Time review

The time review feature gathers the timesheets of the employees the manager is in charge of, in an overview by week or by month. Managers can look at the timesheets of their employees but also get more details about each time spent. This way, the manager has all the information needed to validate the timesheets of a specific employee, but it is also possible to validate all the timesheets of all the employees the manager is in charge of at once.

If some employees are late for completing their timesheet (of the week or of the month), the manager can send them reminders directly from the time review feature. The manager can also complete employees' timesheets or cancel the completion if needed.

The time review is managed from the Time review menu in the Manager module.

The Time review menu contains two types of views:

  • an overview that displays the timesheets of all the employees in a team, monthly or weekly;
  • a detailed view that displays all the timesheets of a specific employee, monthly or weekly.

To access the overview, click on the Time review menu. From this overview, click on an employee's time block to access the detailed view.

Note

The search and filter features only apply to the timesheets displayed on the screen. Akuiteo will not look for the timesheets that have been entered before or after the displayed month or week.

In the search field, fill in the first letters of the employee's name. The employees matching the search criteria are updated directly so it is easy to find the desired timesheets.

The filter criteria are available in the right panel. Select the filters to apply to only display the desired employees and timesheets.

Field Description
Manager

Select the manager from the drop-down list.

By default, the connected user is filled in. If the manager is modified, the list of employees displayed is updated accordingly.
Time review filters

This filter is only available in the overview. Click on a button to display the employees linked to the selection:

  • Remind - only displays the employees that can be sent reminders because they have not yet completed their timesheet for the month or the week
  • Validate - only displays the employees with completed timesheets that must be validated
  • All - displays all employees
Timesheet filters

Click on a button to display the timesheets linked to the selection.

Filters available in the overview and in the detailed view:

  • Completed - only displays completed timesheets, both validated and not validated
  • To complete - only displays timesheets that have not been completed yet
  • All - displays all timesheets

Filters only available in the detailed view:

  • Validate - only displays timesheets that have not been validated yet
  • Validated - only displays validated timesheets
  • All - displays all timesheets
Show days for the month of

In the overview, this filter is only available for the week display. This filter is only available if the week displayed is overlapping two months. The user can choose which month to display for the week's timesheets.

Example

The week from November 26 to December 2 is overlapping two months. The user can use this filter to only display the timesheet for the month of November or December.
Show current month only

In the overview and in the detailed view, this filter is only available for the month display. Activate this filter to only display the timesheets entered for the month displayed. When the filter is deactivated, the timesheets are displayed in whole weeks, from Monday to Friday.

Example

The first day of the month displayed is a Tuesday. When the filter is activated, the timesheets displayed go from the first day to the last day in the month. When the filter is deactivated, whole weeks are used: timesheets entered for the last day of the previous month, meaning timesheets entered on Monday, are added to have the whole week displayed, from Monday to Friday.

The overview is accessed directly from the Time review menu. This overview gathers all the employees managed by the connected user or by the selected manager. This way, the manager gets an overview of all the timesheets validated, not validated or not entered yet for all the employees.

The overview can be displayed by month or by week. To do this, click on the Month or Week display on the top right of the screen. Depending on how timesheets are completed in the company (monthly or weekly), the features available are different between the two displays. To navigate from one month or week to another, use the left and right arrows on the top left of the screen. Click Current month or Current week to come back to the current month or week.

From the list of employees in a team:

  • Check the box of one or multiple employees for reminders or validation.
  • When validating timesheets monthly, click on to show the timesheet of an employee and see the details week by week.
  • A progress bar visually displays validated timesheets and the time that has not been validated or entered yet, using different colors to differentiate them. Hover over each progress bar to display details about the timesheets and the color code.

The detailed view is accessed by clicking on the time progress bar of an employee from the Time review menu. This view displays the details of the employee's timesheets, meaning all the time spent each day. This way, timesheets can be validated individually.

The detailed view can be displayed by month or by week. To do this, click on the Month or Week display on the top right of the screen. To navigate from one month or week to another, use the left and right arrows on the top left of the screen. Click Current month or Current week to come back to the current month or week.

The employee's name is displayed at the top of the screen. Click on the or arrows to navigate among the list of employees and display their timesheets.

From the list of timesheets:

  • Check the box of one or multiple lines for completion, reminders or validation.
  • Hover over the icon to display the time's details (customer code, project code, phase code and comment).

