Setting up time entry formats in timesheet templates
Looking for help with this feature in Polaris? Check out Setting up time entry formats in timesheet templates in the Polaris help.
To record their work time, users must be assigned a time entry format. Time entry formats are set up within timesheet templates, which are in turn assigned to users in their user profiles.
There are four time entry formats available:
- Time Distribution Grid
- In/Out Times
- In/Out Times + Allocation
- Time Punches (not available in Polaris)
About 'hybrid timesheets
A user can be assigned one of the four formats. Or, they can be assigned the Time Distribution Grid in addition to either the In/Out Times or Time Punches format. When combined, the user records their hours either by entering in and out times or by punching in and out, and then allocates those hours to projects, tasks, or activities using the Time Distribution Grid. These combined timesheets are sometimes referred to as 'hybrid' timesheets. Refer to Understanding time allocation for more information.
Configuring the Time Distribution Grid format
The Time Distribution Grid format allows the user to enter time as durations (eg 7.5 hrs). It includes options for entering time against projects, activities, or custom fields, and shows any time off booked for that timesheet period.
This format can be used alone or in conjunction with the In/Out Times or Time Punches formats for time allocation.
Refer to the table below for a description of all settings available for this format.
|
Setting name |
Description |
|---|---|
|
Projects and Tasks |
Allows the user to enter time against projects and tasks. Select Row to enable; the selected option has a darker/gray background. |
|
Billing |
Allows the user to choose whether the time is billable or non-billable and, if billable, the billing rate to apply. Which of these options are available on the timesheet is based on the selected project’s billing settings. Select Row to enable; the selected option has a darker/gray background. |
|
Activities |
Allows the user to enter time against their assigned activities. Select Row to enable; the selected option has a darker/gray background. |
|
Comments |
Allows the user to capture comments with each time entry. Select Cell to enable; the selected option has a darker/gray background. |
|
Custom fields |
Allows the user to track custom data related to each row or cell in the timesheet using dynamic custom fields. For example, you could allow a user to include the number of calls they made during the work period in question. Use the toggle to choose either Row or Cell; the row option adds a column to the data grid so the user can enter data related to each row, while the cell option includes a custom field in a bubble when the user selects a cell and then clicks the plus icon.
|
|
Snap durations to the nearest |
Determines whether the durations the user enters are automatically rounded. You can choose the increment to round to. The rounded value is the saved value; the original value is not retained. |
|
Allow negative durations |
Allows users to enter negative durations to make adjustments for billing or costing errors. Typically used if the incorrect hours have already been billed, so the timesheet that includes the error can't be reopened. Negative time entry should never be used to make adjustments on timesheets used for payroll, even when correcting a costing or billing error. Including negative values in timesheets used to calculate payroll can result in incorrect or failed pay calculations. |
|
View task progress bar |
Displays a bar graph in timesheets, that shows hours worked / hours estimate for the task. Refer to What does the Progress column in timesheets show? for more information. These graphs can:
The graph displays for everyone who has access to the timesheet, even if the Show Task Progress When Approving permission is enabled for a timesheet approver. |
|
Enter time in days |
Allows entry of time in days, in addition to entry in hours. They user will be able to toggle between the two methods. If this option is enabled, you'll need to enter the Hours per day that will be used to convert days to hours in billing or pay calculations. The user's assigned hours per day set on the Schedule tab of their user profile will not be used for this purpose. The primary purpose of this option is to support forfait jours policies offered in France. Forfait jours is typically used by senior executives with flexible schedules, who only need to record the number of days they’ve worked per year, rather than the specific hours they work each week. We don’t recommend enabling this new option in timesheets used for payroll purposes, since it presents a compliance risk. This feature is not available in Polaris. |
|
Custom help URL |
Displays custom help relevant to this component, hosted by your organization. Refer to Adding custom help links to timesheets for more information on this. This feature is available in the following enterprise products only: Workforce Management, Professional Services Automation, and Project Portfolio Management. It is not available in Polaris. |
When you add the Time Distribution Grid format to a template, a Time Distribution Category section appears. In most cases, this section should be left blank.
However, if users will be entering their time using one of the other components and then allocating their hours in the Time Distribution Grid (i.e. if you're using a 'hybrid' timesheet), choose a distribution category so users know how many hours they need to allocate.
Configuring the In/Out Times format
The In/Out Times timesheet format allows the user to record their hours by entering the times they start and stop working (e.g. 8 a.m. to 11 a.m.), but not in real time. It includes options for entering time against breaks in Replicon, but it does not support time entry against project, tasks, or activities; use the In/Out Times + Allocation if you require time entry against projects, tasks, and activities.
Refer to the table below for a description of all settings available for this format.
|
Setting name |
Description |
|---|---|
|
Title |
Shows the title entered above the in/out component of the timesheet. A title is only required if you're adding custom help links to this component, since the help icon for the in/out table will display beside the title, and can help users identify what component the help applies to. |
|
Track Breaks |
Allows the user to track break times. This option isn't available in Polaris since break tracking isn't typically required for billing and costing. |
|
Default Break Type |
Sets the type of break that will populate the Break field by default for users. |
|
Time Entry Comments |
Allows the user to enter comments for each time entry |
|
Split times that cross midnight |
If the user is punched in at midnight, the system automatically creates an out time at 11:59 p.m., and an in time at 12:00 a.m. |
|
Snap times to the nearest |
Determines whether the in and out times are automatically rounded. You can choose the increment to round to. The rounded value is the saved value; the original value is not retained. |
|
Custom help URL |
Displays custom help relevant to this component, hosted by your organization. Refer to Adding custom help links to timesheets for more information on this. This feature is available in the following enterprise products only: Workforce Management, Professional Services Automation, and Project Portfolio Management. It is not available in Polaris. |
Configuring the In/Out Times + Allocation format
Like the In/Out Times format, the In/Out Times + Allocation format allows the user to enter the times they start and stop working (e.g. 8 a.m. to 11 a.m.), but not in real time. But in addition, this format supports entry of time against projects, activities, or custom fields.
