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Quick Start Guides: Entering Data in a Timesheet

The three quick start guides described below are available to help those new to Web TimeSheet learn how to use their timesheet. You can use the Word versions to customize these guides for your organization.

Entering Data in a Standard 2.0 (Smart Interface) Timesheet

This guide provides information on how to enter time in the Smart Interface Standard format timesheet, for those using either (or both) Web TimeSheet Project & Billing and Time & Attendance. As of a July 2011 release, the Smart Interface format is the default Standard timesheet format for all new Web TimeSheet customers, and is also available to all existing customers.

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Entering Data in an In-Out Timesheet

This guide provides information on how to enter time in an In-Out or Locked In-Out format timesheet, for those using either (or both) Web TimeSheet Project & Billing and Time & Attendance.

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Entering Data in a TimeSheet - Project & Billing Edition

This guide provides information on how to enter time in "classic" Standard format and In-Out format timesheets for those using Web TimeSheet's Project & Billing Edition.

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Entering Data in a TimeSheet - Time & Attendance Edition

This guide provides information on how to enter time in "classic" Standard and In-Out format timesheets for those using the Web TimeSheet Time & Attendance Edition only.

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What is the Smart Interface timesheet format?

Smart Interface is a new and improved version of Web TimeSheet's standard timesheet format that was released in July 2011. The Smart Interface format offers four key advantages over the old standard timesheet:

  • Improved performance

The new timesheet is much faster than the old one in every respect -- loading, submitting, and every action in between.

  • A newly-designed task selector (Project & Billing only)

The new task selector is simpler and easier to use. There is no separate pop-up window; you simply choose clients, projects, and tasks directly from the timesheet itself. Integrated search functionality and filtering by Client column make it easy to find the projects and tasks you're looking for.

  • More consistent and less intrusive error handling

In the new timesheet, Web TimeSheet validates your data as you enter it, notifying you unobtrusively of any errors as you progress. Unlike the old timesheet, you will not be forced to fix errors before saving. Any errors that you need to fix before you can submit are listed above the timesheet.

  • Enhanced Copy From functionality

When you use the Copy From feature in the new timesheet, you can choose exactly what timesheet you would like to copy from, what data you'd like copied, and whether data should overwrite any existing timesheet data.

Note that there are some other key differences between Smart Interface and the old standard timesheet:

  • Some features of the old standard timesheet are not yet available in Smart Interface

The following features are not yet available:

    • Schedule Discrepancies in Web Schedule

If you need access to these features, you should continue using the "classic" Standard timesheet format for the time being.

Refer to the Smart Interface FAQs for more information on this format.

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Why was my timesheet recovered?

If you are using the Standard 2.0 timesheet format and you see a Timesheet Recovered message, Web TimeSheet has recovered your timesheet data using a data “snapshot”. When using Standard 2.0, Web TimeSheet takes snapshots of your timesheet while you use it so that data can be easily recovered if a problem arises.

The two most common circumstances that require timesheet recovery are:

  • An issue occurred with one of the Web TimeSheet servers

In our SaaS data center, if the server where your data is stored stops working, it is immediately replaced with a redundant server, and all of your stored data is saved. However, if you have entered data into Standard 2.0 but it has not yet been saved, that data could be lost if a server fails. To protect your data, Web TimeSheet takes a snapshot of all unsaved data entered into Standard 2.0, allowing this data to be easily restored in the event of server disruptions.

  • An issue exists in the timesheet

If Web TimeSheet’s internal error checking system identifies an issue that it can’t fix, it will return your timesheet to the last known safe state using the recovery snapshot feature. This prevents the issue from impacting your timesheet data. Any issues the system identifies are automatically reported to Replicon’s Development team to fix.

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What type of timesheet period should we use?

Typically, you should choose a timesheet period that matches your payroll and/or billing cycle, be it weekly, biweekly, semi-monthly or monthly.

  • Weekly timesheet periods promote timely entry of timesheet data, therefore some organizations use a weekly timesheet even if it doesn't correspond to their payroll or billing periods.
  • Weekly end-of-month timesheet periods can be used in organizations with monthly payroll or billing cycles who would like timesheets to be completed weekly. With this type of timesheet period, the first and last week of each month is flexed (shortened or lengthened) so that a period ends on the last day of each month, and all timesheet periods include at least 4 days. Timesheet period flexing ensures payroll administrators will receive data for the end of the month without having to wait for a future timesheet to be submitted.
  • Manual timesheets are typically only a temporary measure, used during time spans when your organization will not be following a standard timesheet period schedule. For example, if you are changing your payroll or billing cycle, you may need to use a manual timesheet as a bridge between regularly scheduled timesheet periods.

For more information on each type of timesheet period, and on how to set them up, refer to Defining Timesheet Periods in Web TimeSheet's online help.

