Time Sheets

With Time Management, users enter how much time they've worked every day on virtual Time Sheets. When the week ends, on Saturday at midnight, users can Sign their Time Sheets. Then, the user responsible for them can Approve the time worked.

To open the 'Time Sheets' window, click on the 'Time Management' menu:

If you don't see this menu when you are logged in to TeemWork, ask your Administrator to authorize you to use time sheets, in your Profile.

The Time Sheets window is divided into two sections:

You can switch between the two by clicking on the corresponding buttons at the top of the window. When you open up the Time Sheets window, you are in 'Enter Time' mode, by default.  

The topmost portion of the window is the same for both sections: 

When you open the Time Sheets window, your name will be in the drop-down menu, at the top of the window. If you are allowed to enter someone else's time, or approve their time sheets, you can select his name there.

prints the content of the current window on the default printer.

creates a new e-mail for the currently selected user, using the default e-mail program registered on this computer. This button is obviously not visible when your own name is selected in the menu.   

opens a new window, that contains a list of all the Time Sheets which you are responsible for, but haven't Approved yet. When the 'Multiple selection mode' checkbox is checked, you can approve multiple Time Sheets at once. To learn how to select multiple entries at once in a list, click here. 

opens the Time Summary window, which is used to manage vacations, sick time, overtime and formation, for the selected user. See also Standard Activities.

displays the comments written by the user, when he filled his time sheet

displays the user's schedule, as was decided by his superior. See the Schedule window and the Agenda for details

Entering time

At the end of a day (or at least, once every week), you should enter how much time you have worked. This is done in the 'Enter Time' section of the Time Sheets.

The preceding slide shows how the user 'Elmer' can enter time on his Time Sheet. First of all, he has to select the day in the calendars to the right (you can use any of the two calendars, they are equivalent). By default, today is selected. 

Next, he selects the start time and end time of his Activity. In this case, he began working on the 'Tractor' Activity at 14 o'clock, and he finished at 17:00. TeemWork automatically calculates the number of hours worked in the 'Hours' field. You could enter this time directly, if you don't want to enter the Start time and End time.

Elmer has to chose the Activity from the list at the bottom left of the window. He chose 'Tractor' (if there are no Activities in this list on your window, your team Administrator should take a look at 'Configuring Time Management' and 'Activity Management'. You have to be a 'participant' of an Activity to use it on your Time Sheet.)

Elmer also write a 'Description' of what he did. Finally, he clicks on the 'Add' button.

The list at the left of the window contains all the Activities done for the current day. When you 'Add' a new one, it will be displayed there. If you have made an error, you can always click on the entry in this list to correct it. Click on the 'Modify' button to save the modifications. You can also click on the 'Erase' button to suppress this entry.

To enter overtime, check the 'Overtime' checkbox, and select the rate (1 = normal rate; 1½ = time and a half; 2 = double time) 

Some Activities also allow you to enter that you spent money that should be reimbursed by the company in the 'Spent $' field, such as gas for your car, or having diner with a client. 

When you click on the button, TeemWork automatically enters the current time in the 'Start' and 'End' fields. 

Click on the button to clear all the fields. Use it if there is an entry selected, but you want to enter some time worked, not modify the selected entry. 

Overtime and triple time

As mentioned above, if you want to enter overtime on your Time Sheet, check the 'OverTime' check box, then select the rate that you charge (1 = normal rate; 1½ = time and a half; 2 = double time). At the end of the week, the overtime will be multiplied by this rate to find the total time worked. For example, a 40 hours week, with 4 hours of double time (rate = 2), amounts to 48 hours at the end of the week (2 * 4 hours + 40 hours). 

To enter triple time, you have to enter overtime with a rate of 1½ twice. This means that you first enter the the overtime with a rate of 1½, then do the exact same steps a second time. 

Using the Schedule to enter Time

If your supervisor has scheduled your Activities, and you have done as was planned, there is a faster way to enter Time on your Time Sheet.  

Check the 'Display Schedule' checkbox, in the upper right corner of the Time Sheet. This will display your schedule on the list, in blue. 

Select the planned Activity that you have done. Its details will be displayed at the bottom. If you have followed your schedule exactly, all you have to do is click on the 'Add' button. If not, you can modify the values.

Using the Schedule to enter time is just a short-cut. The end result is exactly the same as if you had entered your time manually.  

Signing and Approving Time Sheets

When you click on the 'Show Time Sheet' button, TeemWork displays all the time worked by the selected employee, for the week corresponding to the selected date.

A week begins on Sunday and ends on Saturday.

The overtime is colored in blue, and is multiplied by the rate to get the 'Total Hours' field, at the bottom. The first 'Total' field counts the 'Normal' time, and the second Total field, in blue, counts the overtime. 'Total Hours' is the sum of the two.

The last row of fields indicate how much time was spent on the eight standard activities ('Admin', 'Training', 'Holidays', 'Vacation', ...) There is also the sum of the employee's expenses for this week.

When the user has made sure that the time has been correctly entered, he can click on the 'Sign' button to sign his Time Sheet. Signed Time Sheets cannot be changed by the user, unless his supervisor decides to 'un-sign' it. 

Once the Time Sheet is signed, the user's supervisor should Approve it. To do this, he should open the 'Time Sheet' window, select the user's name from the drop-down list at the top, and click on the 'Approve' button, which should be at the same place as the 'Sign' button:

 

The supervisor can also decide to ask for a revision, if he disagrees with the time entered. In that case, the Time Sheet is 'unsigned' and the user can correct his error himself. He will then re-sign it.

When the supervisor asks for a revision, he should tell the employee what he disagrees with. This can be done verbally, but the supervisor can use the 'Blue sticker', to leave a note to the employee. It will automatically pop up when he opens his Time Sheet.

In some teams, Time Sheets have to be approved and authorized. Authorization works exactly like approval: when a Time Sheet has been approved, the supervisor's supervisor should open it, and click on the 'Authorize' button, or ask for a revision.

The rights to view, approve and authorize Time Sheets are chosen in the Time Management tab of the Manage users window.

Related Topics

Standard Activities are treated differently than normal ones. See the pages on Summaries and Standard Activities for details.