Timesheet

You can create timesheets for different projects, customers, or departments – whatever fits the way you do business, manage payroll, or bill your customers.

The hard limit is 15 timesheets per Workspace.

Creating Timesheet

You create a new timesheet from your Home Tab using  Create New Timesheet button. The process has three steps.

fig. 1
Step 1: Timesheet Details

Title: Use a descriptive timesheet name, e.g. your project name, client name, etc.

This field is mandatory.

 

Description: Describe the purpose of the timesheet, what kind of work should be tracked by this timesheet or other necessary details. 

This field is mandatory.

 

Time Unit: You can choose between Hours and Man-days to be the time unit for the timesheet. Remember that unlike any other settings, the Time Unit cannot be changed in the future.

This field is mandatory.


Once all three fields are filled in, click Next:Define Fields to proceed to the next step.

fig. 2
Step 2: Custom Fields

Each timesheet has one mandatory field named Activity Duration. The time unit for this filed was decided in the previous step.

You can define up to ten more custom fields to capture all the data ta you need.


Click Add Custom Field button to open a new dialog. In this dialog you define the properties of your new custom field.

fig. 3

Field Name is a mandatory property. 

 

Allowed Values defines the values user can use when filling in this custom field. Leave it empty if you want the user to be able to fill in any text here when logging his new activity. 

Or use the comma-separated list of options the user can choose from. 

For “Category” field in fig. 4, for example, the user will be allowed to select from the dropdown list containing four categories.


Optional property defines whether the filed needs to be filled in (Optional = No) when logging an activity or can be left blank (Optional = Yes).

fig. 4

All your custom fields are listed in this step’s modal dialog. In fig. 5 we can see that the new timesheet will have three fields:

 

  1. Activity Duration, which is the mandatory field for all timesheets in Weekaz. For this timesheet the activities will be measured in hours. 
  2. Activity Description, which is a custom filed defined by the timesheet owner. This one will be optional, so users can leave it blank. If not left blank the field can contain any text.
  3. Category, which is the second custom field. Category will be mandatory and the user will have to select one out of four options from the dropdown list
fig. 5

Use the overflow menu button to edit or delete your custom field. You can also move the fields up and down to define the order in which they will be presented when logging the activities into the timesheet or listing, filtering and exporting the existing activities.

 

Once you are happy with your custom fields, proceed to the last step of the timesheet creation process using Next: Add Users button.

fig. 6
Step 3: Add Users

This step allows you to assign the timesheet roles to the colleagues from your team.

 

There are three types of roles:

 

  1. The Owner: The Weekaz user who creates a timesheet becomes its owner. There is one owner for every timesheet. The owner can:
    1. Delete the timesheet
    2. View, filter and export all activities in the timesheet
    3. Add or remove users and managers
    4. Edit custom fields
  2. The Managers: You can specify one or more timesheet managers. Managers are optional, and you can create the timesheet without any managers at all. The managers can:
    1. View, filter and export all activities in the timesheet
    2. Add or remove users and managers
    3. Edit custom fields
  3. The Users: With this role the team member can:
    1. Log and edit own activities
    2. View, filter and export his/her own activities
fig. 7

Notice that the three roles described are not hierarchical in terms of privileges assigned to each role. For example, being an owner or manager doesn’t give you the privilege to log the activities. You need to be a user to do so.

 

The role privileges described above can be also viewed in the following way:

  • The Manager can view, filter and export all data and manage the timesheet settings, including the roles assigned.
  • The Owner has the same privileges as the Manager. On top of that the Owner can also delete the timesheet. 
  • The User can log the activities and work with them further (view, edit, delete, filter, create reports).
  • The Manager or the Owner cannot edit or delete users’ activities.

Managing Timesheet

As the Owner or the Manager of the timesheet you have privileges to change the various timesheet settings. To access the management modal dialog use Manage Timesheet button.

The button is located:

  • In the Timesheet Detailed View (please refer to the following paragraph for more information on the detail view).
  • On the Weekaz Home Tab in the list of your timesheets.
  • On the Weekaz Home Tab in the list of your timesheets – hidden within the overflow menu button in case you have access to too many options to display them all on the Home Tab (please refer to App Home for more information on Weekaz App Home).
fig. 8

Timesheet management dialog looks very similar to the modal dialogs used when the timesheet was created. 

