The timesheet process is highly customisable and can be configured to align with the structure and policies of any organisation. The Timesheet Configuration page provides timesheet administrators with the necessary controls to tailor timesheet settings to meet organisational needs.

The Timesheet Configuration page consists of five key sections:

1. Timesheet Basics – Defines fundamental settings such as timesheet periods, submission deadlines, and required fields.

2. Miscellaneous Tasks – Manages additional tracking options, including non-project work and administrative time.

3. Timesheet Management – Controls approval workflows, submission rules, and permissions.

4. Instructions and Reminders – Allows custom messaging for timesheet users, including submission reminders and compliance notes.

In this guide, we will walk through each section of the Timesheet Configuration page, explaining the available settings and their impact on the timesheet process.

How to Access the Timesheet Configuration page

To access the Timesheet Configuration page, first navigate to the Timesheet Administration page from the Administration Console and select Configuration Settings from the Timesheet Settings panel.

You can read more about the Timesheet Administration page here.

Timesheet Basics

The Timesheet Basics section defines the core settings that determine how timesheets function within the system.

• Timesheet Start Date – Sets the date from which resources should begin submitting timesheets.
  
  

• Hours per Day – Specifies the maximum number of hours a resource can book per day.
  
  

• Minimum Time Interval – Determines the smallest time unit that can be booked. For example, if set to 30 minutes, resources can log time in increments such as 30 minutes, 1 hour, 1 hour 30 minutes, etc.
  
  

• Timesheet Submission Deadline – Defines the latest day timesheets must be submitted by. The value is set as a number indicating days before or after the end of the timesheet period. For example, if timesheets must be submitted every Friday for the week, set this value to -2.
  
  

• Timesheet Approval Deadline – Specifies the deadline for timesheet approvals as a number of days before or after the end of the timesheet period. If timesheets must be approved by Tuesday of the following week, set this value to 2.

  
  

• Week Range – Determines how many weeks per page are displayed in the My Timesheet component. If set to 3, each page will show seven timesheets: the current week, three previous weeks, and three future weeks. Users can navigate to previous or upcoming weeks using the toggle buttons.
  
  

• Recall Week Range – Indicates how many weeks prior to the current week a timesheet can be recalled for amendments.

Miscellaneous Tasks

The Miscellaneous Tasks section allows organisations to track non-project activities such as vacation, training, and leave. These tasks ensure that time spent on administrative and non-billable activities is properly recorded.

• Miscellaneous Task Intervals – Enables administrators to define preset time intervals to simplify timesheet submission. For example, a "Full Day" interval can be set to 8 hours, while a "Half Day" interval can be set to 4 hours. This is particularly useful for activities like vacation or paid time off (PTO), where users can simply select an interval instead of manually entering the number of hours taken.
  
  

• Miscellaneous Task List – Defines the available non-project tasks and assigns the applicable time intervals. Some tasks may require a specific number of hours to be entered per day, while others may use predefined intervals (such as full-day or half-day options). If a task is configured to use both full-day and half-day intervals, the user must select one of these options when logging time for that task.

Timesheet Management

The Timesheet Management section controls how timesheets are populated, submitted, and managed within the system.

• Use Project Allocation – Determines whether timesheets are pre-populated with assigned projects:

  • When enabled, timesheets automatically include the projects the resource is allocated to, allowing users to book time only against those projects or miscellaneous tasks. They will not be able to log time against projects they are not allocated to.
    This option is useful for organisations that want to ensure resources are strictly working on their assigned projects, reducing the risk of misreported hours and ensuring more accurate project costing. It is particularly beneficial for teams with defined project assignments and controlled budget tracking.
    
    
  • When disabled, timesheets start empty. Users can manually add records by selecting from their allocated projects, but they also have the flexibility to search for and book time against any other available projects.

    Enabling this setting is beneficial when organisations want to restrict time logging strictly to assigned projects, ensuring more accurate tracking. Disabling it is useful when resources need flexibility to log time against projects beyond their direct allocations.
    
    

• Allow Corrections – Enables users to submit corrections to previously submitted timesheets. A timesheet correction allows resources to adjust entries for past weeks if errors or changes need to be made.
  
  

• Allow Copy Timesheet – Allows users to copy the previous week's timesheet into the current week. This feature saves time by replicating recurring tasks, while still permitting modifications before submission.
  
  

• Allow Future Booked Timesheet Weeks – Defines how many weeks in advance resources can submit timesheets. This is useful for planning and logging time ahead of schedule.
  
  

• Maximum User Allocation – Controls how much over or under a resource can be allocated relative to their standard capacity:

  • Each resource has a defined capacity (e.g., 1 for full-time, 0.8 for four days a week).

  • This setting specifies a multiplier to determine when a resource is considered over-allocated.

  • For example, if a resource’s capacity is 1 and this value is set to 1.2, the resource is considered over-allocated if assigned more than 120% of their capacity. If set to 0.8, overallocation occurs when assigned more than 80% of their capacity.

Instructions and Reminders

The Instructions and Reminders section provides tools to help guide users in properly filling out their timesheets and ensuring compliance with submission and approval deadlines.

• Timesheet Instructions – Displays instructions at the bottom of the timesheet page to guide users when booking timesheets. This can be used to remind them of submission deadlines, highlight policies on overtime, or provide guidance on booking time against projects and miscellaneous tasks.
  
  

• Timesheet Reminder Enabled – Enables or disables automatic timesheet reminder emails, helping ensure resources submit their timesheets on time.
  
  

• Approval Reminder Enabled – Enables or disables automatic approval reminder emails, ensuring that approvers review and process timesheets within the required timeframe.