Click Back on the top left of the screen to go back to the time review's overview.

When employees are sent reminders, automatic emails are sent to employees to let them know they need to input or complete their timesheet for the week or for the month. Employees that are late are reminded to input and/or complete their timesheet so they can be validated by the manager.

Employees can be sent reminders:

  • If there is still time left to input for the month or the week. In this case, the email will remind employees to input their time.
  • If the timesheet is not completed for the month or the week. In this case, the email will remind employees to complete their time.
  • If there is still time left to input and if the timesheet is not completed for the month or the week. In this case, the email will remind employees to input their time and then complete their timesheet.

From the overview, display the desired month or week, click on for the employee to remind then confirm the reminder.

From the detailed view of an employee, display the desired month or week, click Remind on the top right of the screen then confirm the reminder.

From the overview, display the desired month or week. Check the box on the left to select the desired employees, click Remind in the list's header then confirm the reminder.

From the overview, display the desired month or week. Make sure there is no employee selected, then click Remind all in the list's header and confirm the reminder.

If an employee does not complete the timesheet for the week or the month, the manager can send a reminder email. Managers can also choose to complete timesheets for their employees, by forcing the completion. If an employee needs to modify a timesheet that has already been completed, the manager can cancel the completion from the time review feature.

Note

The completion can be accessed either from the month display if timesheets are completed monthly, or from the week display if timesheets are completed weekly.

From the overview, display the desired month or week, click on for the employee then confirm the completion.

From the overview, display the desired month or week, click on for the employee then confirm the cancellation.

When the timesheet of an employee is completed for the month or the week, the manager or the person in charge of validation can validate it. Validating means these timesheets have been checked and are allowed.

Timesheets can be validated as soon as the employee has input hem. The validation feature is available when an employee has added time entries that are not validated yet, meaning entries that have a BRUT status. If all the time entries of an employee are validated, the validation feature is no longer available.

Depending on the validation process of the company, timesheets can be validated by multiple people. For example, the timesheets of a team can first have to be validated by the project manager, and then by the team's manager. The time review feature can be used to manage multiple levels of validation, by modifying the validation status code. Time validation status codes can be set up from the Desktop Application and are used to define different levels of validation, for example Validated by project manager and Validated by manager.

From the overview, display the desired month or week, click on for the employee, select the validation status code then confirm the validation. The timesheet is validated for the month or the week.

From the detailed view of an employee, display the desired month or week. It is possible to validate all the time entries displayed or to validate them individually:

  • To validate all the time entries displayed at once, click Validate all on the top right of the screen, select the validation status code then confirm the validation. In this case, all the time entries displayed are validated with the selected status code. If some time entries were already validated, the previous status code is replaced.
  • To validate multiple lines at once, check the boxes on the left to select each line. Click Validate on the top right of the screen, select the validation status code then confirm the validation. In this case, the selected time entries are validated with the selected status code. If some time entries were already validated, the previous status code is replaced.
  • To validate a single line, click on for the relevant line, select the validation status code then confirm the validation.

Note

If a line must be rejected, meaning the status code selected is REJECTED, a reason must be filled in to confirm the rejection.

From the overview, display the desired month or week. Check the box on the left to select the desired employees, click Validate in the list's header, select the validation status code then confirm the validation.

From the overview, display the desired month or week and make sure no employee is selected. Click Validate all in the list's header, select the validation status code then confirm the validation.

If needed, the validation can be canceled, meaning the time entries go back to the BRUT status code. The validation can only be canceled from the detailed view of an employee's timesheet.

From the detailed view, display the desired month or week. It is possible to cancel the validation for all the time entries displayed or for each line individually:

  • To cancel the validation for all the time entries displayed at once, click Validate all on the top right of the screen, select Cancel validation then confirm the cancellation.
  • To cancel the validation of multiple lines at once, check the boxes on the left to select each line. Click Validate on the top right of the screen, select Cancel validation then confirm the cancellation.
  • To cancel the validation of a single line, click on for the relevant line then confirm the cancellation.

Prerequisite: At least one Time for hourly rate report template type must be set up.

1 From the overview, display the desired month or week then click on for the relevant employee.
2 Select the printing Template in the drop-down list, then choose the printing format.

The formats available depend on the report templates set up from the Desktop Application.

3 Depending on the setup of the report template, a window can open. Enter the printing parameters and click on Validate.

The timesheet statement is published and saved on your computer.