Timesheets Overview

Timesheets are only available on Business and above, learn more.

Watch our video below for additional information on time tracking.

 

Accessing Timesheets

To access timesheets, hover over the main menu, where you'll see a small clock icon.

You'll be able to:

• Add tasks directly from different projects
• Copy timesheets from previous weeks
• Auto-fill timesheets as needed

Timesheet Approvals

If you require timesheets to be approved by management, we have a system for this. Timesheets can be submitted by employees then approved (or declined) by managers.

By default, Global Admins will be able to oversee and approve all submitted timesheets. You can also assign specific approvers to individual employees, this approver will be notified when timesheets are submitted for approval. You can choose an employee's approver in the Manage Users area. Note that for someone to appear in the approver list they will need the approve timesheets security setting.

Once an employee submits a timesheet for approval, they can no longer make changes unless the approver declines the timesheet. Timesheets awaiting approval can be edited by the approver. Only users with the access all account data security setting can make changes to approved timesheets.

Timesheet Admin Tasks

On the timesheet page, the default admin tasks are:

• Admin

• Annual leave

• Meetings

• Misc

• Sick leave

You can delete, change the name or create new admin tasks entirely by clicking “edit admin tasks” at the bottom of the add tasks popup. You can only see the button if you are allowed to “create and edit important project info” in the account security settings.

Click on the trashcan icon to delete an admin task, click on the task name to rename it or add a new admin task by typing into the "add new" box.

You can view admin tasks on the timesheet report by selecting "admin." The "all other tasks" or "all projects and all other tasks" options will pull non-project tasks.

 

 

Exporting & Importing Timesheets

Timesheets can also be imported or exported as needed by using the up and down arrows located on the upper right-hand portion of the timesheet page. 

Watch our Listen & Learn video on timesheets for even more helpful information.

FAQs

Q: Can I edit timesheets that have already been approved?

A: Yes, approved timesheets can be edited, but only by people with the access all account data security setting. By default, only Global Admins have this setting enabled but you can create custom roles with it too. A timesheet can not be reverted to an un-approved state and returned to the employee.

Q: If an admin or global admin edits an approved timesheet, will it save the change or will the timesheet need to be resubmitted?

A: If a timesheet has been submitted for approval, it can be returned to the user for additional changes and re-submitted until finalized. Once finalized, it becomes permanent. An admin or global admin can make changes for the user, but the timesheet won't get passed back to the user. 

Q: If I clear the approved timesheet to try to send it back to the person who submitted it, does the member gain the ability to re-send it? Or will they need to manually re-enter their time again?

A: Even if all of the time entries are cleared/deleted, that time week has been finalized and is locked to the user who submitted it. In this case, the admin would need to manually add the tasks and hours for the user. 

Q: What happens if a task is deleted after time has been logged on it?

A: The timesheet always shows what people have spent their time on, even if a task is no longer relevant (it's been deleted or converted to a summary task) the time spent on that task is still retained on the timesheet. You can even edit or copy those timesheet entries. However, actual effort on the associated project will no longer include these hours because that work has been removed from the project.

 

If you have any additional questions about time tracking and timesheets, please email support@projectmanager.com