Time tracking setup checklist

The table below outlines all steps for setting up Replicon to track time via timesheets. Default settings are in place for most of these options, therefore you may be able to skip steps if the defaults work for your organization.

Features can be set up in any order, except:

  • Pay codes must be defined (section 1) before you use them in overtime or pay rules (section 2)
  • Options in section 2 must be set up before they can be assigned to users (section 3)

1. Define system-level settings

Feature to set up

What the feature does

Configure at

 

Create pay codes

Pay codes specify what pay factor is associated with time worked. They only need to be set up if you are using Replicon for payroll purposes.

Administration > Pay Codes and Policies > Pay Codes

 

Create timesheet custom fields

Users can enter data in custom fields that appear in timesheets.

If you are using our latest timesheet format, custom fields are created in the timesheet template instead of at the system level.

Administration > Timesheets > Timesheet Settings

 

Set timesheet settings such as due and end dates

Due dates specify when timesheets and timesheet approvals are due. End dates determine how far in advance users can access timesheets. You can also specify whether or not time off bookings are automatically generated on holidays.

Administration > Timesheets > Timesheet Settings

 

Customize break types

If desired, users can track break times on their timesheet. When users enter a break, they specify what type of break it is, such as a meal break or a rest break. You can customize the break types to meet your organization's needs.

Administration > Timesheets > Break Types

2. Set up system-level options that you'll assign to users

Feature to set up

What the feature does

Configure at

 

Create timesheet periods

Timesheet periods determine the length of user timesheets

Administration > Timesheets > Timesheet Periods

 

Create timesheet templates for employees

Timesheet templates define how users enter their time and what additional data they capture with their time entries

Administration > Timesheets > Timesheet Templates

 

Add timesheet approval paths

Approval paths specify who approves timesheets and in what order

Administration > Timesheets > Timesheet Approval Paths

 

Set up timesheet permissions for managers

Permissions determine what approval and timesheet management actions supervisors and managers can take

Administration > Employees and Organization > Permission Sets

 

Create activities

Activities are functions users can enter time against

Administration > Timesheets > Activities

 

Configure overtime rules or pay rules

Overtime and pay rules define under what conditions and at what rate employee overtime is paid. The type of rules available to you depends on when you purchased Replicon.

Administration > Pay Codes and Policies > Overtime Rules or Pay Rules

 

Configure validation rules

Validation rules define criteria that the timesheet must meet before it can be submitted, such as a minimum number of hours

Administration > Timesheets > Validation Rules

 

Set up timesheet notifications

Notifications can be sent to approvers when timesheets are ready for approval, and to users when their timesheets have been approved, rejected, or modified

Administration > Notifications System > Notifications

or

Administration > Notifications System > Email Notifications

3. Assign timesheet functionality to users

Feature to set up

What the feature does

Configure at

 

Ensure employees have a license for a timesheet product

The license allows the user to access timesheet functionality. Users are assigned a license for all products by default.

Administration > Employees and Organization > Users > Licenses

 

Assign timesheet periods to employees

A System timesheet period is assigned by default

Administration > Employees and Organization > Users > Timesheets

 

Assign timesheet templates to employees

Users must be assigned a timesheet template before they can use timesheets

Administration > Employees and Organization > Users > Timesheets

 

Assign timesheet approval paths to employees

The Supervisor default path is assigned automatically, though you can change this

Administration > Employees and Organization > Users > Timesheets

 

Assign overtime/pay rules to employees

No default overtime or pay rule is assigned

Administration > Employees and Organization > Users > User Profile

 

Assign validation rules to employees

No default validation rule is assigned.

If you are using our latest timesheet format, validation rules are assigned in the timesheet template rather than to the user.

Administration > Employees and Organization > Users > Timesheets

 

Assign activities to employees

No default activities are assigned

Administration > Employees and Organization > Users > Timesheets

 

Assign notifications to employees and managers

All notifications in the system are assigned to new users by default, but emails will only be sent for ones that are enabled at the system level

Administration > Employees and Organization > Users > Notifications

 

Assign permission sets and licenses to managers

Ensure all supervisors and managers who work with or approve timesheets are assigned the permission sets and licenses they need

Administration > Employees and Organization > Users > Roles & Permissions

and

Administration > Employees and Organization > Users > Licenses