Add Employees to a Timesheet
Objective
To add employees to an already created timesheet in the project's Timesheets tool.
Things to Consider
- Required User Permissions:
- To add employees to any timesheet, 'Admin' level permission on the project's Timesheets tool.
OR - To add employees to a timesheet that you created, 'Standard' level permission or higher on the project's Timesheets tool.
- To add employees to any timesheet, 'Admin' level permission on the project's Timesheets tool.
Prerequisites
- If the timesheet has been approved, you must first Unapprove a Timesheet.
Steps
- Navigate to the project's Timesheets tool.
- Locate the timesheet you want to add employees to.
Notes:- If a date is not selected, all timesheets will be listed.
- You can select a date range in order to see all timesheets for a certain time period.
- Click the vertical ellipsis (⋮) icon in the top right corner of the timesheet.
- Select Add Employees.
- In the Add Employees window, select the checkbox next to the employees and crew members you want to add to the timesheet.
Notes:- To appear in this list, the person must be added to a Directory and a checkmark must appear in the 'Is Employee of <Your Company>
' box on their profile. For more information on how to check for this setting in a user's profile, see Edit a User Account in the Project Directory. - Employees who are only entered in the Company Directory can be selected if the 'Can company employees be tracked on all projects?' setting is enabled. See Configure Advanced Settings: Company Level Timesheets.
- With the setting "Employees Can Be Tracked On All Projects" enabled, you must have at least 'Read Only' permissions on the Company Directory tool to see all employees and workers.
- To select a crew, a crew must first be created in the Crews tool. For more information, see Create a Crew.
- To appear in this list, the person must be added to a Directory and a checkmark must appear in the 'Is Employee of <Your Company>
- Click Add.
- Click Add Employees to include additional employees on the timesheet that were not selected in the Add Employees window.
- Click Bulk Time Entry to apply the same information to multiple workers on the Timesheet. See Bulk Enter Time Entry for more information.
- Enter the following information:
Notes:- An asterisk (*) denotes a required field.
- Optional fields can be enabled/disabled in the Configure Settings. See Configure Advanced Settings: Timesheets.
- Classification: Select the employee classification from the drop-down menu associated with the time entry.
Note: If the user or worker has already been assigned a classification, this field will automatically populate. See Add a Classification. - Sub Job: Select from the drop-down menu the sub job associated with the time entry.
- *Cost Code: Enter or Select from the drop-down menu the cost code(s) associated with the log entry.
Note: If you are an admin on the Company Admin tool, you can limit the cost code selections that appear in this list. - Location: Select from the drop-down menu the location where the work was performed by that user.
- *Start Time: Enter or Select the time the user began working.
- *Stop Time: Enter or Select the time the user stopped working.
Note: You will only see the Start and Stop fields if you have configured your settings to show these fields. See Configure Advanced Settings: Timesheets. - Lunch Time: Select from the drop-down menu the amount of time taken for a lunch break. Select from the following options:
Notes:- The amount of time selected will be subtracted from the Total Time.
- This field will only be available if Start Time and Stop Time is enabled.
- 0 min (Default)
- 30 min
- 45 min
- 60 min
- Time Type: Select from the drop-down menu the type of pay being entered. Select from the following options:
Note: If you are an admin on the Company Admin tool, you can add custom time types and/or exclude time types in this list. See Configure Advanced Settings: Company Level Timesheets for more information.- Regular Time
- Double Time
- Exempt
- Holiday
- Overtime
- PTO
- Salary
- Vacation
- Billable: Select from the drop-down menu if the hours are billable by clicking Yes or No.
- Add Description: Click to enter additional comments to the time entry.
- Add Line Item: Click this option to create extra line items on a time entry.
- Classification: Select the employee classification from the drop-down menu associated with the time entry.
- Click Update.
A banner will appear at the bottom of the page confirming the timesheet was successfully created.