How to set up the Timesheet module to enter time spent on projects and categories. How to configure the Timelog and Timesheet apps.
This GroupCamp FAQ explains how to set up the Timesheet module to enter time spent on projects and administrative time categories. How to configure the module for users and project managers. How to configure the Timelog settings to enter time spent on projects.
In this article:
- Introduction to the Timesheet module and the management of time spent
- Time unit for entering times spent: hours or days
- Configure time spent entry:
- User settings
Save time spent on projects and administrative time categories
Billable time spent
Receive reminder emails
With the Timesheet module, selected users can save their time spent:
- On projects of which they are members.
- On administrative categories (Leave, Training, etc.).
The Timelog application of each project allows to configure the constraints on the input form fields: billable time, category and / or mandatory description, list of categories authorized in the project, entry only on tasks, etc.
Users (colleagues or guests) can quickly save their time spent in the Timelog application, on project tasks (Tasks app) or in the Timesheet application.
Project managers can track and validate time spent:
- In each project: 1) with the Timelog app 2) with the Tasks application: on the tasks and with the Gantt View menu 3) with the application Summary and key figures, tables and graphs.
- For all the projects they support: 1) with the Timesheet application 2) with the Reports application.
Planners have access to extended privileges to view time spent by project, by project manager, and by user, to lock account time spent entry, and so on.
Administrators use the Admin Panel and Timesheet module to configure time spent entry and privileges for entering timesheets.
Go to Admin Panel > Settings > Modules > Timesheet to select Time units for your accout.
To learn more about Time units, check out this FAQ: How to set up Time units and the Work capacity of the users.
The Timelog app settings of each project set the constraints for entering the time spent on the project. When the Timelog app is disabled, the entry of the time spent on the project is disabled.
These settings give the following input form:
Allow entries on tasks
When the field is checked, the form proposes the selection of a task AND the addition of the time spent is possible on the tasks of the project.
Note: When Allow free entries is unchecked, entries are only made to project tasks.
Only on tasks assigned to the user
Project members will be able to add time spent only to the tasks assigned to them. Only project leaders can override this setting.
Default value of the Description field
Select the value of the Description field.
Allow free entries
Project members can enter time spent without attaching them to tasks.
The Billable field is a checkbox. It differentiates time spent records that are billable from those that are non-billable. Use this field if you need to differentiate time spent record in the project.
Note: When the value of the check box is checked by default, the time spent saved by project members who do not have the Modules > Timesheet > View> Billable time privilege are recorded as billable.
Category and Description fields
Select the constraint to apply on these fields.
The list of categories allowed for entry can be restricted and specific to each project. This list is also important if your project has a budget by category in which the budget lines are time categories. To know more, you can consult these FAQs:
Go to Admin Panel > Settings > Modules > Timesheet and Unfold Time Tracking settings.
Check the box and select the constraint on the Description field.
The entry on administrative time categories is done only with the Timesheet app.
Go to Admin Panel > Settings > Modules > Timesheet.
This feature allows you to control the possible entry dates and thus avoid creations or changes of time spent that would already be taken into account in your reporting tables.
An extended privilege makes it possible to exceed these limits. It allows team managers or project managers to correct or make changes outside the set limits.
Go to Admin Panel > Settings > Modules > Timesheet.
Locking time spent entry in a project allows Project Leaders to prohibit any entry or change of time spent records until the lock date. Examples of use:
- You have already validated the time spent records for the period.
- You have sent a statement of time spent to your client for information / acceptance.
- You have transmitted a statement to your accounting service.
Locking time spent on your account affects all time spent entries, so in all projects and for all entries on administrative time categories.
Example of use: you have closed your n-1 year or your previous quarter and you do not want the time spent records to be changed.
A Work capacity profile allows you to define the working and non-working days for the week, the duration of the work day, and cap the amount of time spent entered. You can create multiple profiles and assign them to your users.
The first day of the workweek is here on Monday. The non-working days are the days with the value: "0:00". Here on Saturday and Sunday.
To learn more about Work capacily profiles and set the First day of the workweek, check out this FAQ: How to set up Time units and the Work capacity of the users.
The Work capacity profile window allows you to cap time spent entry per week, per day, and for non-working days.
You can customize each user's profile with the Work capacity tab of the User window.
Privileges determine which users can save time spent in your account.
- You can use Custom profiles of privileges to categorize who can and can not. To learn more, read this FAQ: How to grant privileges. How to use Profiles of privileges.
- You can edit the settings for each user (User window) or use check boxes with the Users > Settings menu.
To open this window, go in the Timesheet app and use the Actions menu.
To read more about email reminders, please read this FAQ: How to send reminder emails for user timesheets.