Employees of an organization should be mindful that timesheets are not only created with the intention of tracking their work but also it is a tool that they could use to measure and track their performance levels. Also, it allows employees to align themselves in achieving their goals, objectives and KPI’s. With OrangeHRM’s feature to fill features, employees can now measure and compare their performance levels against projects and also they can track how much time they have spent on each activity of a project. This feature functions in different ways depending on the user type. The Admins and Supervisors are able to view the Timesheets of employees and in addition, they can enter his/her timesheet details. However, a normal ESS user can only enter his/ her timesheet details.
Note: Timesheets can be displayed based on Weekly or Bi-Weekly. By default, the timesheet is configured to weekly. However, it can be configured to Bi-Weekly from the back end.
Go to Select Time > Timesheets > My Timesheets. ‘My Timesheets’ screen is displayed as follows.
Weekly
Bi-Weekly
User can view the previous timesheets by selecting the timesheet from the timesheet dropdown.
Step 1 Fill the following fields when creating a timesheet.
|
Field |
Description |
|
Project |
The user can choose an already created project from the drop-down |
|
Activity |
The user can choose an already created activity relating to the project from the drop-down. The user can choose from: Meeting, Presentation, Discussion, Company Get together and many more. |
|
From / To |
The specified time periods the user has worked on an activity relating to a particular project |
|
Duration |
The duration is automatically calculated once when the time periods have been defined. |
Step 2 The user can use the following functions to make when creating a timesheet. The table below describes those functions.
|
Function |
Description |
 |
This function allows the user to add a list of projects which he/she completed for a particular day. |
 |
The user can add a comment relating to the project which he/she completed. |
 |
The user can use this feature to copy an activity if the user feels that he/she has done the same activity more than once for a particular day. |
 |
The user can remove a previously created activity. |
 |
The user can create a timesheet based on a previously defined timeline (weekly /bi-weekly) |
 |
The user can create a timesheet for a week or bi-weekly. |
Step 3 After creating the timesheet click ‘Submit’ to submit the timesheet or click ‘Save’ to save the timesheet.
Edit Timesheets
The user can also edit their timesheets even after submitting or saving their timesheets.
Step 1 - By default, the ‘My Timesheets’ screen shows the timesheet for the current week. Click ‘Edit’ to fill the timesheet. The edit behavior of the timesheet is shown below.
|
Function |
Description |
|
ADD ROW |
This function allows the user to add one or more projects and activities for a particular day. |
|
REMOVE ROWS |
The user can remove a previously created row/rows. |
|
COPY ACTIVITIES* |
Upon clicking this function the user can simply select the desired week which they want to copy from and copy to the current week.
|
*COPY ACTIVITIES - The ‘Copy Activities from Timesheet’ screen is shown upon clicking ‘COPY ACTIVITIES’.
Click ‘Copy’ after selecting the relevant timesheet from the drop-down.
Note - This improves employee efficiency in data entry when the people work on long term projects and activities.
Click ‘SAVE’’after making all the necessary changes via the mentioned functions.
Important points for the edit behavior:
- Under the ‘ Project Name’ title only the active projects and related activities will be available in the drop-down to select.
- Alternatively, the user can select a common activity that stands alone without a project, to log time. Logged time would be tracked under the common activity but not under any project.
- The user can also select a project of his / her preference, in front of the common activity. Then that time would be logged to the project selected under the common activity selected.
- When entering the time spent on each activity under each day in hours. 90 minutes should be entered as 1.5.
- To remove a row, select it by clicking the checkbox to the left of the row and click ‘REMOVE ROWS’.
Refer to the following article regarding common activities: How to Add Common activities
General important points to remember when creating timesheets :
- The user cannot create timesheets for future weeks.
- On the top, right next to the status of the timesheet is shown
- The following days are marked in grey: Non-working days such as Holidays, Weekends and the absent days of the employee are marked in grey.
- To remove a row, select it by clicking the checkbox to the left of the row and click Delete row.
- Notifications can be set and subscribed for Approval, Rejection, and Submission of Timesheets. Reminder notifications for those actions can also be set and subscribed.
Refer the following :
Fill Timesheets (video)
Timesheet Notifications (video)
How to Fill and Submit Timesheets [Video]
Introducing Common Activities and ability to Copy Activities in Timesheets - 6.4.6 Features
Fill Timesheet - Detailed View