The In/Out Times + Allocation component is not fully supported on the Replicon Mobile app for Android.
Refer to the table below for a description of all settings available for this format.
|
Setting name |
Description |
|---|---|
|
Title |
Shows the title entered above the in/out component of the timesheet. A title is only required if you're adding custom help links to this component, since the help icon for the in/out table will display beside the title, and can help users identify what component the help applies to. |
|
Projects and Tasks |
Allows the user to enter time against projects and tasks |
|
Billing |
Allows the user to choose whether the time is billable or non-billable and, if billable, the billing rate to apply. The options available on the timesheet are based on the selected project’s billing settings. |
|
Activity |
Allows the user to enter time against their assigned activities |
|
Comments |
Allows the user to enter comments for each time entry |
|
Custom fields |
Allows the user to enter custom data for each time entry using dynamic custom fields. For example, you could allow a user to include the number of calls they made during the work period in question. Adds a column to the timesheet for each custom field you add, allowing users to record custom data against each row of data. |
|
Break Time |
Allows the user to track break times. You can use the Default Break Type field to set a type that will populate the field by default for users. This option isn't available in Polaris since break tracking isn't typically required for billing and costing. |
|
Default Break Type |
Sets the type of break that will populate the Break field by default for users. |
|
Split times that cross midnight |
If the user is punched in at midnight, the system automatically creates an out time at 11:59 p.m., and an in time at 12:00 a.m. |
|
Snap times to the nearest |
Determines whether the in and out times are automatically rounded. You can choose the increment to round to. The rounded value is the saved value; the original value is not retained. |
|
Custom help URL |
Displays custom help relevant to this component, hosted by your organization. Refer to Adding custom help links to timesheets for more information on this. This feature is available in the following enterprise products only: Workforce Management, Professional Services Automation, and Project Portfolio Management. It is not available in Polaris. |
Configuring the Time Punches format
Users who record time by making punches via the web, mobile, or CloudClock apps must be assigned a punch entry policy. Optionally, they can also be assigned a Time Punches timesheet format where their time punches display. They must be assigned a timesheet if:
- Pay data is calculated from the punches
- The punch data needs to go through an approval process
- The time needs to be allocated to projects or activities
From within the timesheet, users can also manually add or edit punches, if this is allowed in their punch entry policy.
Like the other time entry formats, this format allows you to enable a Custom help URL, which displays custom help relevant to this component, hosted by your organization. Refer to Adding custom help links to timesheets for more information on this.
The Time Punches format is not available in Polaris.
Other Time Distribution Grid or In/Out Times + Allocations settings
Project/Task Selection
The Project/Task Selection section appears on the timesheet template setup page if you add the Time Distribution Grid or In/Out Times + Allocations time entry component to the template -- that is, a component that supports projects and tasks. This section allows you to choose settings related to the task selector in timesheets.
Refer to the table below for a description of all settings available for this section.
|
Setting name |
Description |
|---|---|
|
Filter Projects By |
Determines whether all projects and tasks are filtered by program or client |
|
Name Formatting |
Determines how Project and Task display in the task selector.
By default, Task is more prominent, but it might make more sense to your users to make Project more prominent.
|
|
Default Task View |
Sets the default view when the timesheet user selects a task within the task selector. The user will be able to override this selection and toggle between views.
|
|
Allow Selection of Projects/Tasks Beyond Start/End Dates |
When disabled, projects or tasks whose date ranges do not overlap with the timesheet period dates range won't be available for selection in the task selector. Allowing time entry outside of project/task dates can allow work to continue when projects overrun their date limits, while waiting for dates to be updated. |
|
Show project based timesheet fields on the timesheet |
When disabled, will hide any project based fields on the user's timesheet. This option isn't available in Polaris since Polaris doesn't support project-dependent custom fields. |
|
Advanced Search |
Determines what filters display under the search field.
If you add 3 or more filters, users will have to click the Advanced Search tab in the task selector for the fields to display. |
Time Entry Workflows
The Time Entry Workflows section appears if you add the Time Distribution Grid or In/Out Times + Allocations time entry component to the template -- that is, a component that supports projects and tasks.
These permissions allow timesheet owners to submit individual time entries for approval, ahead of submitting the entire timesheet. This allows users to submit entries as soon as they complete the associated work, without having to wait for the end of the timesheet period, which can can speed up billing.
Refer to What is a time entry submission workflow for timesheets? for information on setting up this type of workflow.
FAQs
Why don’t my timesheet template changes appear in the timesheet?
Changes you make to a timesheet template are only reflected in timesheets that are generated after you make the change. If you need a change to apply to an existing timesheet, you’ll need to delete and regenerate it.
Related topics
Setting up timesheet templates
How Replicon and Polaris timesheets work
Time tracking setup checklist
Setting up timesheets (video)
