Time Tracker- Timesheets

Timesheets

Creating a Timesheet

A time sheet is a collection of one more time logs. As a first step to create a timesheet, you need to have time logs created. 

The image given below shows the steps involved in having a timesheet created. 

There are two ways in which you can create a timesheet. Given below are the steps to submit a timesheet.

1. In the List View and Calendar View of your Time Tracker, at the right bottom corner, you will be able to see an icon which says 'Not Submitted'. This has the list of time logs that are not submitted for approval. When you click on this, you will be able to see the timesheet creation page. If you go from the list view page, your timesheet creation page will display the logs of the current day or current week as per what you have defined in the Settings page (Timesheet > Settings > General Settings > Time Log Settings > Time Log view).

 If you go from the Calendar View page, your timesheet will display the logs of the entire month. 

2. You can also choose to create timesheet by clicking on Timesheet > Timesheets > Create Timesheet

All time logs created in the current week or month (according to the option chosen in the configuration page) will get displayed. 

NoteIf there are no time logs for the period (current day or month), then you will be taken to the criteria page before the timesheet creation page. Here, you will be able to choose the period for which there are time logs available for timesheet creation. 

Once you have collated all the time logs, click Submit

Your timesheet will be displayed under Timesheet > Timesheets > My Timesheets. 

If approvals are configured, then the timesheets will go to the approver. Otherwise, you can see the timesheet with the status 'Draft' under My timesheets. Even if there are approvals configured, you can choose to keep your timesheets in 'Draft' until the time you want to submit them. To do this, you need to uncheck the box 'Send for Approval'. 

Note: The rate that is used in the timesheet is based on the rate per hour defined for the particular user.

 TipClick here to know how to define the rate per hour for a user.

You also have another option where you can schedule timesheets to go for approvals automatically.

  • From your home page, go to Timesheet > Settings > Scheduler settings
  • Enter the details
  • Under Applicable for, make the selection as required from the drop down options available

  • Click Submit

The timesheets will go for approval automatically at the time chosen in the scheduler. If Approvals are not configured, the Timesheets will remain in Draft. 

Take a look at this webinar which shows you how to create a Timesheet on Zoho People. 

Permissions to Create a Timesheet

Depending on the nature of your business and your organizational policy, as an administrator, you can either retain the timesheet creation permission to yourself or enable users and Reporting Managers to create Timesheet. Follow the steps given below to grant permission to users or Reporting Managers to create timesheets. 

  • From your home page, go to  Timesheet > Settings
  • Under Timesheet creation settings, go to Timesheet creator
  • Select the desired role from the drop down

  • Click Submit

Timesheet Creation Settings

The number of time logs displayed while creating timesheets is dependant on two factors as listed below.

1. In the configurations page, (Timesheet > Settings > General Settings > Timesheet Creation Settings), if you chose to Exclude jobs without clients, then the time logs which you have created for jobs that are not associated with clients will not get listed.

2. In the configurations page (Timesheet > Settings > General Settings > Timesheet Creation Settings > Billable Status), if you have chosen the billable status as Billable, then, the time logs that are created for jobs with Billable status will only get listed.

For all your time logs to get listed, the option of including time logs without clients and including time logs with both Billable and Non-Billable status should be enabled.

Deleting Timesheets

  • From your home page, go to Timesheet > Timesheets
  • Select the Timesheets that should be deleted
  • Click Delete

Note:Users can only delete the timesheets that are in the Drafts.

Editing Timesheets

  • From your home page, go to Timesheet > Timesheets
  • Click on the timesheet to edit the Name, Description and to change the attachment if any
  • The hours can be edited by clicking on the edit icon(pencil icon) which appears when you hover the mouse over the time log
  • Click Submit

Note: A timesheet can be edited by the users only when it is in Draft. Even as an administrator, you will not be able to edit a timesheet which is in Pending Approval/Approved/Partially Approved status.

Viewing Timesheets

You can see your timesheets and your subordinates, by following the steps given below

  • From your home page, go to Timesheet  > Timesheets
  • Click on My Timesheets to see the timesheets that are created by you and your subordinates

Making use of the 'Filter' you can create custom views to see Timesheets.

For instance, to view the timesheets of ex-employees that are pending for approval,

Follow the steps given below to do this.

  • From your home page, go to Timesheet > Timesheets > My Approvals
  • Click the filter
  • Under 'User/Employee Profile', select Ex-Employee

  • Under 'Status', select 'Pending' and hit Search

You will be able to see the timesheets of ex-employees that have to be approved.

Again using the 'Filter', you can view the pending timesheets of all users.

Follow the steps given below to do this.

  • From your home page, go to Timesheet > Timesheets > My Timesheets
  • Click on the filter and under User/Employee Profile, select 'Users', under 'Timesheet For', select 'All Users'
  • Under Status, select 'Pending' and hit Search

You will be able to see the timesheets of all users that are pending for approval.

Audit History for Timesheets

Using 'Audit history' option, you will be able to see the history of a timesheet including edits, right from the time of creation until the time of approval of the timesheet. Follow the steps given below to view the audit history.

  • Go to the respective timesheet
  • Click on the 'audit history' icon on the right top corner

You will be able to see the history of the timesheet. You can also print this history by clicking on the print icon.

To print a timesheet,

  • From your home page, go to Timesheet > Timesheets 
  • Click on the timesheet that needs to be printed
  • Click the ellipsis icon at the right corner of the page

  • Click Print

Note: You can only print one timesheet at a time.

DCAA Compliance for Timesheets

Yes. The timesheets that you create using Zoho People are compliant with the standards that are defined by the DCAA. Click here to know more.

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