Setting up timesheet templates
Looking for help with this feature in Polaris? Check out Setting up timesheet templates in the Polaris help.
A timesheet template is a group of timesheet settings that is assigned to users. Each timesheet user must be assigned a timesheet template in their user profile before they can record time they spent working.
Templates allow you to manage different settings for different types of users. For example, you might want to allow only a certain set of users to enter time against projects. In this case, you could create a timesheet template with project options enabled, and assign it to that set of users in their user profiles.
Default timesheet templates are available that you can use or edit to meet your requirements. You can also create as many new templates as you need.
About the legacy timesheet formats in Replicon
This topic covers setting up 'configurable' timesheet templates, which are available in later versions of Replicon. Configurable timesheets are more flexible than our older formats, offering a host of customizable options, and dozens of advanced validation rules and workflow conditions.
If you're using an older version of Replicon, you won't have access to configurable timesheets. However, you can still configure some timesheet options in legacy Standard and In/Out timesheets. For more information on setting up these formats, refer to Setting up legacy Replicon timesheets > Setting up timesheet templates.
Adding a timesheet template
To add a timesheet template:
- Go to Administration > Timesheets > Timesheet Templates.
- Click Add Timesheet Template.
- Enter a template name, and select a timesheet format if necessary.
A table listing all timesheet options that apply to the format you selected displays.
- Select or deselect timesheet options, as desired.
For information on the available settings, refer to the sections below.
- Click Add.
You can now assign the template to users in the Timesheets section of their user profiles.
Choosing whether the timesheet is pre-filled
To pre-fill the timesheet with data, select an option in the Auto Fill Timesheet With field. These options are also available on the user's timesheet.
For more information, see Setting up timesheet autofill and quick fill population methods.
Setting the timesheet owner permissions
In the Timesheet Owner Permissions section, choose what actions the user can take on the timesheet. These permissions apply to the timesheet as a whole, regardless of what components it includes.
|
Permission name |
Description |
|---|---|
|
Reopen Timesheet before Approval |
Allows the user to open their timesheets that are awaiting approval in order to make corrections. To be reopened, the timesheet cannot have been approved by any approvers. |
|
Reopen Timesheet after Approval |
Allows the user to reopen their approved timesheets in order to make corrections. Timesheets that have been invoiced cannot be reopened. |
|
Allow Blank Resubmission Comments |
Allows the user to resubmit a timesheet that was reopened without entering any comments in the comments field that displays. Deselect this option to require resubmission comments. |
| Auto-Submit Timesheet on Due Date |
Submits the timesheet automatically when it is due. This option is often enabled for CloudClock users, so they don’t need access to the Replicon web app. |
| View Pay Details |
Shows all relevant pay information on the timesheet. This option isn't available in Polaris, since it doesn't include payroll details. |
| View Billing Details |
Shows all relevant billing information on the timesheet. This option isn't available in Polaris. |
Adding time entry components
Time entry components determine how the user records time in the timesheet – either by entering durations in a grid, by entering in and out times in a timesheet, or by capturing existing time punches.
There are four time entry components:
- Time Distribution Grid
- In/Out Times
- In/Out Times + Allocation
- Time Punches
To add a component, click +Add a UI Component, select a component, then customize its settings, if required.
Refer to Setting up time entry formats in timesheet templates for more information on configuring time entry components.
Adding other components
These options determine what other information or options display on the user’s timesheet. Users cannot record time using any of these options.
To add a component, click +Add a UI Component, select a component, then customize its settings, if required.
Custom help links
Each component marked with an * below supports the addition of a custom help URL, where you can display help content hosted by your organization. Refer to Adding custom help links to timesheets for more information on this.
Custom help links is available in the following enterprise products only: Workforce Management, Professional Services Automation, and Project Portfolio Management. It is not available in Polaris.
