Timesheets Report

Timesheets Report Video

The Timesheets report allows you to review and approve or reject time entries by Date, Member, and Project.

The time entries themselves can be viewed by Date, Member, Project, or Activity.

You can also choose the date range you are looking at by clicking on the blue date.

You can also filter which entries are displayed on the report 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.

  

A summary of time entries is calculated in the top right corner based on the selected date range and selected filters. Displayed are the total hours of time entries, total billable and non-billable hours, and bar graphs to represent the distribution of Unsubmitted, Submitted, and Approved hours.

Add Timesheets

You can add time entries from this report for any user for any project by clicking on the blue plus sign in the top left or the three-dot on 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 and specify whether they are billable. 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.

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

The modify options including:

• 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

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

On the Activity tab, you can see which member made changes to the timesheet and when under Activity column on the left and the timesheet details on the right.

Use the date filter on the top to filter for the activity date.