Settings and Restrictions

Timesheet Settings and Restrictions

General Settings

Time Log Settings

Time Log View:

You can set a Time Log view for the employee of your organization to see his/her daily, weekly or monthly logs as required.

  • Click on the daily/weekly/monthly from the drop down
  • Click 'Submit'

Now the selected Time Log view will be reflected for your employees under Timesheets > Time Logs >List View. This will be their default view once they land in List View.

Time Log Type:

This setting lets your employees log time manually or automatically i.e using the Timer, or both manual and automated ways.

For instance, if you want your users to log time using only the manual method,

  • Select 'Manual' under Time Log Type and click 'Submit'

Timer Edit Permission:

You can configure settings for your employees to edit his/her own Timer entry or allow the timer entries to be edited only by the Reporting Manager or the Admin. For example, to allow the User to edit his/her own timer entries,

  • Under Timer Edit Permission, select 'Self' from the drop down
  • Click 'Submit'

Now your users will be able to edit his/her own timer entries.

Show Time Log Location:

In this setting, by choosing 'Yes' the location from where the time was logged by the user will be shown. 

Restrict the log time based on the estimated hours:

This would restrict the user's time logged for any job, based on the estimated hours set, while adding the job. Enabling this will prevent the User from logging more time for a job, than what is given as the estimated hours.

Maximum billable log hours per day/week:

In order to maintain consistency in the number of hours worked, you may need to have a fixed time defined for work done on each day. This setting lets you define a maximum count for the billable time that is logged in a day or week. Let us consider this case. If you want your employees to log time only for 8 hours a day, you can define this restriction here.

  • Under Maximum log hours per day/week, select 'Per Day' and enter the number of hours you would like to fix
  • Click Submit

Similarly, you can also fix the maximum working hours for a week. This setting will restrict employees from logging in more time than what is fixed by the organization for a week.

Note:The maximum hours allowed for a day is 24 hours and for a week is 168 hours i.e 24*7.

Also, you can allow overtime worked by your employees to be calculated as part of the maximum billable hours.

When overtime is enabled, the maximum billable hours allowed to be logged for a day or week will be inclusive of the overtime hours.

  • Click on 'Allow Over Time'. This option will be visible only if you set maximum billable log hours
  • Enter the maximum OT(Overtime) Hours that you would like to allow
  • Enter the Extended OT (Overtime)Hours that you would like to allow

 Tip: You can set various rates for Overtime and Extended Overtime worked by your employees. Know more.

  • Click 'Submit'

Similarly, you can include and exclude weekend(s) and holiday(s) from being considered as overtime.

 

Restrict time logs within attendance hours:

When enabled, the user will be able to create time logs only within their attendance hours for any given day. For example, if an employee has been present from 9 AM to 11 AM ( 2 hours), then the time logs for that day should also be for 2 hours or lesser. 

Restrict time logs for:

This option restricts your employees to log time for future dates, unpaid leave, paid leave/Compensatory Off and on holidays and weekends.

For instance, if you would like to have specific settings set to any User who is a manager in your organization for creating manual logs, then you can have it configured here.

Restrict time Logs within job's period:

Based on your organization's requirements time log restrictions can be further fine-tuned to prevent employees from adding time logs outside a job's assigned time frame. The following options can be used:

  1. Time log date is not within the job's start and end date.

    When this restriction is enabled, employees cannot log time if the date selected for logging time is not within the job's start and end date.

  2. The present date is not within the job's start and end date

    When this restriction is enabled, employees cannot log time if the present date is not within the job's start and end date.

Furthermore, it is important to note that when either the job's start or end dates are not defined the behavior of this feature will vary as described below:

  • When jobs have only start date defined:
  1. If the 1st option is checked, then the employees can only log time if the time log date is on or after the start date of the job.
  2. If the 2nd option is checked, then the employees can only log time if the present date is on or after the start date of the job.
  • When jobs have only end date defined:
  1. If the 1st option is checked, then the employees can only log time if the time log date is on or before the end date of the job.
  2. If the 2nd option is checked, then the employees can only log time if the present date is on or before the end date of the job.
  • When jobs do not have both start and end date defined:

    Both 1st and 2nd option will have no impact.

