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.
You create a new timesheet from your Home Tab using Create New Timesheet button. The process has three steps.
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.
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.
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).
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:
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.
This step allows you to assign the timesheet roles to the colleagues from your team.
There are three types of roles:
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:
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:
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.
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.
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 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 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.
By default, the bottom section of the Detail View lists:
These activities can be filtered using the Filter Activities button. You can:
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.
Use this button to export the data from the timesheet. Currently, you can select between two simple output formats:
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.
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
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.