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
Click Add Time Entry
Type the name of the Project into the search field > select the Phase or Subphase.
Select the relevant Work Category.
Work Categories are personal to your firm, some examples include:
Task Work Categories: "Report Prep", "Floor Design", "Client Meeting"
Non-billable Work Categories: "Proposal", "Business Development", "Staff Meeting"
For firms with multiple disciplines, to identify the discipline: "Electrical", "Engineering", "Architectural", "Mechanical", "Interior Design"
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.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.
Some Work Categories require description on the Timesheets. This can be modified in the Organization Settings, otherwise description is optional.
Enter the hours worked for the day by clicking the box under the day you worked on.
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.
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 only appear when a Work Category is selected in the Time Entry.
Below is an example of an estimated time placeholder (orange) compared to entered time (red). The Time Entry estimates are shown as light gray placeholders.
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.
Click the Project on the Time Entry
Select the correct Project from the dropdown.
Select the Phase for the Time Entry, then select a new Work Category, if the Phase doesn't have the same Work Category.
The Time Entry should show under a different Project/Phase and/or Work Category now
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
