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'

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.

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 Log(s) 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.

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.

  • From your home page, go to Timesheet > Settings > General Settings
  • Under Timesheet Creation Settings, go to Client
  • Check the box "Exclude Jobs without Clients"

  • 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.

  • From your home page, go to Timesheet > Settings > General Settings
  • Under Timesheet Creation Settings, go to Billable Status
  • Select Billable

  • Click Submit

Timesheet Creator:

According to your organizational needs, you may want to grant the 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,

  • From your home page, go to Timesheet> Settings > General Settings
  • Under Timesheet Creation Settings, go to Timesheet Creator

  • Select Reporting Manager from the drop-down and 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.

Client Settings

Zoho People has integrated with Zoho CRM, a customer relationship management system. If you are a Zoho CRM user, you can pick clients from your CRM client list and add projects for them in Zoho People. This integration requires an authentication token, which can be entered here.

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,

  • From your home page, go to Timesheet > Settings
  • Under Attendance Integration Settings, Enable the option '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,

  • From your Home page, go to Time Tracker > Settings > General Settings
  • Under Export Settings, click on 'Enable password protection'
  • Click 'Submit'

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

  • Go to Time Tracker > Reports > Payroll Report
  • Click on the ellipsis icon > Export
  • 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,

  • From your Home, go to Time Tracker > Settings > User Settings > Add Settings
  • Provide a name for the settings that you would like to configure
  • 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

  • From your home page, go to Time Tracker > Settings > Approvals Settings
  • 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,

  • Home page >Timesheet > Timesheets > My Approvals

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

  • From your home page, go to Time Tracker > Timesheets > My Approvals
  • Select the timesheets that you would like to approve/reject and click Approve/Reject
  • Enter comments if any and select Approve or Reject

Scheduler Settings

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

  • From your home page, go to Time Tracker > Settings > Scheduler settings > Add Schedule
  • Enter the details
  • Under Applicable For, select the options as required

  • 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

For instance, if you would like to have a reminder sent only to team members of a particular department for time log/timesheet submission, you can have this configured.

Using a scheduler, you can have a reminder sent to members of specific departments to submit their timesheet for approval. Follow the steps given below.

  • From your home page, go to Time Tracker > Settings > Reminder Settings > Add Reminder
  • Enter the details like name
  • Under 'Type', select whether the reminder should be set for Time Logs or for Timesheets
  • Under Frequency, set the frequency at which you would like to have the reminder sent
  • Under Applicable for, go to the first section(Roles) and select Team Member from the options
  • Go to the next section (Departments) and select the desired department

  • Click Submit

Once this configuration is done, the Team Members of the department that you have chosen will receive a reminder at the time and frequency(Daily/Weekly/Monthly) that you have given in the reminder scheduler.

Payroll Settings

  • From your home page, go to Time Tracker > Settings > Payroll Settings
  • Click 'Add Employee Rate'
  • Select the employee from the drop-down and enter the Rate per Hour
  • Similarly, enter the OT rate per hour and extended OT rate per hour

  • 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,

  • From your home page, go to Time Tracker > Settings > Billing Settings
  • 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.

 

  • Click Submit

To incorporate taxes for the bills,

  • From your home page, go to Time Tracker > Settings
  • Click the Billing Settings tab
  • Click Edit settings
  • Under Tax Name, give a name
  • Under Tax Percent, define the percentage
  • Click the + icon to add another row

  • Click Submit

 Tip: Click here to know more on Bills 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 do the following:

1. Your payroll data report can be made ready automatically with the help of schedulers for the defined pay period

2. You can lock your payroll data thereby preventing any edits made to the data for the pay period defined. Follow the steps given below to configure a pay period.

  • From your home page, go to Settings (Gear icon) > Organization > Pay Period Settings
  • Click on 'Configure Pay Period'
  • Give pay period name and select the cycle
  • 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 eg, if you would like to process payment for the month of Feb, with your pay period ending on 25th of Feb, 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.

  • Select the processing day - employee pay will be processed on this day of the month/week for the chosen pay period. For eg - If you want the salary to be processed on 26th of every month, then the processing day should be selected as 26. Similarly, you can set a weekly period too
  • Check the 'lock' box if needed

Note: Edits cannot be made by the user to the attendance, LOP, Time Logs and Timesheet data of the pay period after the processing day set here.

However, adjustments can be made in the Overtime Report or the LOP report, until the end of the consecutive pay period. I.e - edits for Feb month can be made until the 26th of March (Considering the processing day as 26th of every month). 

  • Under Applicable Location, select the location for which the pay period is applicable

  • Click Save

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