Using your timesheet

Timesheets are personal and each person can configure them to their preferences.

Learn about:

• Timesheet options - week view or day view
• Adding time to your timesheet
  

  • Adding time entry to a timecode

  • Copying time entries from previous day or week

  • Logging time via DevOps, Jira or the Projectworks Time Tracking Chrome extension

• Entering a comment
• Customising your timesheet
• Submitting your timesheet (if required)
• Notification preferences
• Timesheet reminders (beta)

Timesheet options

Timesheets operate in either a week view or day view mode to cater to different ways people work. There is also a targeted view for mobile phones so it is easy to do your timesheet from anywhere.

Week view	Day view
Most suited for people who don't update their timesheet throughout the day A good option if you only use a small number of timecodes (e.g. are working on one project) Simply record the total time you spend on a timecode in any given day	Best for people who want to log time throughout the day as activities are completed A good option if you need to use lots of timecodes in a day Allows multiple entries to be logged to the same timecode in a day

Week view

The week view is best for people who typically work on a small number of items across the week, and/or don't need to update their timesheet throughout the day.

The week view of your timesheet lets you enter time across multiple days at once. Timecodes you add to your timesheet will be available to use all week, and if you pin them they'll be there ready for you the following week as well. 

Even if you use the week view to do your timesheet, it is good practice to complete your timesheet daily.  

Day view

The day view is best for people who want to update their timesheet as they work or people who work on many activities each day.

The day view of your timesheet lets you keep track of your time throughout the day - tracking your time as you go. Entering time as you complete an activity means your timesheet is accurate and up-to-date. 

Timesheet on your phone

You can use Projectworks in the browser of your phone. Timesheets are always presented in day view mode on mobile devices. 

Adding a time entry

It is easy to log time in Projectworks.

Add time entry to a timecode

Simply click the add timecode button to see the available projects to which you can log time to. You can scroll through the list of projects, or search using the project name, project number or company name. After selecting a project, you will be able to choose from the timecodes that are available. Simply click the one (or ones) you want to add to your timesheet. Note that you will only be able to see the projects and timecodes that are active and available for you.

With the timecode added to your timesheet, you can enter time against it. Projectworks allows for time to be entered down to the minute, although your company may have rules on the granularity of time entries.

There are three different ways that time can be recorded, all with the same result.

• Minutes: Simply enter a number and it will be considered (e.g. 90 or 120)

• Hours: To record time as hours you need to include decimals (e.g. 1.5 or 2.0)

• Time: Enter formatted as time in hours and minutes (e.g. 1:30 or 2:00)

If you will be using a timecode often, you can click the pin icon to the left of the timecode to keep it on your timesheet so you don’t have to add it each time.

Using timecodes that are on your timesheet already

Once a timecode is on your timesheet, you can just log more time to it. However, there are a few rules that may prevent you from editing an existing entry, or adding time on another day for a specific timecode. These include:

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

• you no longer have access to add time to the timecode;

• 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).

In all cases, we suggest you contact your project manager or manager if you need to change a time entry.

Copying time entries from previous day or week

If you carry out similar tasks on a daily or weekly basis, you can simply “Copy” time entries from the previous day or week.

If you have added one or more time entries for the day or week you are viewing and select “Copy previous day” or Copy previous week”, any time entries that have been entered for the timesheet you are viewing will be over-ridden by the copied time entries, unless the time entries for that timesheet are “locked”. 

If you try to copy from the previous timesheet and there are time entries in the current timesheet, a “Copy from previous warning” pop-up will be displayed, so you can confirm the action. You can select to:

1. override the existing time entries, where all the unlocked time entries will be overriden with the previous day or week’s time entries; or

2. not change the timesheet, where none of the previous day or week’s time entries will be added to the timesheet.

This confirmation pop-up will not be displayed if:

1. there are no unlocked time entries in the timesheet you are viewing; or

2. your “Copy from previous warning” Timesheet Setting is set to “Hide”.

