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Best Practices For Configuring Timesheets

With the Timesheets tool, you can configure your timesheets to best meet your team’s needs. Below are different ways that you can create a labor force (the users that show in the Timesheets employee list) and the configuration options you can enable.

Set Up a Labor Force
  • For users to appear in the Timesheets Employee list:
    • Add Employees on an individual project basis.
      • Go to the Directory, add or edit each employees user profile and under 'Personal Information', scroll down to mark the checkbox that says 'Is Employee of [Company Name]?’. The employee will need to be added to each Project Directory that you want to track their time for. See Edit a Person in the Project Directory for more information.
      • Add a "worker" to the Crews tool. An email address is NOT required to create a "worker" nor do they need to be added to the Directory. See Add a Worker to learn more.
    • Select Employees from the Company Directory (only if the configuration "can be tracked on all projects" is marked).
      • Employees will be listed in the Timesheets tool for all projects if the configuration "Employees Can Be Tracked On All Projects" is enabled and they are an "Employee of the Company". See Track Employees To All Projects For Timesheets.
    • Select a crew (a group of employees).
      • A crew must first be created in the Crews tool. For more information, see Create a Crew.
Configure a Timesheet

Default Timesheet Configuration Settings can be managed by Admins on the Company Admin tool. See Manage Time Tracking Settings for more information. The settings that can be managed on that page are listed below:

  • Choose default work week:
    • You can select what you want your company's work week to be in the Timesheets, Company Timecard, and Daily Log tools.
      Note: This setting will display as the filter "current work week" or "last work week" in Timesheets custom reports.
  • Can company employees be tracked on all projects?:
  • Manage Time Types:
    • Mark or add pay types you want to show in the Time Type drop-down. 
  • Limiting Cost Codes by Cost Type:
    • Mark the cost types with the corresponding cost codes that you want to show in the Cost Code drop-down list. 
      Note: See Set Default Cost Types to learn how to add custom cost types. ​​​​​​​
  • Custom Signature Text:
    • You can enter in a custom text that will show in the Signature field when a user is signing a time entry.

Project level Timesheets Configuration Settings can be set up and managed in the Project level Timesheets tool. See Configure Advanced Settings: Timesheets on how to enable these project-based settings listed below:

  • Time Entry Settings:
    • You can either show Start Time and Stop Time or Total Hours. 
  • Enable Additional Fields on all Timecards:
    •  You can select what optional fields you want to show on timecards. 
Set Up Reports
  • Labor Budget to Actual Report:
    • Track the percentage of budgeted labor hours versus actual labor hours used in real-time. See Set Up Budgeted Labor Hours for more information.
  • Production Quantities Report:
  • Field Production Report:
  • Custom Report:
    • Create a custom report or use one of our templates like "Weekly Timesheets by Employee" or "Payroll Report" to gain real-time insights on labor tracking. See Create a Custom Project Report.

Video

 

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