Default Billing Status:

For any Job of the User for which the user logs time, the billing status set here will be the default status.

Default Work Items:

You can configure default work items here. These will be shown as drop-down options for work items while logging time.

Timesheet Creation Settings

Exclude Jobs without Clients:

This setting comes to use when you do not want stand-alone jobs to be included in the Timesheet creation. Due to the fact that Jobs can be created without being associated with a Client, it is obvious that the Time Logs created can be for Jobs that are not associated with any Clients. However, when these logs are collated for Timesheet creation, you have the option to exclude jobs that are not mapped to any Clients. Follow the steps given below.

  1. From your home page, go to Timesheet > Settings > General Settings.
  2. Under Timesheet Creation Settings, go to Client.
  3. Select Exclude Jobs without Clients.

  1. Click Submit.

Billable Status:

When Time is logged, you can decide if you want only the Billable logs to be sent for approval. This will help in scenarios where you have both billable and non-billable logs but need only billable logs to be approved. Follow the steps given below.

  1. From your home page, go to Timesheet > Settings > General Settings.
  2. Under Timesheet Creation Settings, go to Billable Status.
  3. Select Billable.

  1. Click Submit.

Timesheet Creator:

According to your organizational needs, you may want to grant permission to create timesheets for users of managerial roles or self or even the admin. You can have this configured using Timesheet Settings. For instance, if you want only the Reporting Manager to create Timesheets,

  1. From your home page, go to Timesheet> Settings > General Settings.
  2. Under Timesheet Creation Settings, go to Timesheet Creator.

  1. Select Reporting Manager from the drop-down.
  2. Click Submit.

Once this is done, only Reporting Managers will be able to create Timesheets.

Note: In the drop down there are other options like Self and Admin using which permissions can be granted to all users or granted only to the Administrator.

 Show rate per hour in timesheet for 

In some organizations, the employee's rate per hour in the timesheet is preferred to be hidden to some users. Let's say you want the rate per hour in timesheet to be hidden from the employee:

  1. Go to Timesheet > Settings > General Settings 
  2. Under Timesheet Creation settings, go to Show rate per hour in timesheet for
  3. Uncheck Employee

Note:Rate per hour will be shown to Admin by default and cannot be unchecked.

Payroll Calculation Settings

Include Paid Leave

You can enable Include Paid Leave to include paid leave as part of your payroll calculations.

Once 'Include Paid Leave' is enabled, paid leave will be reflected in the payroll report. Click here to view the payroll report.

 

Attendance Integration Settings

Hours logged in Timesheet can be converted as attendance entries for the day with this setting, This means that the presence of your employees is notified when they start tracking time for any of the jobs that have been added for them. This eliminates the step of doing a web check-in because, when the employee starts tracking time for a job, it means that the employees have checked-in for the day.

To enable integration of Timesheet with your attendance module,

  1. From your home page, go to Timesheet > Settings > General Settings.
  2. Under Attendance Integration Settings, enable Push Timer Entries to Attendance.

Note: This option works only for Time logged using timers.

Export Settings

Certain files contain sensitive information that needs to stay private when they get exported. Such files can be encrypted with a password. The exported file will be accessible only with the password sent to your mail ID and hence ensures a secure export. Follow the steps given below to do this.

For instance, if you would like to export the Payroll Report of your employees secured with a password, password protection for exporting should be enabled in the first place. To do this,

  1. From your Home page, go to Timesheet > Settings > General Settings.
  2. Under Export Settings, click on Enable password protection.
  3. Click Submit.

Now to export the file, in this case, the Payroll report,

  1. Go to Timesheet > Reports > Payroll Report.
  2. Click on the ellipsis icon > Export
  3. Select the desired format and click Export.

