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Setting up timesheet templates

A timesheet template is a group of timesheet settings that is assigned to users. Each timesheet user must be assigned a timesheet template in their user profile before they can record time they spent working.

Templates allow you to manage different settings for different types of users. For example, you might want to allow only a certain set of users to enter time against projects. In this case, you could create a timesheet template with project options enabled, and assign it to that set of users.

Default timesheet templates are available that you can use or edit to meet your requirements. You can also create as many new templates as you need.

Adding a timesheet template

To add a timesheet template:

  1. Go to Administration > Timesheets > Timesheet Templates.
  2. Click Add Timesheet Template.
  3. Enter a template name.

A table listing all timesheet options that apply to the format you selected displays.

  1. Select or deselect timesheet options, as desired. Refer to the sections below for details.
  2. Click Add.

You can now assign the template to users in the Timesheets section of the user profile.

Choosing timesheet options

When adding a timesheet template, you’ll need to choose which options are available to users when they enter their time. Once the template is created, you can assign it to users in their user profile.

For each template, you’ll need to:

  1. Choose whether the timesheet is pre-filled with either the user’s previous timesheet or their shift schedule.
  2. Set permissions to define what actions the user can take on the timesheet.
  3. Choose which components to include on the timesheet and customize each component’s settings.
  4. Choose which validations should be applied to ensure the timesheet data meets your organization’s requirements.
  5. Assign workflow conditions to control when the timesheet can be submitted.

Choosing whether the timesheet is pre-filled

To pre-fill the timesheet with data, select an option in the Auto Fill Timesheet With field. These options are also available on the user's timesheet.

For more information, see Choosing how timesheets are pre-filled.

Setting the timesheet permissions

In the Timesheet Owner Permissions section, choose what actions the user can take on the timesheet. These permissions apply to the timesheet as a whole, regardless of what components it includes.

Permission name

This permission...

Reopen Timesheet before Approval

Allows the user to open their timesheets that are awaiting approval in order to make corrections. To be reopened, the timesheet cannot have been approved by any approvers.

Reopen Timesheet after Approval

Allows the user to reopen their approved timesheets in order to make corrections.

Timesheets that have been invoiced cannot be reopened.

Allow Blank Resubmission Comments

Allows the user to resubmit a timesheet that was reopened without entering any comments in the comments field that displays. Deselect this option to require resubmission comments.

Allow Blank Timesheet Comments

This option is not supported. Comments can always be left blank.

Auto-submit timesheet on due date

Submits the timesheet automatically when it is due.

Choosing the timesheet components

Each template can include a number of components. Add components based on how you want users to enter time and what additional data you want to show on their timesheets. Each component can be further customized by editing its options.

To add a component:

  1. Click + Add a UI Component to view the available components.
  2. Select a component to add it to the template.
  3. Repeat to add additional components.
  4. Where applicable, customize each component’s settings to meet your requirements.
Time entry components

These components determine how the user records time in the timesheet – either by entering durations in a grid, by entering in and out times in a timesheet, or by capturing existing time punches.

Component name

This component...

Time Distribution Grid

Allows the user to enter time as durations (eg 7.5 hrs).

Includes options for entering time against projects, activities, or custom fields. Shows any time off booked for that timesheet period.

Can also be used in conjunction with one of the other time entry components for time allocation.

In/Out Times

Allows the user to record their hours by entering the times they start and stop working (eg 8 a.m. to 11 a.m.).

Includes options for entering time against breaks.

In/Out Times + Allocation

Allows the user to enter the times they start and stop working (eg 8 a.m. to 11 a.m.).

Similar to the In/Out Times component but includes additional options for entering time against projects, activities, or custom fields.

The In/Out Times + Allocation component is not fully supported on the Replicon Mobile app for Android.

Other components

These options determine what other information or options display on the user’s timesheet.

Component name

This component...

Approval History

Displays a history of the submission and approval actions performed on the timesheet

Attestation

Displays a custom message on the timesheet, with a check box for the user to accept the message. You specify the title and text of the message.

