Accurate time entry is essential for measuring the profitability of your business. There are multiple places available for users to enter time, depending on your needs & preferences.
It is recommended that your Creatives (users who are assigned Tasks) use the Today Creatives page exclusively for time input. And then use the Time Sheet page for review and submission.
For your PMs and Overhead type users, who are not exclusively assigned tasks to complete, they can use the Time Sheet page for their initial input of time.
The time sheet screen is designed for the individual user to access their personal time sheets for review and submission for approval. Security settings may allow you to view others' time sheets. Once a time sheet is submitted for approval or is approved, access for editing the time sheet is located in Admin/Manager>Today-Manager: Views: Time Sheets.
Today screen access
From any Today page, you can click on the clock icon to quickly access your time sheet.
By default, your time input will appear in a day view. Select the tab in the upper right corner to switch to a week view.
Select Add a Time Entry.
Choose the Project, Task, and Service and input your hours and comments.
Optional: When a task is finished, select I am done with this task.
To input time on other dates, select the calendar icon and then the appropriate date.
Start a timer
Click the insert row tab to add hours for a new project or task. You can enter the amount of time worked or start a timer.
Select the + icon to start a timer. You can view the timer box on the right side of the screen.
Once the timer is stopped, you can view the details of your recorded time on the right-hand side of the screen. Add any additional information and select Save.
NOTE: If the timer is left running for an extended amount of time, you can save or discard the amount of time recorded, or manually adjust the displayed hours prior to saving.
Delete a timer
To delete an unwanted timer, click the square to stop the timer
Are you sure you want to stop the timer> YES
Click the X in the top right corner
Do you want to save changes>NO
The timer will be deleted
The time entry panel and time sheet allow you to designate a time entry as overtime vs regular time. (Setup instructions)
NOTE: This does not affect whether the time entry is billable or the billable rate of the designated time entry.
Time Entry Panel - to designate the time entry as overtime, check the box Overtime>SAVE
Time sheet - Day view: click on the line. check Overtime box
Time sheet - Week view: click on the time entry box> check Overtime
The time sheet will show the OT for time that is designated Overtime
NOTE: From the System Settings, you can disable this feature.
Select More and Copy Week.
Choose the week you want to copy from and select the week you wish to copy to. You can also copy the comments by checking off the Copy Comments box. Select Copy to save.
NOTE: The actual hours do NOT copy over. Only the Project/Task/Service/Comments will be copied to the selected date.
You can submit hours on a daily or weekly basis.
When all time has been entered at the end of the day/week, select Open Time Sheets.
Ensure the proper hours have been input and select Submit. Submit all hours displayed by clicking the All icon.
NOTE: If you have been set up to be your own time approver, you will see Approve instead of Submit
NOTE: Once submitted, the time is then sent to a designated reviewer and must be approved before the time can be billed. If rejected by the reviewer, you will receive an email with his/her comments. You can then make the necessary changes and resubmit.
If users have the right to approve their own time, then no approval process is necessary and time is reviewed during the billing process instead.
System Settings allows you to customize or alter your default display settings.
Select More and System Settings. Alter the Time Entry Settings for each group by selecting the override box, the Settings you want, and selecting Save.
NOTE: Security settings may limit your ability to use some tabs on this screen.
Time sheet approval
Once you submit your time sheet for approval, it will be sent to the time sheet approver designated on your employee record. The approver will see the time sheet under their Notification Bell, under My Items To Approve.
To Edit an Approved Time Sheet, or one that is Submitted to you, you will need one of the following Security Rights.
- Edit Time Sheets and Expense Reports for anyone.
- Approvers can edit timesheets for people they approve.
Unapproving a time sheet
NOTE: Once a single time entry has become "billed on a client invoice", the entire time sheet becomes locked from editing. Also, you cannot unaporove a time sheet while it's in the Submitted status.
To unapprove a time sheet, go to Search > Views > Time Sheets to access My Time Sheets or other similar named views.
With the View open, search for the time sheet in question, open it. Then click on More > Unapprove.
You will need the Security Rights to unapprove transactions or you can ask one of your administrators to assist you.