The Home Page's Timesheet widget displays un-entered, entered, and submitted timesheets for both last week and this week, along with your allocated capacity hours. This feature makes it easy to identify missed entries or instances of working overtime.

Click on the widget to go to the Timesheet page.

You will see timesheets for each project and each day, also total hours for the day and the week. Today's date will show in orange bold text.

Click the left and right arrows to change to a different week.

If you are not viewing the current week, the Today button will turn orange. Clicking it will take you back to the current week.

Entering Time

1. Click Add Time Entry

2. Type the name of the Project into the search field > select the Phase or Subphase.

3. Make sure to select the relevant Work Category. 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.

Work Categories are unique to your firm and can be tailored to suit your specific needs. For example, Task Work Categories might include labels like "Report Prep," "Floor Design," or "Client Meeting." Non-billable Work Categories could encompass activities such as "Proposal," "Business Development," or "Staff Meeting." In firms with multiple disciplines, Work Categories can also be used to identify specific areas, such as "Electrical," "Engineering," "Architectural," "Mechanical," or "Interior Design."

Sometimes you may not see all Work Categories available in the team, here are the rules:

• When the phase is tracking time on phase level, dropdown will always shows all standard Work Categories, which can be found in Org Settings > Standards > Work Categories.

• When the phase is tracking time by work category, dropdown will show all Work Categories under the phase.

• If there are no Work Categories under this Phase, you need to create one.

• Learn more about standard Work Category

4. Some Work Categories require description on the Timesheets. This can be modified in the Organization Settings, otherwise description is optional.

5. Enter the hours worked for the day by clicking the box under the day you worked on.

Entering Time Entries on Completed Phase or Project

Entering a timesheet for a completed project or phase will trigger a notification. Time entry for these completed projects or phases is still permitted if necessary.

Time Entry Estimation

Mosaic's Time Entry Estimation is an efficient tool that assists you in recording time entries accurately.

By analyzing your project schedules, work plans, and capacity, AI algorithms generate suggestions for your timesheet entry hours. This feature streamlines the time-tracking process, reduces errors, and improves overall productivity.

Remember that the suggested number placeholders are intended as guidance and do not count as entered time. Users should review and replace these placeholders with their actual time entries to ensure accurate reporting.

Click the estimate button to turn the estimation placeholder on or off. The estimate can be set to be based on your Work Plans and Check-ins or just Mosaic estimates.

• No Placeholder: Nothing will appear in the cell until the user types something in.

• Work Plans & Check-Ins: A placeholder value will appear that is based on the user's work plans and check-ins for that date.

• Mosaic Estimates: A placeholder value will appear that is based on member capacity forecasting.

Estimated hours should display in light gray text when a Work Category is selected on the Time Entry. These estimated hours provide valuable insight into how many hours should ideally be allocated but do not automatically populate the field, ensuring flexibility for manual input.

If the Phase is tracking time by Work Category or estimating time based on Work Plans and Check-ins, the estimated time will not be displayed unless a Work Category is selected.

View Project Information on Time Entries

Click the three-dot on the project, you can:

• Go to Project: This takes you to the Project details page.

• View Project Info: You can view and edit the Portfolio of this Project, Project name, Description, Project ID, Client.

• View Project Phases: You can see all phases in this Project and add/remove Phases

• Delete Time Entry: Delete the time entry.

How to Move Time Entries to a Different Project?

The Time Entries are in the wrong project? No worries, you can move it to the correct Project in just one second.

1. Click the Project name on the Time Entry

2. Select the correct Project from the dropdown, then choose the Phase for the Time Entry.

3. Select the desired Work Category for the Time Entry.

Timesheet Activity Log

Click the clock on the left-hand corner of the day to view how many hours you were scheduled to work on the project (from the Work Planner) along with any activity you performed.

Project Budget

Hover on the Budget bar on the right of the row to see more details

Timesheet Settings

Click the icon on the top to open Timesheet Settings.

• Group Time Entries

  You can choose to group your Time Entries by projects or As Entered.

  

• Placeholder Time Estimates

  Same setting as the one shows on the Timesheet page.

  You still enter time, but estimates from project data and activity display next to the entry field.

  

• Last Week's Projects 

  Automatically add any projects from last week's Timesheet to this week's Timesheet

  This setting will automatically carry the projects over week to week, which is useful if you are working on the same group of projects every week.

• Suggested Projects

  Automatically add projects to your timesheet based on scheduling information and activity.

  This setting will show suggested Projects for Time Entries based on your Work Plans, Tasks, and actions performed in various Projects.

  

  Here is an example of having Suggested Projects Turned Off

  

  Here is an example of having Suggested Projects Turned On. There will be a purple lightbulb icon next to the Project indicates this is a suggested Time Entry.

Submit and Unsubmit Time

Mosaic has a submit function on Timesheets. Time can often be entered and left incomplete. Submitting is used to communicate that the time for the day is complete.

You can click on the single arrow icon to submit timesheets for that particular day or click the double arrow icon on the right to submit all entered timesheets at once.

Once submitted, a checkmark will show. Time must be unsubmitted to be adjusted. Simply click the cell of a submitted time entry to unsubmit.

Hover on the gray arrow button you will see "Unsubmit all Time Entries for this day" button. This allows you to unsubmit all submitted Time Entries for the selected day.

Approved/Rejected Timesheet

Admins can approve or reject members' Timesheets from Timesheet Report. You cannot edit any Timesheets that have been approved or rejected.

Learn more about Timesheet Report

You won't get a notification when your Timesheets get approved or rejected, but you can view your Timesheet status on Home > Timesheet page.

• Red x on the top right corner and red portion on the top chart means the Timesheet has been rejected.

• Green check mark on the top right corner means the Timesheet has been approved.

Incomplete Timesheets

We understand the importance of accurate time tracking and the challenges that incomplete timesheets can pose. With this new functionality, you can now easily identify and address any missing or incomplete entries in timesheets.

Click incomplete button on the top.

On this modal, you can see all the incomplete timesheets. Incomplete timesheets mean that the entered hours are less than the member's capacity for the day.

You can click on the date to go to that week to complete your timesheets