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What timesheet format should we use?

You can assign each timesheet user in your system one of the following timesheet options:

  • Standard timesheet
    User enters the duration of time they worked.
  • In-Out timesheet
    User enters the time they start and stop working, and Web TimeSheet will automatically calculate the duration. Or, the user may enter the start time and the duration, and Web TimeSheet will determine their stop time.
  • Standard timesheet OR In-Out timesheet
    User can choose to use either of those timesheet types, and may switch between types at any time.
  • Locked In-Out timesheet
    Users punch in and out when they start and stop working, and cannot edit the time they have entered. Useful if, for audit and accountability purposes, you require an accurate, non-editable record of time worked.

The decision tree below may help guide you when deciding which format to assign:


Once you have decided what format or formats to use, assign them within permission profiles assigned to users:

For more information about timesheet formats, refer to Timesheet Overview in Web TimeSheet's online help.

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Why can't users see activities on their timesheets?

Activities are functions against which the user can enter time or be scheduled, that may be common to multiple projects.

If you have defined an activity in your system, but it is not available in users' timesheets, check that:

  • Show Activities in Timesheet is enabled in the users' permissions
  • The users have been assigned that activity in their user profiles

For information on setting up activities, refer to Defining Activities in Web TimeSheet's online help.

For information about setting up permissions, refer to Setting Up Permission Profiles in the online help.

For details on configuring user profiles, refer to Creating and Editing User Profiles in the online help.

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What is 'straight time'?

Straight time is a concept used to calculate work week overtime amounts in overtime rules. Straight time is used in the following overtime rule templates in Web TimeSheet:

  • California Overtime
  • Bi-Conditional Rule - OR (Apply both conditions)

Straight time is equal to the task hours an employee is expected to work in a day. For example, if employees are required to work 8 hours a day, you would enter 8 hours for straight time in the Work Week Overtime condition of their overtime rule.

For information on how and why straight time is used in overtime calculations, refer to Understanding Straight Time in Web TimeSheet's online help.

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How do I make selection of an activity mandatory on timesheets?

Activities are functions against which the user can enter time or be scheduled, that may be common to multiple projects.

To require users to make a selection from the Activity column:

First, create a new permission profile with the Activity Selection Required permission:

  1. Select Administration from the top menu, and then select Users/Departments > Permissions from the side menu.
  2. Click Add.
  3. Name the new profile. You could call it Activity Selection Required.
  4. Click the next to the Timesheet check box to expand this permissions category.
  5. Enable the Show Activities in Timesheet check box.
  6. Select Activity Selection Required from the drop down box.
  7. Click Save.

Then, assign that new permission profile to the users for whom activity selection should be mandatory:

  1. Select Shortcuts > Users from the side menu.
  2. Click the edit icon next to the user's name. Or, Ctrl-click to select multiple users.
  3. Under Permissions on the Access tab, enable the new permission profile.
  4. Click Save.

Note: As an alternative to creating a new permission profile, you could add the permission to an existing profile. However, if you do this, be sure the profile is only assigned to users for whom you want activity selection to be required.

For information on setting up activities, refer to Defining Activities in the online help.

Using a pre-8.x version of Web TimeSheet? The permission for making activity selection mandatory does not exist in versions prior to 8.x. However, if you are using one of these versions, you can create a row-level user defined field to represent the activity, and require completion of this field. For information on how to do this, refer to Creating User Defined Fields in Web TimeSheet's online help.

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How do I change my timesheet format?

If you have permission to use both Standard or In-out timesheets, you can switch between these two formats at any time. To do this:

  1. Select Settings from the top menu.
  2. From the Timesheet Format field, select the format you'd like to use.

If the Timesheet Format field isn't available, that means you aren't allowed to switch formats.

For more information on the timesheet formats available in Web TimeSheet, refer to Timesheet Overview in Web TimeSheet's online help.

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What's the difference between a task and an activity?

Both tasks and activities are functions against which users can enter time in Web TimeSheet. However, they differ in their purpose and availability.

Tasks

  • Are only available with a Project & Billing license

  • Are associated with projects

Activities

  • Are available with either a Project & Billing or Time & Attendance license

  • When used in Project & Billing systems, identify functions that are performed across multiple projects

For example, if filing is a function carried out for several projects, you could create an activity called "Filing" that could be used when entering time for each project

  • When used in Time & Attendance systems, users either enter time against activities that have been set up in the system, or against nothing.

  • If you have a Web Schedule license, users can be scheduled to work on particular activities.

For information on setting up activities, refer to Defining Activities in Web TimeSheet's online help.

To learn more about scheduling users to work on particular activities, refer to Creating Schedules in the online help.

For details on configuring user profiles, refer to Creating and Editing User Profiles.

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