Projects and timesheets

Set up projects, track hours against budget, and approve your people's weekly timesheets.

Switched on per organisationThis is built and working, and is switched on for each organisation on request. Ask your account manager, or reply to any email from us naming it.

Projects lets your people log their time against the work you set up, and lets you see hours against budget for every project. If you want each week checked, switch on timesheet approvals and a project lead or an admin approves every submitted week.

Where to find it

Projects under Manage in the admin portal. The approvals switch is under Settings. Some organisations see the word "matters" instead of "projects".

Set up a project

Create the project with a name, client name, code, project type, start and end dates and a budget in hours.
Choose whether time logged to it is billable by default.
Add the people who will work on it and give each a role. Anyone you make Lead approves the rest of the team's timesheets when approvals are on.

You can change a member's role or remove them at any time. The project page shows each member's logged and billable minutes.

Watch hours against budget

The projects list shows each project's client, code, type, status, dates, budget in hours, number of members, logged and billable time, and when it was last active, with a budget signal so you can see which ones are running close. Filter between open and closed projects.

Set a project to live, internal or closed. Internal projects do not show the billable budget signal.

Export timesheets

Download every time entry across all projects as one CSV. Choose a date range and either everyone or one person, including people who have left.

Switch on approvals

Approvals are one switch under Settings, and it is yours to turn on or off. With it on, your people submit their time each week, and a project lead or an admin approves the week before it locks. With it off, the timesheet is a simple log with no approval step.

Review weeks

The approvals area has three views.

  • The pending queue lists submitted weeks waiting for a decision. Approve one week, or tick several and approve them together. To send a week back for correction, return it with a note.
  • The approved list holds weeks already approved. If one needs correcting, reopen it with a note.
  • The missing submissions view shows who has not submitted a timesheet for a given week, across recent weeks, so you or a lead can chase. You can search it by name.
Switched on per organisationWhere the newer timesheet workflow is switched on for your organisation, you can approve up to 200 submitted weeks in one action, your people can copy last week's entries into an empty week, and each week keeps a history of every submit, approval, return and reopen.

Who is told what

When someone submits a week, the leads on their projects are notified. If the person has no lead, or is a lead themselves, your HR and organisation admins are notified instead. When a week is approved, returned or reopened, the person who submitted it is told, with the reviewer's note if there is one. These notifications only happen while approvals are on.

Good to know

  • Nobody approves their own week. A lead's own week can only be approved by an admin. An admin's own submitted week is approved automatically.

Questions

Leave

Approve leave requests, keep an eye on balances and sickness, and set up your leave year and leave types.

Recognition and rewards

Set your company values for peer recognition, watch recognition activity, and run a coin reward scheme if you have one.

On this page

Where to find itSet up a projectWatch hours against budgetExport timesheetsSwitch on approvalsReview weeksWho is told whatGood to knowQuestions