Read more about locked time entries →

Read more about timesheet settings →

Logging time via DevOps, Jira or the Projectworks Time Tracking Chrome extension

If integration to DevOps or Jira has been enabled, any person who has permissions to log time in Projectworks is able to log their time from within DevOps or Jira via the Projectworks time tracker app.

Read more about logging your time from DevOps or Jira →

The Chrome Projectworks Time Tracking Chrome extension also allows people to log time to their timesheets directly from their Chrome browser.

Read more on how to use the Projectworks Time Tracking Chrome extension →

Entering comments

Comments can be entered to support the time you are logging - for some timecodes, entering comments may be mandatory. In the day view, the comment box is always displayed, while in the week view you need to trigger its display by clicking the speech bubble icon.

After entering your comment, either press the enter key or click outside of the box to save the comment.

Comments that have been entered via DevOps, Jira or the Projectworks Time Tracking Chrome extension can be edited in Projectworks after the associated time is logged.

Customising your timesheet

The first time you access your timesheet it will show timecodes in alphabetical order (week view) or in the order of entry (day view). You are able to customise the view using the Hide / show / group option at the top right. This will allow you to change the way the timecodes are grouped and show additional columns.

Choose the columns you want to see

The Pin, Timecode, and Day columns always need to be shown, but you are able to choose other columns you see. Simply tick the ones you want to have on your timesheet:

• Billable Project: Shows whether the timecode is on a billable or non-billable project.

• Billable Timecode: Shows whether the timecode is billable or non-billable.

• My Total Expected Hrs: If you’ve been allocated an expected number of hours for a timecode, this will show you the total number of hours you have been allocated.

• My Total Logged Hrs: Shows the total number of hours you have logged for this timecode since you started.

• My Remaining Hrs: If you’ve been allocated an expected number of hours for a timecode, this will show the number of hours you have remaining. It is calculated as: Expected hours allocated MINUS all time you have logged to date.

• Everyone’s Remaining Hrs: If your project team has been allocated an expected number of hours for a timecode, this will show the combined number of hours that are remaining. It is calculated as: All expected hours allocated MINUS time everyone has logged to date.

• Timecode Week Total: Shows the total number of hours you have logged to that timecode for the week.

Resize the columns and change the sorting

You can adjust the width of the columns and also specify the way the columns are sorted. Simply drag the column headers to adjust the width, or click the sort arrows that are shown when you hover over a column heading.

 

Submitting your timesheet

Projectworks has a timesheet submit and approval process that can be implemented. If your company has adopted this process, your timesheet will need to be submitted.

There are three different options for how timesheets are used, so this part will depend on what process your company has adopted.

No submit required

If your company hasn’t implemented the submit or approval process there will be no option to submit your timesheet. Each time entry is saved as you go - there is nothing special you need to do.

The My Timesheets screen will still list all your weekly timesheets.

Timesheet needs to be submitted

If your company has implemented the submit process, you will need to submit your timesheet at the specified time. It is easy to do - just click "Submit" once you have finished logging time for the week.

Submitted timesheets are locked for editing, but are able to be withdrawn if changes are needed. Open your timesheet and click the "Set to NOT Submitted" button so you can make changes.

Timesheet needs to be submitted and approved

If your company has implemented the approval process, it is expected that a timesheet will need to be formally reviewed and approved by the appropriate person. From the timesheet, the approver will be able to either approve or reject the timesheet.

Once approved, the timesheet can no longer be edited and the timesheet submitter will not be able to withdraw it (set to not submitted). A rejected timesheet is able to be edited and resubmitted.

 

Notification preferences (set by each person)

Each person is able to set up their own notification preferences. The notifications settings are accessed from the bell icon at the top right of the screen. 

Choose to receive an in-app notification or email when timesheets are submitted, approved or rejected.

Timesheet reminders (beta)

Timesheet reminder emails can be configured to be sent to remind staff to submit their timesheets for the week. Projectworks administrators set up these timesheet reminder notifications, so they are unable to updated by each individual.

Read more about timesheet reminders →