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Add Employees to a Timesheet

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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.

Prerequisites

Steps

  1. Navigate to the project's Timesheets tool.
  2. 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.
  3. Click the vertical ellipsis (⋮) icon in the top right corner of the timesheet.
    view-timesheet-options-menu.png
     
  4. Select Add Employees.
  5. In the Add Employees window, select the checkbox next to the employees and crew members you want to add to the timesheet.
    add-employees-to-timesheet.png
    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.
  6. Click Add.
  7. Click Add Employees to include additional employees on the timesheet that were not selected in the Add Employees window.
  8. Click Bulk Time Entry to apply the same information to multiple workers on the Timesheet. See Bulk Enter Time Entry for more information.
    bulk-enter-time.png
  9. 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.
  10. Click Update.
    A banner will appear at the bottom of the page confirming the timesheet was successfully created.

See Also