Timesheets Report

Timesheets Report Video

The Timesheets report allows review, commenting, and approval or rejection of time entries by Date, Member, and Project.

The report can be viewed by Date, Member, Project, or Activity.

The displayed entries on the report can be filtered by:

• Approval Status: Submitted, Not Submitted, Approved, Rejected Timesheets.

• Billable: Billable or non-billable Timesheets. By default, all types are shown, indicated by the label "All Time."

• Client: Timesheets associated with projects linked to selected Clients.

• Duplicate Checker: Show duplicated Timesheets (if any).

• People: Timesheets belongs to specific Members.

• Phase: Timesheets belongs to specific Phases.

• Project: Timesheets belongs to specific Projects.

• Project Manager: Timesheets associated with projects where the selected members serve as Project Managers.

• Work Category: Timesheets belongs to specific Work Categories.

  

The date range can be adjusted by clicking on the blue date. Clicking the Save button saves the selected date and any applied filters.

Summary Chart

The Summary Chart provides a quick, visual representation of Timesheet data categorized by Status or Billable status, offering an efficient way to filter and view Timesheets based on selected criteria. The chart is available on the Date, Member, and Project tabs, but not the Activity Tab.

The summary chart is directly connected to the report filters and can be adjusted by checking or unchecking options on the chart.

Summary Chart Views

Use the dropdown in the top of the chart to switch between Status View and Billable View.

Status

• Categories:

  • Entered (Blue)

  • Submitted (Light Blue)

  • Approved (Green)

  • Rejected (Red)

    

• Shows the percentage and total hours.

  • The percentage is calculated based on which Status categories are selected:

    • If Approved is checked:
      (Approved Hours / Total Checked Status Hours) × 100

    • If Submitted is checked:
      (Submitted Hours / Total Checked Status Hours) × 100

    • If Entered is checked:
      (Entered Hours / Total Checked Status Hours) × 100

    • If no checkboxes are selected, the displayed percentage is 0%.

• Filters Timesheets based on selected statuses.

• Tooltip appears when hovering over the percentage and displays only the selected status categories.

  

Billable Status

• Categories:

  • Billable (Green)

  • Non-Billable (Gray)

    

• Shows the percentage and total hours.

  • If Billable is checked:
    (Billable Hours / Total Checked Hours) × 100

  • If no checkboxes are selected or only Non-Billable is checked, the displayed percentage is 0%.

• Filters Timesheets based on billability selection.

• Tooltip appears when hovering over the percentage and displays only the selected categories.

  

Add Timesheets

Time Entries can be added from this report for any user and any project by selecting the blue plus sign in the top left corner or the three-dot menu at the top.

Select Date, Project, Phase or Subphase and a Work Category. Some Work Category requires description for the Time Entry, otherwise it's optional.

Input the hours. Optionally, enter the invoice hours, then click Add.

Work Category is required for a Time Entry to be created. When you enter a Time Entry under a Phase that has tracking time on the Phase Level setting, you need to create a standard Work Category in Organization Settings to use as a default Work Category.

If the Member is not part of the Project yet, an add member confirmation will show.

If you don’t have permission to add a member to a project, please contact your Admin.

Learn more about standard Work Category

Modifying Timesheets

To modify single timesheets, click directly on fields such as date, member, project, work category, description, billable status, rate, hours, or approve/reject to edit them.

Once the Timesheets get approved or rejected, no one can modify them. You need to change the Timesheets to submitted in order to make changes.

When hovering over the Project name and clicking the three-dot menu, the following actions are available:

• GGo To Project – Opens the Project page in a new tab.

• View Project Info – Opens a modal displaying Project details, with options to edit the Project information.

• Change Project – Enables selecting a different Project for the Time Entry.

Multiple timesheets can be selected by marking the checkboxes and then clicking the blue "Modify" button.

The modify options include:

• Approve: Approve the selected time entries.

  • Approved timesheets cannot be edited again. If you wish to edit the approved timesheets, please change the status to submit first.

    

    Members won't receive notifications or emails regarding changes to time entry approval status.

