Time tracking setup checklist

Create pay codes

Pay codes specify what pay factor is associated with time worked. They only need to be set up if you are using Replicon for payroll purposes.

Administration > Pay Codes and Policies > Pay Codes

Create timesheet custom fields

Users can enter data in custom fields that appear in timesheets.

If you are using our latest timesheet format, custom fields are created in the timesheet template instead of at the system level.

Administration > Timesheets > Timesheet Settings

Set timesheet settings such as due and end dates

Due dates specify when timesheets and timesheet approvals are due. End dates determine how far in advance users can access timesheets. You can also specify whether or not time off bookings are automatically generated on holidays.

Administration > Timesheets > Timesheet Settings

Customize break types

If desired, users can track break times on their timesheet. When users enter a break, they specify what type of break it is, such as a meal break or a rest break. You can customize the break types to meet your organization's needs.

Administration > Timesheets > Break Types

Create timesheet periods

Timesheet periods determine the length of user timesheets

Administration > Timesheets > Timesheet Periods

Create timesheet templates for employees

Timesheet templates define how users enter their time and what additional data they capture with their time entries

Administration > Timesheets > Timesheet Templates

Add timesheet and time entry approval paths

Approval paths specify who approves timesheets and time entries, and in what order

Administration > Timesheets > Timesheet Approval Paths

or

Administration > Timesheets > Time Entry Approval Paths

Set up timesheet permissions for managers

Permissions determine what approval and timesheet management actions supervisors and managers can take

Administration > Employees and Organization > Permission Sets

Create activities

Activities are functions users can enter time against

Administration > Timesheets > Activities

Configure overtime rules or pay rules

Overtime and pay rules define under what conditions and at what rate employee overtime is paid. The type of rules available to you depends on when you purchased Replicon.

Administration > Pay Codes and Policies > Overtime Rules or Pay Rules

Configure validation rules

Validation rules define criteria that the timesheet must meet before it can be submitted, such as a minimum number of hours

Administration > Timesheets > Validation Rules

Set up timesheet notifications

Notifications can be sent to approvers when timesheets are ready for approval, and to users when their timesheets have been approved, rejected, or modified

Administration > Notifications System > Notifications

or

Administration > Notifications System > Email Notifications

Ensure employees have a license for a timesheet product

The license allows the user to access timesheet functionality. Users are assigned a license for all products by default.

Administration > Employees and Organization > Users > Licenses

Assign timesheet periods to employees

A System timesheet period is assigned by default

Administration > Employees and Organization > Users > Timesheets

Assign timesheet templates to employees

Users must be assigned a timesheet template before they can use timesheets

Administration > Employees and Organization > Users > Timesheets

Assign timesheet and time entry approval paths to employees

The Supervisor default path is assigned automatically, though you can change this

Administration > Employees and Organization > Users > Timesheets

Assign overtime/pay rules to employees

No default overtime or pay rule is assigned

Administration > Employees and Organization > Users > User Profile

Assign validation rules to employees

No default validation rule is assigned.

If you are using our latest timesheet format, validation rules are assigned in the timesheet template rather than to the user.

Administration > Employees and Organization > Users > Timesheets

Assign activities to employees

No default activities are assigned

Administration > Employees and Organization > Users > Timesheets

Assign notifications to employees and managers

All notifications in the system are assigned to new users by default, but emails will only be sent for ones that are enabled at the system level

Administration > Employees and Organization > Users > Notifications

Assign permission sets and licenses to managers

Ensure all supervisors and managers who work with or approve timesheets are assigned the permission sets and licenses they need

Administration > Employees and Organization > Users > Roles & Permissions

and

Administration > Employees and Organization > Users > Licenses