same job week after week, you can use the pin option to make the job stick to your time sheet and it will appear next week as well, provided certain criteria is met. Pinned jobs are added a few weeks forward, so may still appear in your list the next week after being un-pinned.

 

Additional options

From the content menu, you can access additional options. Most options are self-explanatory.

Copying another week time sheet to current week
Clicking the Copy week button will bring up the sidebar and you can choose to copy jobs from a previous week to this time sheet. Only jobs that are not finalised will be copied.

Absence entry
Clicking on the Absence entry button will allow you to fill in absence. You can make entries ahead of time. The type of absence is to be picked when entering absence so you can differ between eg. vacation and illness. Read more about entering absence here or read more about how to see how much holiday is left.

Approving the time sheet
There are different options on approving the time sheet. You can either approve day-by-day or once a week. Check internally how often you are required to enter and approve the time sheet.

Deleting entries
You can delete entries (unless they are locked) by clicking on the Delete button. If you have a lot of jobs on the time sheet and want to clean up you can click the Delete records with no data button. This will delete all jobs with no time entries.

Changing activity
The system will usually use the default activity type added to your user profile. If you would like to choose another activity click on the Activity column to change to another activity. This can have an effect on the hourly rate on the time entry.

Adding more time to an existing time record
You can easily add more time to an existing time entry. Watch the video below for a quick guide.

 

System variables

A bunch of system variables will affect the time sheet.

177: Ability to change the Activity associated with a time entry in the time sheet

601: Show hourly rates on time sheet

725: Enable “Billable” check box on time entries.

857: Only allow system admins to change the activity on a time entry

871: If a user enters less than their basic time, this system variable defines the allowed deviance before the user will have to enter a comment on why they entered less time

917: Block approval of time sheet if entered time is less than basic time

Notification: Incomplete time entry

You can also enter time through the incomplete time entry notification. Read more about notifications here.

Using the task list to enter time

If you are assigned to a task then you can easily enter the time spent on the task. Read more about this feature here.

Using a mobile app

You can use a mobile app to enter hours to your time sheet. Read more about using mobile apps here.

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