• Clear Approval/Rejection: Remove the approved or rejected status on selected time entries.

• Reject: Reject the selected time entries.

• Match Phase/Work Category Billable: Match the billable status of the time entries to the Phase or Work Category.

• Make Billable: Make the selected time entries billable, this is consider overriding the billable status of the time entries.

• Make Non-Billable: Make the selected time entries non-billable, this is consider overriding the billable status of the time entries.

• Reset Rate: Make the rate(s) of the time entries match default project rate.

• Edit Project: Move the selected time entries to a different project.

• Modify Phase: Move the selected time entries to a different Phase.

  

  The button will be disabled if the project only contains the default phase, if timesheets from multiple members are selected, or if timesheets from multiple projects are selected.

• Modify Work Category: Move the selected time entries to a different Work Category

• Modify Date: Change the dates of the selected time entries

• Delete: Delete the selected time entries

Comment on Timesheets

1. Click on the comment icon on the Timesheet.

   

2. Click Add an update, comment, or ask a question to enter the comment.

   

3. Click Post to submit the comment or Cancel to discard the comment.

   

   Attachment is not supported on Timesheet comments.
   

4. To mention Members in a comment, type "@" followed by their name. A dropdown list will appear, allowing the selection of the desired Member. The Members will be notified upon posting.

   

5. Once the comment is posted, other Members or the comment creator can reply to the comment. The comment creator also has the ability to edit or delete the comment if necessary.

   

   The comment count is displayed in the "Comments" column of the Timesheet.

   

View Individual Timesheet Activities

Click the log icon on the Timesheet to view its activity history, including details on when and who created, edited, submitted, approved, or rejected the Timesheet.

Private Project

Work Planners with the following permissions:

• Work Planner > Can Edit > Projects they are a member of

• Work Planner > Can Edit > Projects they are a Project Manager of

can only view projects they have access to (either as a member or as a Project Manager). Any Timesheets that they don't have access to, will show as Private Project and cannot be edited or selected using checkboxes.

Invoice Hours

The Invoice Hours feature enables the saving and updating of a dedicated source of hours for time entries, offering enhanced flexibility and accuracy in managing time-related expenses. On Timesheet Report, there are several pages where you can see this column.

On the following pages:

• Timesheet Report > Date Tab

• Timesheet Report > Members (Daily view)

• Timesheet Report > Project Tab

• Timesheet Report > Activity Tab

View by Member

1. Click on "Members" if you would like to view this report by member.

   

2. Select the members you'd like to view.

   Click All Members to group Members by Departments, Disciplines, Offices, Portfolios, Roles, Regions, and Skills.

   

   Filter your members list by clicking on the Filter button in the top left.

   

   The Role filter considers only the member's Default Role, which are listed on Org settings > Members > All Members tab. For example, if a member has "Editor" as their default role and "Viewer" as a non-default role, the role filter will only show them if "Editor" is selected in the filter options
   

When viewing this report by Member, you can also choose to view the time either Weekly or Daily by selecting the appropriate option to the right of the members that you have selected.

• Weekly will lock date to a weekly range.

• Daily will allow you to select from a custom range of dates.

On Weekly view, you are able to click the Approve All button to approve the Member's Timesheets of the day.

This only updates the Timesheets that haven't been approved or rejected before and won't override Timesheets that has been rejected.

For Timesheets that have been rejected or approved, click on the red x or green check icon on the top right corner to manually change the status.

View Filters

All tabs include view filters similar to those in the Date tab. The available filters vary depending on the selected view, allowing different information on the timesheets to be displayed.

Download Timesheets Data

All tabs of the Timesheets Report can be downloaded by clicking the three dots located to the right of the report name on the top of the page.

Activity

Similar to the Timesheet log, the Activity tab displays a record of changes. The Activity column on the left shows which Member made changes to the Timesheet and when, while the Timesheet details are displayed on the right.

Use the date filter at the top to filter activities by date.

Click the filter icon to filter activities by Members, Phases, Projects, and Projects where a Member is the Project Manager.