The file will get exported in the chosen format which can be accessed with a password sent to your mail.

NoteIf formats .xls, .csv and .tsv are selected, the file gets exported as a .zip file

User Settings

User Settings lets you configure Time Log settings that are specific to particular User(s). This comes to use when you would like to set permissions to certain users alone, different from the rest of the organization.

To add settings,

  1. From your Home, go to Timesheet > Settings > User Settings > Add Settings.
  2. Provide a name for the settings that you would like to configure.
  3. Select a particular User or multiple Users. The settings will be applicable to the user(s) selected here.

Follow the same steps as you do while configuring General Settings for Time Tracker. The setting defined here will reflect only for the particular Users selected.

Approval Settings

  1. From your home page, go to Timesheet > Settings > Approvals Settings.
  2. Enter Name of the Approval and set criteria if needed.

Approvals

You can either configure approver or allow the system to auto approve or auto reject the record based on the criteria requirements.

Follow the steps given below to configure an approver:

  • Click Configure Approver

In the first tab, there are various options like Reporting to, department lead, out of which, you can select one. 

Note: Since Time Tracking is done for Projects, you also have the option to create approval based on the Project Manager. While choosing the Approver, you can select Project Manager from the drop down to have the timesheets approved only by the respective Project Manager. 

There is also an option where an employee can select the approver while adding the record. Approvals can be set up to five levels of Reporting To.

Under message, there are system options for you to select. Based on your selection, the email will go to the respective person.

Approver - If you select this option, the email will go to the Approver who is configured.
Team mail id of the person performing this action - If you select this option, the follow-up email will be sent to the Team mail id of the person who submitted the approval request.
The person performing this action - If you select this option, the email will be sent to the person who sent the request for approval.
Reporting Manager of login user - If you select this option, the email will be sent to the reporting manager of the person who submitted the approval request.

Other than this, there are lists of Users, Roles,  and Departments from which you can select the recipient of the email.

  • Click Save once you are done

Note: In the absence of Approval configuration, the data that is shown under Time Logs(both List View and Calendar View) as well as in the Reports will be filtered based on the parameters chosen in the other filters. The Approval Status filter will remain passive since there is no Approval configuration done.

It is possible to disable the approvals that have been configured by making use of the enable/disable options for each Approval configuration under Settings > Approval Settings

As an approver of any Timesheet of your employees, you can view the list of Timesheets that have been sent for your approval under,

  • Homepage >Timesheet > Timesheets > My Approvals

You can also approve or reject approvals at a time.To do this,

  1. From your home page, go to Timesheet > Timesheets > My Approvals.
  2. Select the timesheets that you would like to approve/reject and click Approve/Reject.
  3. Enter comments if any and select Approve or Reject.

Scheduler Settings

Sometimes, employees forget to submit their timesheets in spite of reminders.You can have an automated scheduler set to push Timesheets for Approval.

  1. From your home page, go to Timesheet > Settings > Scheduler settings > Add Schedule.
  2. Enter the details.
  3. Under Applicable For, select the options as required.

  1. Click Submit.

This scheduler will collate the Timesheets and push it for approval automatically at the time that is selected.

Reminder Settings

You can have a reminder set at regular intervals to remind your employees to submit their time logs or timesheets. 

Using the reminder settings, reminders can be sent to employees in the following scenarios:

  • When they have not logged time
  • When they have logged less than a specified number of hours
  • When they have not submitted timesheets for approval
  • When they have submitted less than a specified number of hours for approval

In addition to reminding employees, reporting managers can also be notified of the list of their reportees based on the above scenarios. 

Let us see how we can configure a reminder to HR Managers (and a specific employee) who have logged less than 40 hours in a week at 6:00 PM every Friday. Additionally, reporting managers should also be notified. 