For example, you could include an attestation stating that the data entered is accurate, to the best of the user’s knowledge.

To ensure the check box is checked before the user submits the timesheet, add the Attestation Acceptance Required workflow condition in the template.

Daily Fields

Allows the user to record custom data for each day on the timesheet using dynamic custom fields. For example, a user could record how many calls they made each day.

The row of fields will display underneath the timesheet.

You can add a value to the Custom Name field, and that value will appear as a title above the row.

Notice

Displays a custom message on the timesheet. You specify the title and text of the message.

For example, you could include a message stating the date and time when timesheets are due.

Target Billable Hours

Displays a bar graph at the top of the timesheet, showing actual billable hours worked as a fraction and percentage of the billable target set for that user, for that month.

You can also include a bar showing the progress toward targets for:

  • The entire company
  • The user's department
  • Any groups the user belongs to

These options let the user compare their progress to others', while preventing them from viewing confidential details about individual performance.

Time Entry Details

Displays a table of comments and cell-level custom field data entered in the timesheet. The table only displays if comments have been entered.

This component makes it easier for approvers to review cell-level timesheet data, especially from Time Distribution Grid timesheets, since they don't have to hover over each cell to view it.

Comments are entered and edited using time entry components.

Time Off Bookings

Allows the user to book time off from the timesheet and view any existing bookings that overlap with the timesheet period.

The user needs to be assigned a time off template before they’ll have this functionality in their timesheet.

The Time Off Bookings component is not currently supported on the Replicon Mobile app. However, users can view their time off bookings via the Time Off section of the app.

Timesheet Fields

Adds one or more dynamic custom fields to the timesheet that applies to the entire timesheet (that is, not to a particular row or cell of the timesheet).

For example, you could add a timesheet custom field where employees can record the # of calls they made that week.

The fields will display underneath the timesheet. You can add a value to the Custom Name field, and that value will appear as a title above the field or fields.

Choosing validations

Validations specify the requirements the timesheet must meet. The timesheet is regularly checked against the validation requirements and an error or warning is shown, depending on the validation. Polaris has several validations available by default.

To add a validation, click + Validation and select an option from the list. Repeat to add additional validations.

If you want the validation to be enforced, add a workflow condition to prevent submission. Without a workflow condition, the user will see an error on the timesheet but will still be able to submit.

Assigning workflow conditions

Workflow conditions determine when users can submit their timesheet. The default workflow conditions are explained below.

Workflow condition

This condition...

Attestation Acceptance Required

Prevents the user from submitting their timesheet unless the check box in the Attestation component is checked

Errors prevent submission

Prevents the user from submitting the timesheet if there are any validation errors. Validation checks either produce warnings or errors, depending on how the validation rule is configured.

No early submission

Prevents the user from submitting the timesheet before the last day of the timesheet period

Prevent changes to invoiced timesheets

Prevents timesheets from being reopened and edited if there are invoices using their data.

If an invoiced timesheet is reopened and edited, the deltas that are created will become available as new billing items you can include on invoices.

Restrict Reopening Approved Timesheets

Blocks supervisors from reopening approved timesheets. This is useful if a supervisor approve timesheets belonging to users they don’t supervise (therefore they need Edit Timesheet permission enabled, which allows them to reopen timesheets), but they should not be able to reopen timesheets that are approved.

Warnings prevent submission

Prevents the user from submitting the timesheet if there are any validation warnings. Validations checks either produce warnings or errors, depending on how the validation rule is configured.

To add a workflow condition, click + Workflow Condition and select an option from the list. Repeat to add additional conditions.

The workflow conditions are not applied when a user with supervisor premissiongs bypasses regular approvals to approve an unsubmitted timesheet.

FAQs

Why is a component not appearing on the user’s timesheet?

Components are only displayed when there is data to display in them.

What happens if we edit a template that is already assigned to users?

The new template settings will take effect for any timesheets that are created in the future. Any existing timesheets will be unaffected.

Related links

Time tracking setup checklist
Setting up timesheets (video)
Time entry component settings
Can timesheets be submitted automatically?