|
Component name |
Description |
|---|---|
|
Attestation* |
Displays a custom message on the timesheet, with a check box for the user to accept the message. You specify the title and text of the message. For example, you could include an attestation stating that the data entered is accurate, to the best of the user’s knowledge. To ensure the check box is checked before the user submits the timesheet, add the Attestation Acceptance Required workflow condition in the template. |
|
Billing Summary* |
Displays a table outlining the billable hours entered against each client, project, task, billing rate, and amount; you can choose which fields display. This feature is primarily aimed at project managers when approving timesheets, so they can quickly gauge how much the timesheet will contribute to client invoice amounts. This option isn't available in Polaris. |
|
Daily Fields* |
Allows the user to record custom data for each day on the timesheet using dynamic custom fields. For example, a user could record how many calls they made each day. The row of fields will display underneath the timesheet. You can add a value to the Custom Name field, and that value will appear as a title above the row. |
|
Notice* |
Displays a custom message on the timesheet. You specify the title and text of the message. For example, you could include a message stating the date and time when timesheets are due. |
|
Payroll Summary* |
Displays a table outlining the hours against each pay code and, optionally, the pay amounts and totals. The calculations are based on the timesheet owner’s pay rule and their hourly payroll rate. This option isn't available in Polaris, since it doesn't include payroll features. |
|
Schedule |
Displays the timesheet owner’s shift schedule on the timesheet page. The Schedule component is not currently supported on the Replicon Mobile app. However, users can view their schedules via the Schedule section of the app. This option isn't available in Polaris, since it doesn't include shift scheduling features. |
|
Target Billable Hours* |
Displays a bar graph at the top of the timesheet, showing actual billable hours worked as a fraction and percentage of the billable target set for that user, for that month. You can also include a bar showing the progress toward targets for:
These options let the user compare their progress to others', while preventing them from viewing confidential details about individual performance. |
|
Time Entry Details |
Displays a table of comments and cell-level custom field data entered in the timesheet. The table only displays if comments have been entered. This component makes it easier for approvers to review cell-level timesheet data, especially from Time Distribution Grid timesheets, since they don't have to hover over each cell to view it. Comments are entered and edited using time entry components. |
|
Time Off Bookings |
Allows the user to book time off from the timesheet and view any existing bookings that overlap with the timesheet period. The user needs to be assigned a time off template before they’ll have this functionality in their timesheet. The Time Off Bookings component is not currently supported on the Replicon Mobile app. However, users can view their time off bookings via the Time Off section of the app. |
|
Time Off In Lieu* |
Calculates time off granted in lieu of overtime. Depending on the time off in lieu settings, the user may be able to choose how many hours are converted to time off. This component is required for the user to receive time off in lieu of overtime. Without it, the time off will not be granted – the user will be paid overtime instead. This option isn't available in Polaris. |
|
Timesheet Fields* |
Adds one or more timesheet-level dynamic custom fields to the timesheet that applies to the entire timesheet (that is, not to a particular row or cell of the timesheet). For example, you could add a timesheet custom field where employees can record the # of calls they made that week. The fields will display underneath the timesheet. You can add a value to the Custom Name field, and that value will appear as a title above the field or fields. |
|
From this section, you can enable one or both of the following to display at the bottom of user timesheets: Approval History Shows a history of the submission and approval actions performed on the timesheet, including the name of the user who took the action. Modification History If other users, such as managers and payroll managers, have made changes to a user’s timesheet, this section will shows who made changes, what changes were made, and how the changes were made (i.e. manually, or via mass move in Replicon). This can help users understand why their timesheet might have changed since they last looked at it. If they need more details on the change, they can refer to the Timesheet Audit Trail report.
|
Configuring Quick Fill options
Timesheet users can click the Quick Fill With button available at the top of their timesheet to automatically add data to the timesheet. This can save them time when filling out their timesheet.
Administrators can decide which Quick Fill options appear on the timesheet, and how they display.
For more information, see Setting up timesheet autofill and quick fill population methods.
Choosing validations
Validations specify the requirements the timesheet must meet. The timesheet is regularly checked against the validation requirements and an error or warning is shown, depending on the validation. Replicon and Polaris have several validations available by default.
To add a validation, click +Validations and select an option from the list. Repeat to add additional validations.
If you want the validation to be enforced, add a workflow condition to prevent submission. Without a workflow condition, the user will see an error on the timesheet but will still be able to submit.
Assigning workflow conditions
Workflow conditions determine when users can submit their timesheet.
Refer to Setting workflow conditions for timesheet templates for more information.
FAQs
Why is a component not appearing on the user’s timesheet?
Components are only displayed when there is data to display in them. For example, if the Payroll Summary component has been added but there is no payroll data for that timesheet, the summary won’t be shown. Once payroll data is available, the summary will appear.
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.
What happens if we edit a template that is already assigned to users?
The new template settings will take effect for any timesheets that are created in the future. Any existing timesheets will be unaffected.
Some sections not mentioned here display when I add time entry components
Yes, these additional categories will appear in the template, depending on the time entry components you add:
- Project/Task Selection
- Time Entry Workflows
- Time Distribution Category
Refer to Setting up time entry formats in timesheet templates for more information on these settings.
Related topics
Setting up timesheets (video)
Time tracking setup checklist
Setting up timesheet validation rules
Setting up timesheet autofill and quick fill population methods
