Timesheets

DMF

1901** WEB PORTAL TIMESHEETS & SCHEDULES MENU TIMESHEETS & SCHEDULES MENU

1903** WEB PORTAL TIMESHEETS TIMESHEETS

Timesheets enable employees to log in their daily activity and to spread out their calendars depending on their different tasks and different projects. When employees input their time, they indicate they have spent a certain number of hours or days on a specific project.

Timesheets can be used for:

  • control time actually worked by an employee,
  • analyze the workload based on the desired criteria (by customer, by project, etc.),
  • track time spent on each project.

Employees can also declare half-days of remote work in order to enable the company to track remote work declarations.

To save time, you can use quick entries and timesheet entry suggestions:

  • A quick entry is a template created from a time entry and retrieved the same information. The connected employee only has to change the values that are different to create their new time entry, instead of having to specify the same information again.
  • A timesheet entry suggestion is a preliminary element to an actual timesheet entry. It is generated and pre-filled from an employee's Outlook event to streamline the process of entering their timesheets.

Employees can modify their timesheets at any time, as long as they have not completed them yet. The action of completing a timesheet locks it so that it can no longer be modified by the employee and transfers the timesheet to the manager for review.

Timesheets can be managed from two menus in the Employee module:

  • the Timesheets & schedules menu, which displays times in a calendar; This menu is also used to manage schedules (see Schedules) and timesheet entry suggestions (see Timesheet entry suggestions). Timesheets are identified by the icon, schedules by the icon and suggestions by the / icons.
  • the Activity overview menu, which displays time lines as a detailed table (see Activity overview).

The timesheets are managed in the same way than the schedules. However, time blocks represent blocks of working time that the employee has actually done whereas schedules are used to plan the work days of an employee in advance.

In the portal's upper bar, the icon allows authorized managers to select another employee in order to display and manage their agenda on their behalf.

The Timesheets & schedules menu displays schedules, timesheets and timesheet entry suggestions and allows you to manage them in a weekly view. The following features are available in the screen header banner:

Feature Description

Week selection

and

To move from a week to another, use the arrows and or open the calendar to select the desired week.

The Week field is also available and is used to select the desired week through a date picker.

Schedule and timesheet filters

, and

The , and icons on the top-right corner of the screen are used to hide and show:

  • schedules not done;
  • schedules done;
  • timesheets and timesheet entry suggestions.

Timesheet completion

Used to complete timesheets for the week or the month.

For more information, refer to Completing timesheets.

Timesheet entry suggestion generation

Important

This feature requires the feature flag Portail Collaborateur domain > Facilitation Saisie Temps label.

The CONNECT_CALENDRIER management rule must be enabled and the associated setup completed (see CONNECT_CALENDRIER).

Used to generate timesheet entry suggestions from events in the employee's external calendar.

For more information, refer to Generating timesheet entry suggestions.

Quick entry modification

Allows modifying or deleting quick entries.

For more information, refer to Modifying or deleting a quick entry.

Recurring remote work declaration

Used to create a weekly standard input to declare remote work and use it for a given time period on the current accounting period.

For more information, refer to Declaring recurring remote work.

Printing schedules and timesheets

Used to print schedule or timesheets.

For more information, see Printing scheduled items and Printing timesheets.

Week duplication

Used to duplicate timesheets of the whole week to the following weeks.

For more information, refer to Entire week.

Transfer into timesheets

Used to transfer into timesheets:

  • scheduled items;
  • timesheet entry suggestions with predicted assignments.

For more information, refer to Transferring Schedules into Time Spent.

Month display

Used to open the current month's agenda and displays schedules along with timesheet entries.

Timesheet entry suggestions are not shown.
Views

Various views are available and each one has its own characteristics and specific features:

  • List: to display scheduled items, timesheets and timesheet entry suggestions with one block per day displayed (see List view).
  • Column: to display scheduled items, timesheets and timesheet entry suggestions with one column per day displayed (see Column view).
  • Table: to display scheduled items, timesheets and timesheet entry suggestions in a table (see Table view).
  • Statistics: to display scheduled items and timesheets as graphs (see Statistics view). This view is for informational purposes only and does not allow management of scheduled items, timesheet entries or timesheet entry suggestions.

Click on List from the views to display scheduled items, timesheets and timesheet entry suggestions as a list. This list contains a block per day displayed (from the preferences) and each block retrieves the scheduled items, timesheets and suggestions on this day.

Public holidays are displayed in red. Validated (matching the VALIDE status code) or rejected (matching the REFUSE status code) timesheets are indicated with the and icons at the right of a time block.

Reference

For more information about the setup of results in list view, refer to Managing results in list view.

Note

The sorting headers is not available on the calendar.

Click on Column from the views to display scheduled items, timesheets and timesheet entry suggestions in columns. This display contains one block per day displayed (from the preferences) and each block retrieves the scheduled items, timesheets and suggestions on this day.

At the top right of the columns, the following options allow you to manage the detailed display of the scheduled items, timesheets and suggestions:

  • Overview to only display duration, customer and visual indicators (for example, the comment or review status)
  • Normal view to display all information for the item
  • Scaled view to display items in blocks with height proportional to the item duration

Note

In scaled view, the Ratio in % of the column view to scale user preference is used to display the whole screen, without having to scroll in order to view all blocks. This ratio can be set up from 50 % to 200 % according to the user's needs.

A quick search field is available on top of the results table. The search starts as soon as one character is typed and the results are filtered automatically.

On the right of the quick search field, the icon allows you to refresh results.

Public holidays are displayed in red.

Validated (matching the VALIDE status code) or denied (matching the REFUSE status code) timesheets are indicated with the and icons at the right of a time block.

To sort the items displayed in each block of a day, click on the icon at the right of the search field to display the sorting options:

Sorting the content

Displays a window to manage the sorting options. The Available columns option show the different values on which you can apply a sorting. Use the search field to quickly find a column. The search starts as soon as one character is typed and the columns from the Available columns section are filtered automatically.

Move it to the Sorted columns section on each criterion you want to sort:

  • If you apply multiple criteria, set the order of criteria by selecting them and moving them.
  • For each criterion, click on the sorting icon so the sorting is done by ascending / alphabetical order or by descending / inverse alphabetical order.
  • To delete a criterion, click on for the desired criterion.

Click on Apply to sort the elements according to the selected criteria.
Default sorting Click on this option to go back to the default sorting.

Click on Table from the views to display scheduled items, timesheets and timesheet entry suggestions as a table. Each table line corresponds to a scheduled item, a timesheet or a suggestion.

Done scheduled items are hatched and indicated wit the icon in the Type column.

timesheets on public holidays are displayed in red.

Validated (matching the VALIDE status code) or denied (matching the REFUSE status code) timesheets are indicated with the and icons in the Validated column.

Important

This display allows you to manage scheduled items or timesheets already created, but you cannot create a new item. To do so, you must be in List or Column display.

Reference

For more information about the setup of results in table view, refer to Managing results in table view.

Click on Statistics from the views to display various statistics about the timesheets specified. These statistics do not take into account schedules and timesheet entry suggestions.

This view is for informational purposes only and does not allow management of timesheet entries.

Reference

For more information of the setup of the results in statistics view, see Managing results in statistics view.