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How to create a Time-in/Time-out Timesheet plan

Learn how to create a Time In/Out Timesheet Plan and the recommended settings to use.

📝 Note

This guide only covers the steps for creating a Time-in/Time out Timesheet plan. To learn more about what a Time-In/Out Timesheet does and how it looks, have a look at the Time module Overview guide.

Steps to follow:

  1. Navigate to Administration then select Time
  2. Click on Timesheet Plan Types 
  3. Select Add New to create a new Timesheet type
  4. Name this timesheet something distinct that is easy to remember
  5. Choose the correct Timesheet format 

  6. Enable all relevant options for the Timesheet 

You have now made your Timesheet! Before you can send this out to anyone, you will need to make at least one Project and one Linked Activity.

If you need a refresher on how to set these up, have a look at the How to create Projects & Activities guide. 

📝 Note

If you have selected to validate the timesheet against the employee's working time pattern in the Details tab, you will need to select which Time Types to Include in Standard Work Time and / or have a Checkbox rather than Number Entry.  

Checkbox would usually only be used in cases where you need it for payroll purposes.  

Timesheet Tick box options

1. Validate Timesheet against Employee's Working Time Pattern

If ticked, the amount of scheduled hours for each day is displayed on the Timesheet in yellow and is validated as employees enter their Activities.

Once an employee has entered their full hours for the day, the value shows 0.00 and turns green.

Note: If this option is not ticked, timesheets will still display Non-working days and Bank Holidays.

Once you have ticked this option, select which Time Types you want to include in your Standard Hours using the Supported Time Types tab.

2. Prevent Time and Absence on Same Day

If ticked, employees cannot enter Activities if they are absent from work, including:

  • Sickness
  • Holiday
  • Other absence

Important note: If ticked, this prevents employees from entering time on a day even if the absence is only for half a day.

3. Allow 'Copy a Previous Week'

If ticked, employees can use the Copy a Previous Week button to copy information from one of their previous four timesheets.

Once copied, they can alter the timesheet as required.

4. Split Weekly Timesheets for Monthly Recording

Timesheets usually run from Monday to Sunday. If this option is ticked, a weekly timesheet can be split into two when the end of the month falls during the week.

This is typically used to support payroll requirements.

For example: If a month ends on a Wednesday, the employee receives two timesheets for that week: one from Monday to Wednesday and another from Thursday to Sunday.

5. Link with Absence Time Worked

This option allows you to link timesheets to absences to automatically create Time Worked records and calculate holiday entitlement.

When is this needed? This is only needed if timesheet entries should accrue an absence balance.

Note: Link with Absence Time Worked is only available for employees enrolled on a Percentage-Based Absence Plan.

6. Line Manager Can Edit Subordinate Timesheets

This option is ticked by default and allows Line Managers to edit their subordinates' timesheets outside of a workflow process.

For more information, see: Line Manager Can Edit Subordinate Timesheets.

7. Automatically create a task for enrolled employees

If ticked, a new timesheet task is created in an employee's inbox every Monday.

8. Send an e-mail to employee when task is automatically created

If ticked, an e-mail notification is sent to the employee when the task is created.

This option can only be used if Automatically create a task for enrolled employees is ticked.

💡Tip

When setting up supported time types, ensure that at least one of them has “Include in Standard Hours” ticked. This will usually be the Time Type that is your standard work time.