Tips & tricks, troubleshooting and common questions on timesheets

While your timesheet is easy to use you might benefit from a few tips and tricks, as well as troubleshooting and common questions.

• Tips & Tricks
• Troubleshooting
• Common questions - general
• Common questions - from Project Managers

 

Tips & tricks

Searching for a timecode

The advanced search works as a keyword search across companies, projects, budget lines and timecode names. You can use a combination of words to find your timecode quicker. For example, analysis will likely return many search results, while apple analysis will return a more refined list (timecodes or budgets that include analysis in projects for the company apple.)

Pin a timecode to keep it on your timesheet

If you are going to use a timecode frequently click the pin icon to keep it on your timesheet. When you no longer need to use it you can unpin it.

See all timecodes you are assigned to

Clicking show all assigned timecodes does exactly what it says. All timecodes you have been assigned to and that are still available will be shown. This is a good way to see what hours you have remaining on all your assigned timecodes.

Customise your timesheet to suit you best

Each person controls how their timesheet looks. Try out week view and day view to see which one suits you best. Customise the look by using the options in Hide / show / group to turn on the columns you're interested in.

Filter your timesheet (if you have lots of timecodes on it)

If your timesheet includes a lot of entries you might find the filter option useful. Typing into the filter field will only show timecodes that include that text.

---

 

Troubleshooting 

While your timesheet is easy to use there are a few things we know do trip people up from time to time.

Why can’t I find the timecode I need?

There are lots of reasons you might not be able to find the project or timecode you need to use. Some scenarios are dependent on the level of access you have been provided, and some will be

• The project or timecode is not available to you (based on access levels)

  • the project may be in a different organisation (based on company structure)

  • you may not be assigned to the project or timecode

• The project or timecode is no longer active

Why can’t I log time to a timecode already on my timesheet?

There are a number of reasons that you might not be able to enter time on a timecode that is on your timesheet. These include:

• the timecode, budget line or project is no longer active

• the time entry has been marked as reviewed (indicated by a green tick)

• the time entry has been included on an invoice already

• the month has been locked meaning no time entries can be added or edited for that month

• the timesheet has been submitted or approved (if your company has adopted that process)

Why don’t I have the option to copy the previous day or week’s timesheet?

You may not have the option to copy a timesheet from the previous day or week if:

1. no time has been entered for the previous day or week; or

2. the day or week you are copying to is locked for editing.

Why are only some time entries copied across?

1. The timesheet, time entry, or timecode are locked;

   1. You cannot copy any of the time entries from the previous day or week, if that timecode is locked in the day or week you are trying to copy to. Read more about locked timesheets and time entries, and how to unlock them →

2. Timesheet entries are restricted to expected hours;

   1. You can only add time up to the person’s expected hours. Read more about restricting timesheet entries to expected hours →

---

 

Common questions - general

Why does my timesheet have no timecodes on it?

Timesheets start empty unless you have pinned timecodes. If all your pinned timecodes are no longer available or not valid for the date you are viewing, your timesheet will be empty. You will need to add the timecodes again - and pin them if you want them to stay on your timesheet.

How do I keep timecodes I use often on my timesheet?

Timecodes that you use often can be pinned to your timesheet and be there each day/week for you. You can pin the timecode by clicking the pin icon to the left of the timecode name, or selecting "pin timecode" from the button to the right of the timecode name.

How do I add a timecode to my timesheet?

Click the "add time entry" button to locate the timecode you need to add. You can search by the company name, project name or project number (or both). When you locate the project select the timecode/s you want to add to your timesheet. Remember to pin the timecode if you will be using it for awhile or often.

Do I need an app to enter my timesheet from my phone?

No you don't. Projectworks is a responsive website which means it works well on your phone. Use your phone's browser to open Projectworks and navigate to your timesheet. We recommend you save a bookmark to your home screen so you can assess it easily.

Is there a timer which will track how long I work on a timecode?

