The time-tracking feature allows employees to independently enter their working time from their employee space and managers to validate employees' attendance sheets.
Note: The hours recorded and submitted for projects are for reporting purposes only. They will not affect payroll, employee salaries, payslips, or work patterns in any way.
How to set it up?
For managers
The module can be activated for managers that have a team set up via organisational chart or the workflow. When the manager is assigned to a team, time tracking should be selected as part of the validation rights.
For employees
You can then choose which of your employees will have access to the module from their employee space in order to be able to report their working hours.
To do this, go to the Projects time-tracking and then Edit settings. Here you will see all the settings that will be needed to set up the feature.
To select employees for whom you wish to activate the time-tracking feature, click on activate employees and then select the employees from the list.
The active employees list will then display everyone with access to the feature.
How to change the activation date?
When you provide access to the time-tracking module, the employee will have the default option to enter their hours from the current month only.
To give them access to enter their schedules for previous months, you can modify the activation date.
Example:
You give access on the 10th of January. By default, the employee can only enter the hours worked since 1st of January. You can then change the activation date to allow the employee to enter their working hours before 1st of January to a date of your choice.
To do this, go to the Projects time tracking - Edit settings -Actions and then edit activation date where you can add the correct activation date and Save.
Note: It is not possible to set an activation date before the employee's start date or a future month.
Once the new activation date is set, it is no longer possible to modify previous and un-validated timesheets.
Track the working time declared by employees
As a manager, you can review and validate the working time entered by employees.
Different statuses indicate the progress of each employee.
Draft : The employee has not yet sent their timesheet
Pending validation : The employee has sent their timesheet, awaiting validation by the manager. As long as the sheet is not validated, the employee can still modify it.
Validated : The timesheet has been validated by the manager. The employee can no longer modify it.
Note: Employees are not able to make changes once the working time has been approved by the manager or administrator. To be able to modify it, the manager must first click on Reverse approve, make the changes and validate again.
Reminders for employees
As a manager, you have the possibility to remind employees who have not yet submitted their working time for the month. There are two methods:
Automatic reminder
Available under Projects time tracking - Edit settings - Monthly automatic reminders section. Once this section is activated and a date is set up, the email reminder will then be sent every month to employees for whom the working time tracking is activated, and who have not yet declared their working time on this date.
Please note that this section is where you should also set up if you:
Allow track time for absence and future days
Track time using a time clock
Manual reminder
For manual reminders, please go Project time-tracking and then click on Actions next to the employee's name. The send reminder action will then be available. Once you click on send reminder an email will be sent to the employee reminding them to submit their working times.
Validate the working time declared by employees
Once the working hours for the month have been entered by the employees, the manager or admin can:
Validate the times entered by the employee (once the attendance sheets have been validated, the employee will no longer be able to modify them);
Cancel the validation of times (the employee concerned will be able to modify their working time again)
See the details of the times worked on a calendar view
Comment on the details of the times entered (the employee then receives an email notification, for example, to invite them to modify a schedule in the event of an error)
The manager also has the possibility to modify the working times entered.
Project codes can be used to distinguish the time allocated to each project
The employee can enter their working time based on different projects they are working on. They can choose to enter them from the calendar view or the list view in their employee space along with how much time they have spent on each.
Calendar and work time tracking
The employee's absence schedule is directly synchronised with the working time details of each employee. Non-working days and leaves are automatically indicated as non-working days.
How can my employees enter their working time?
If your employees have any questions about reporting their working hours, please refer them to this article for a full guide.