To achieve this,

  1. Go to Timesheet > Settings > Reminder Settings > Add Reminder
  2. Give a name for the reminder
  3. Under Type, select Time Logs 
  4. Under Frequency, select Weekly, Friday
  5. Enter 6 PM as the reminder time under Time of Schedule

  1. Select when you want to notify the employees. In this case, select have logged less than 40 hours
  2. Under Applicable For, select HR under Department, Manager under Role and the specific employee under Users
  3. Select Employee and Reporting Manager under Notify via mail
  4. Click Submit.

Similarly, such a reminder can also be configured for Timesheets when employees have submitted less than an expected number of hours for approval.

Payroll Settings

  1. From your home page, go to Timesheet > Settings > Payroll Settings.
  2. Click 'Add Employee Rate'.
  3. Select the employee from the drop-down and enter the Rate per Hour.
  4. Similarly, enter the OT rate per hour and extended OT rate per hour.

  1. Click Submit.

In this case, the rate that you would like to fix for the first 2 hours of OT should be specified under 'OT Rate per hour'  and the rate that you are going to fix for the next 3hours should be entered under 'Extended OT Rate per hour'. Once this is done, the rates will be calculated as follows:

  • Total OT rate = OT Rate per hour x OT hours mentioned in Settings
  • Total Extended OT rate = Extended OT Rate per hour x Extended OT hours mentioned in Settings

Note: The currency for this rate will be based on the location of the employees if they are assigned to locations. Location-based currencies are added under Time Tracker > Settings > Billing Settings > Currency.

You can use the + icon to add more locations and assign currencies accordingly. In cases where the location is not defined, the rate per user will be applicable as per what is defined as the default currency of the organization.

  • Click Submit

Billing Settings

Billing Settings lets you incorporate taxes into your bills, currency setting for your bill, numbering bills and more.

To have a currency set for your bills,

  1. From your home page, go to Timesheet > Settings > Billing Settings
  2. Click Edit settings

You will be able to edit the currency. 

Note: If you have not chosen a currency while adding the Client, then, the currency that you select here (in Billing Settings) will be used to generate the bill for the Client.

 

  1. Click Submit

To incorporate taxes for the bills,

  1. From your home page, go to Timesheet > Settings
  2. Click the Billing Settings tab
  3. Click Edit settings
  4. Under Tax Name, give a name
  5. Under Tax Percent, define the percentage
  6. Click the + icon to add another row

  1. Click Submit.

 Tip: Click here to know more on Bill Generation in Zoho People

Bulk Log Customization

This setting lets you customize bulk logs like Daily, Weekly and Monthly logs. You can enable and disable fields that you would like to place in your daily/weekly and monthly logs. Required fields like Work Item, Client Name, Project Name etc will be listed out of which you can enable or disable required or unnecessary fields respectively. However, mandatory fields of a Time Log like Billable Status and Hours cannot be disabled.

Pay Period Settings

Creating a pay period can help you define set timelines for your payroll to be processed and for the payroll report to be generated in the set periodicity. 

Follow the steps given below to configure a pay period.

  1. From your home page, go to Timesheet > Settings > Pay Period Settings.
  2. Click + Configure Pay Period.
  3. Give pay period name and select the cycle.
  4. Give an end day for the pay period.

The start day will get populated automatically.

Note: The pay period will be dependant on the values you select here. For example, if you want to process payment for the month of July, with your pay period ending on the 25th of July, then you have to select 25 in the end day. This means that the salary processed will be from the 26th of the previous month until the 25th of the current month.

  1. Select the Payroll processing day - the LOP report and the Overtime report of the period will be processed on this day by 11:59 PM. Any modifications to the timesheet entries ( leave and attendance entries) will be locked at 11:59 PM if Lock is enabled. 
  2. Select the Payroll report generation day - the payroll report under Leave will be generated on this day at 00:00 AM. LOP report of the period will be locked once the payroll report is generated.
  3. Under Applicable Location, select the location for which the pay period is applicable.

  1. Click Save

Note: Pay Period settings can be also configured under Attendance > Settings > Pay Period Settings and Leave > Settings> Pay Period Settings.

 

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