Yes. While not built into the timesheet there is a Chrome extension that is available. Once installed you will be able to do your Projectworks timesheet from within Chrome without going to the Projectworks site. The extension can be installed from the chrome web store. Note that your Projectworks administrator will need to enable use of the Chrome extension in Projectworks so check that they have done that first.

What format do I enter time in?

All time is stored in minutes, but you can enter it in three different formats. You can either enter the number of minutes (eg 90), hours and minutes (eg 1:30) or hours as decimals (eg 1.5). All of these will be saved and shown on your timesheet as 1:30.

Can I change between the day and week mode?

Yes you can. You can change between the week and day view whenever you want, and as often as you want. In fact we encourage you to have a go with both options and see which one suits you best. You might even find that you switch between the modes depending on what you are working on at any time.

Why isn't a timecode showing on my timesheet anymore?

There are a lot of reasons a timecode isn't showing on your timesheet. The project or timecode may no longer be active, the timecode end date may have passed or the timecode start date has been moved to be in the future. Your Project Manager may have removed you from the timecode as well. We suggest you contact the Project Manager to ask them.

Remember, if a timecode isn't pinned it won't show on your timesheet unless it has time entered for the day/week you are viewing.

Why can’t I edit a time entry?

There are lots of reasons for this.

• the timecode, budget line or project is no longer active

• the time entry has been marked as reviewed (indicated by a green tick)

• the time entry has been included on an invoice already

• the month has been locked meaning no time entries can be added or edited for that month

• the timesheet has been submitted or approved (if your company has adopted that process)

Can I record time against the same time more than once in a day?

Yes you can, but this is only available in the day view. If you are using week view, you can increase the amount of time you have entered against a timecode, and add extra detail into your comment if you choose.

Can I see how many hours I have worked on a timecode this week?

Yes you can. Use the hide / show /group option and tick the Timecode week total option.

Why do holidays and leave show on my timesheet?

Public holidays and leave recorded in Projectworks are automatically represented on your timesheet. This provides a complete picture of your working week.

How can I remove a timecode from my timesheet?

If a timecode has time entered for the day/week you are viewing it will always be shown and can’t be removed. If there is no time recorded for the day/week you can select remove timecode from the button on the right hand side.

Can I only copy over some time entries from my timesheet?

When you copy a timesheet from a previous day or week, all time entries will be copied across. You can’t copy time entries for a single timecode only.

You can copy a single time entry and associated comment, and paste it for an alternate day, or timecode.

I have copied time entries from the previous day or week and mistakenly overridden some time entries - can I undo this?

You cannot undo overriding time entries in timesheets, however a “Copy from previous warning” pop-up can safeguard you against this happening in the future. By default, this pop-up is enabled, however if it has been disabled, you can update it to show in the future.

Read more about timesheet settings →

Common questions from Project Managers

Can I force a timecode to go on someone's timesheet?

No, you can assign the timecode to them and let them know it is available. If you really want you can go to their timesheet and pin the timecode for them (assuming your permissions - have been set up to allow this).

How do I move time that has been recorded in the wrong place?

The best way to move a time entry is from the time entries page of the project the time has been logged to. Use the group by and sort options to arrange the data then tick the time entries you want to move. Once ticked, use the change timecode option in the purple flyout to locate the timecode you want to move the time too.

Note that time entries can’t be moved if they are reviewed, have been invoiced or the timecode is no longer active. Time entries on approved timesheets are also not able to be moved. It is possible to move time entries on submitted timesheets (if the access levels have been set up to allow that)

Depending on how your company has set up your access level you will likely be able to access the timesheet or time entries screen of people who have logged time to projects you are managing. If you have access to their timesheet you will be able to make the edits there.

How do I prevent someone from changing a time entry they have entered?

The best way to do this is to mark the time entry as reviewed. You can do this from the time entries screen for a project. Use the group by and sort options to arrange the data then tick the time entries you want to mark as reviewed.