Timesheet Settings
Timesheet Portal allows you to configure various options for timesheets. The Timesheet Settings page allows you to configure the options which apply to all timesheets. Individual project can be configured to have different fields displayed, and these are configured on the Tasks page.
To access the timesheet settings page, select "Timesheets" from the "Settings" menu.
Timesheet Due Date
This is the time and date when your timesheet is due. You specify this time as the number of days before or after the timesheet week ends. For example, your timesheet week starts on Monday and finishes on Sunday and you want your timesheet submission deadline to be Monday at 10am. You would set , set the number of days to 0 days after the end of the timesheet week at 10:00 as the deadline. For Tuesday 10am, you would set it to 1 day after the end of the timehsheet week, or for Sunday, set it to 1 day before. If you would like reminder emails to be sent to employees if they have not submitted their timesheets when the deadline has passed, you can do so from the Email Notifications screen (accessible from the Settings menu or the main page). Please note that timesheets can still be submitted after the deadline has passed.
Early Submission
This option allows you to configure how early in advance a timesheet can be submitted. Most businesses will leave this at 7 days so that users can submit timesheets right at the beginning of the week in the case that they are going on Leave from the start of the week. If the user goes to a timesheet in which the last day of the week is more than 7 days from the current date, then the Submit Timesheet button will be disabled. They can still save the timesheet if they wish. To allow them to submit timesheets as far in advance as they like, choose the second option "Allow users to submit timesheets as early as they want
General Settings
Enable Single Project Timesheets
This option allows your users to create timesheets which relate to a single project. Using this feature you can set up project approvers, s that when a project timesheet is created, approvers for the project are made available instead of the employee approvers. Users still have the option to create a mixed timesheet, in which case their employee approvers are shown.
Allow users to create multiple timesheets in a week
If this option is ticked, then users are allowed to create more than one timesheet in a week. Each timesheet can be submitted independently of the other, and can have different approvers and a different set of tasks. This is sometimes useful if a user wants to have different approvers to approve their time for different project in the timesheet. If a user accidentally creates another timesheet, they also have the ability to cancel it and delete it.
Allow users to submit timesheets with zero time
This option will allow users to submit timesheet which do not have any time logged in them at all. We recommend that if a user is not working on any particular project that you create a task for logging 'Non-work' so that you can track time in which they are not working, however you may want to allow them to instead submit a blank timesheet.
Include a freetext field in the timesheet
If this option is enabled, an additional field is shown at the bottom of the timesheet. You can customise the label of this field, for example you may want to record the "Site" a user worked at, or let them enter "Additional Notes" which are related to the entire timesheet (this is different to the detailed notes users can enter for particular project they have worked on).
Include filter to filter clients by cost centre
If you have a large list of clients and project, this option will make it easier for the user to find the client they are looking for, by being able to filter clients by their associated Cost Centre. For this feature to work, you must have set a Cost Centre for each client (from the Clients page).
Submission & Approval
Allow timesheets to be re-submitted if they have been submitted and not yet approved.
This option will allow a user to click a button to Edit a timesheet that has already been submitted but not yet approved. They can then make changes and resubmit the timesheet. If the timesheet has been previously approved, but then its status changed back to submitted, then this option is not available as any approval on the timesheet locks the timesheet from future editing by a non-administrator. Such a timesheet would need to be changed back to Draft by an administrator.
Allow approvers to edit the timesheet free text when approving timesheets
By default, approvers cannot change anything in the timesheet, they must reject it and request the user makes the changes so that they mutually agree. The timesheet free text can be edited by the approver before approving the timesheet if this option is enabled.
Timesheet Appearance
Show Totals For Each Day
If ticked, then a row will be included at the bottom of the timesheet, showing the total hours for each day. Daily totals will only sum up hourly rates. Daily rates will not be included in these totals, however they are shown in the weekly totals.
Show Start/Break/End rate totals
By ticking this, whenver a Start/End or Start/Break/End rate is used, an additional row is added for the rate showing the total for that Start/Break/End combination. You can use this in conjunction with daily totals, however if you only have a single rate being displayed in a timesheet then you will be duplicating the same information.
Show dates next to day of week in timesheet
This allows you to include the date as well as the day of the week on the top of the timesheet for each day of the timesheet period.
Total hours display format
In Timesheet Portal, time can be displayed in HH:MM format or in decimal format. You may be using one format or both in your timesheets depending on how you have configured your rates. This option allows you to specify how the total time at the bottom of the timesheet is displayed. For example, 14 and a half hours of work is displayed as 14:30 in HH:MM format, and in decimal format it is displayed as 14.50
Display custom timesheet message
If text is entered in this box, the message will be displayed at the top of a user's timesheet in a blue box. To disable this feature, just delete all the text here.