(Please refer to Creating Timesheet paragraph above for the details on timesheet properties discussed below.)

 

The top section of the dialog allows you to change the timesheet’s Title and Description. 

 

The middle section allows you to add or remove Users and Managers.

Note: You can remove the user even if he/she has logged some activities already. These activities will not be deleted, but the user will lose the access to them and will also be prohibited from creating new ones.

fig. 9

Scroll down a little to reach the bottom section of the dialog. If you are the Owner of the timesheet you can delete the timesheet here. 

If you are only the Manager of the timesheet, you will only see Edit Fields button in this section.

fig. 10
Editing Custom Fields

Use the Edit Fields button to access the Fields dialog. This dialog is very similar to the dialog used to define the custom fields when creating the timesheet. 

Please refer to Creating Timesheet paragraph above for the details on custom fields.

 

You can change the custom fields’ order to better meet your needs. You can also change the Field Name, Allowed Values and whether the field is optional or mandatory. When there are any data existing for the custom field you are about to edit (i.e. users already logged the activities and filled in the field in question) the following rules apply:

  • If you are deleting the field, the warning message will be displayed for you to confirm you really want to delete the field, and it’s data.
    All other data will remain untouched, i.e. the given custom field is deleted, but all other fields and activities remain in place. 
  • If you change Optional=Yes → Optional=No (i.e. you change optional field to mandatory), the filed will become mandatory only for the newly logged activities. For the activities that already exist within the timesheet the field remains optional, i.e. if it’s empty for some activities, it may remain empty for those activities.
  • If you change Optional=No → Optional=Yes (i.e. you change mandatory field to optional), the existing values can be now deleted by the users as the field is now optional.
  • If you remove Allowed Values, the field now accepts all values. The existing values can now be changed to anything by the user.

If you add/change Allowed Values (no matter whether there already were some values prior to change or the field has no allowed values whatsoever until now), all the new activities logged by the users need to meet this new allowed values validation. For the existing activities the field can keep its existing values even though they no longer meet the validation criteria.

Timesheet Detail View

Timesheet Detail View allows you to browse the logged activities, edit them, delete, filter or export them. To enter Detail View navigate to Weekaz App Home, in the list of timesheets on the App Home locate the timesheet you are interested in and press the Open Timesheet button.

fig. 11
fig. 12
  • Log Activity – This button is only displayed if you are the User of the timesheet. It opens the Log Activity dialog. See Logging Activities page for more details on logging the activities.
  • Manage Timesheet – This button is only available if you are the Owner or the Manager of the timesheet. It opens the management modal window. See above for more information on managing the existing timesheet.
  • Filter activities – See below.
  • Generate Report – See below.
  • Make Favorite – This button makes the given timesheet your favorite timesheet. It is only displayed if you are the User of the timesheet. Please refer to Favorite Timesheet page for more information on favorite timesheets.
Filter Activities

By default, the bottom section of the Detail View lists:

  • all activities for all Users if you are the Owner or the Manager
  • all your activities if you are only the User of the given timesheet

These activities can be filtered using the Filter Activities button. You can:

  • Set the From Date filter.
  • Set the To Date filter.
  • Set the sorting from the newest or from the oldest activities.
  • If you are the Owner or the Manager of the timesheet (and hence you see the activities of multiple users) you can also filter the activities based on the list of the Users.

Note that once the filter is set it remains in place until you change it or reset it completely to default. This means that even when you leave the Detail View and return back later, the activities will be still filtered.

Generate Report

Use this button to export the data from the timesheet. Currently, you can select between two simple output formats: 

  • Microsoft Excel Speadsheet (.xlsx)
  • Comma-Separated Values (.csv)

The report should be generated within seconds and can be downloaded to your local computer. Note that the export only contains the data respecting your current Filter settings. You need to set the Filter accordingly to your needs before generating the report.

Edit or Delete Activity

The bottom section of the Detail View lists all the activities you have access to. 

Click the overflow menu button to access Edit and Delete functionality. You can only edit or delete your own activities

fig. 13
Ask the User

As the timesheet Owner or Manager you cannot edit other users’ activities. Instead, the overflow menu allows you to send the direct message to the user who logged the activity(see fig. 14).

 The user will receive the message with your question and the details about the activity the message is related to. He/she can reply to clarify or answer your question.

fig. 14