Become a Champion

Advanced Timesheet Management

Approve Timesheet

Approve Timesheet allows users to review and approve Timesheet entries. This locks the entries on the Timesheet, so that no edits can be made. Approve Timesheets can be found under timesheets in the left menu.

To Approve Timesheet Entries:

1. Choose the date range of timesheet entries to be approved. (Note: a maximum of 90 days can be selected)
2. Choose to filter timesheet entries by approval status, client, project, department, personnel, or project manager.
3. Choose whether to view timesheet entries by personnel, or by project.
4. Click 'Show Time Entries'.
5. Click the check box beside each timesheet entry that you want to approve OR click the check box in the column header to approve all entries by that user.

To Undo Approval and Allow Edits:

1. Use the filters at the top of the page to locate the entries to be edited.
2. Click 'Show Time Entries'.
3. Un-check the 'Approve Timesheet' box next to the entry. The edit pencil icon will reappear, allowing edits to be made to the entry.

Note: In order to use this feature, personnel must:

1. Have access to both "Approve Timesheets" as well as "Other's Timesheets"
2. Be designated a Project Manager. If you can see entries on this page but are unable to approve them, please ensure you are designated as a project manager and try again.

Lock Projects

Locking projects allows account managers a way to prevent edits to timesheets entries prior to and including the selected lock date. This also prevents the addition of new timesheet entries prior to the date the project has been locked.

To Lock a Project

1. Select Lock Projects found under Timesheets in the left menu.
2. Select to lock all Clients and Projects or select a specific Client and Project(s).
3. Select the effective locked date (no new entries can be added on or before this date and existing entries will be locked from editing.

To Unlock a Project

To unlock projects, choose the client and projects to be unlocked and click the 'Unlock Projects' button to remove all date locking from that project, allowing edits to previous entries and the addition of new timesheet entries.

Batch Timesheet

The Batch Timesheet tool allows you to enter multiple timesheet entries at once.The maximum date range for each batch entry is 31 days, and each batch is assigned a transaction number to help you keep track of entries that were added using this tool.

Adding a Batch Timesheet Entry

1. Choose one or more people from the Personnel drop down menu.
2. Choose a client, project and task from the drop down menus.
3. Type in the date range or click the calendar icon and select a date from the pop-up calendar.
4. Choose the days of the week to apply the timesheet entries to using the 'Apply To' drop down menu.
5. Enter the hours to be tracked in the 'Hours' field.
6. Enter a description for the timesheet entries (optional).
7. Click Save.

Viewing Previous Batches

Click the 'List' button to view a list of previous batches based on the date range for which they were entered. Use the Dates field to list dates within your chosen date range. Note that the date range for searching is 31 days at a time.

Editing Timesheet Entries made using the Batch Timesheet Tool

Timesheet entries made using the Batch Timesheet tool can be edited anywhere you can edit all other timesheet entries. Refer to the 'Editing a Timesheet Entry' section of the Timesheet help document for more information.

Deleting a Batch Timesheet entry

1. Click the Delete icon next to the batch transaction you wish to delete.
2. Confirm your choice in the confirmation pop-up that appears.

Transfer Timesheets/Tasks

This tool allows you to transfer multiple timesheet entries between client, projects, tasks, and personnel. To access this feature navigate to Project > Tasks page from the left menu, and under Tips/Links select Transfer Tasks.

Timesheet entries moved using this tool will retain their original entry date. Entries will need to be edited individually to change their entry date. See the help file on the Timesheet page for instructions on editing individual timesheet entries.

Important Notes:

• You CAN NOT undo a timesheet transfer.
• You can only transfer tasks between projects that are in an open project status.
• You cannot transfer time if the project start date is after the date that the time was tracked

To transfer timesheets:

1. You can't undo a timesheet transfer, so a very important first step is to save a detailed project report to capture how all entries appear before any changes are made. This will also help you determine the date range for step 2.
2. Select the date range of timesheet entries to be moved.
3. Select the 'Transfer From' details:
   1. Choose the client and project that time will be moved from using the appropriate drop down menus.
   2. Select the task that the entries are currently tracked under. Note that only tasks with time entries in the date range selected above will appear. The number of hours and rate (if applicable) will appear in brackets beside the task name.
   3. Select whether to transfer from all personnel or from a specific individual.
4. Select the 'Transfer To' details:
   1. Select the destination client and project using the drop down menus.
   2. Select the task you wish to transfer to.
      • Note: Only tasks available in the destination project will appear in this list. It may be necessary to add the task from the Projects> Tasks page, or choose another task.
   3. Select a specific individual to move the timesheet entries to, or select 'all personnel' to retain the original personnel.
5. Click 'Transfer'
6. Confirm your selection in the pop-up window.