Managing Team Timesheets

Who is this for

Owner and managers of team accounts.

Video guide

In this video, I walk you through how to view and manage the timesheet entries created by our team members.

I demonstrate how to change date ranges, view individual entries, and make edits, including adding new time entries and handling breaks.

Additionally, I cover how to view times by project and access records for ex-employees.

As shown in the video, if you are using the web app, you can see various warnings for abnormal entries. For example if an entry is causing overtime or if it’s duration is too long.

Video transcript:

0:00 All right, let's take a look at how we can view the entries that our team members have created, and then if you wanted to add some new ones or edit them.

0:13 So, on the web app, when you sign in, you're going to be taken first to the timesheet staff. This basically shows you the timesheet for a given period of time, a given date You can easily change that by clicking up here.

0:29 You can use one of the presets, pick a custom range, or just type in what sort of range you want.

0:36 If you wanna do a report for the last two years, just do it up here. Here, and apply it, and it'll generate that for you.

0:44 Uh, let's go back to this month. To actually, so this here, it's showing you a summary for this period. To actually view the individual entries, you can select a member and see the entries that have been recorded in that time period.

1:07 And to look at the actual entry itself, just click it, you can see the entry, you can make changes to it, you can see the history for this specific entry and delete it, market paid or not.

1:20 Unpaid, all that stuff, and you can make changes and save, it'll be reflected in the employee timesheet here, and it'll update in the overall company timesheet, you know, the whole team timesheet.

1:35 Uh, to add a new time or flat fee, you can do that from here, or let's say you want to For customer success, we're going to add a new time entry.

1:46 We're going to say 5 p.m. And we want to do project, project 2. This field is pretty flexible, so let's say we want to do project 2.

2:01 This one, I'm just going to write it in. That creates a new project as I type it. And, um, add some breaks for this user, say a 30-minute break from, uh, 12 o'clock p.m.

2:17 And as you can see, as I'm typing stuff in, uh, we're given some warnings just to let us know, hey this kind of looks like your thing is your entry isn't lining up here just to let you know what possible issues there might be when you're entering things and making changes.

2:37 These warnings will also show up on the table itself so let's say I'm going to put this as 10 a.m.

2:43 to 5 a.m. So it's an invalid and it's not actually letting me put that in. Let's say we do a extra long entry, so 11 p.m.

2:55 This is a super long entry. It's giving you a warning here but I can still save it. But you'll see it on the table too.

3:01 It gives you warnings so that you can catch, uh, mistakes like this. Uh, actually let's just keep it like that.

3:10 So, that's one way of looking at entries you can view by, for the whole company, by employee. Or, let's say you want to see the time spent.

3:20 For a specific project, so you go on to the projects tab here and view by project. Uh, when you select a project here, it'll give you first a summary by a period.

3:36 So let's say we're doing monthly or pay period, you can set that up. And you can go in and view all the times within a given date range.

3:46 Here, it's both times from the customer success member as well as the search code I made. So it's looking at it from a project side rather than a specific member.

4:03 Let's look at something here. Let's say we have a member that isn't with our company anymore. So I'm going to get rid of this customer success user.

4:13 And I want to show you how we can look at times for x employees. Uhm, because, you know, I mean, let's say you, uh, a member needs a company, but you still got to do payroll, or you're coming back doing your annual report or something like that.

4:29 To look at ex-employees you can come up here and select new ex-employees and that'll bring them back and it'll show you what times they have.

4:40 Let's take a look at the same things, but on the mobile side. Here you can see, uh, let's go back to the crew tab, which is equivalent to what you had on the timesheets, on the timesheets tab on the web.

4:57 Uh, so crew tab, again, you see all the members, uh, same thing for seeing view, for viewing ex-employees, this three dot here, can hide its employees or view its employees.

5:10 By default, they'll be hidden and again, just like the web, if you select a member, you can see the times they have.

5:18 If you want to change the date range that you're looking at, you can select the screen button up here and view by week, month, date period, or what, whatever, you know, suits your needs.

5:31 And just like in the web, you can view by projects too, so if you go to the projects tab, you would select a project and it'll give you the same type of summary that you can, uh, either, you know, create a report for multiple periods or even dig in and view all the times related to the specific time

5:52 period. And I think that's it. I've shown you how to add entries, view entries. Oh, actually, let me show you how to add entries on the mobile side.

6:04 So if you add entries on the mobile side in the crew tab, you've got this three dot, you can add new entry, flat fee, or if you're in a specific user, you can add a new entry for that member.

6:15 You can add, uh, multiple members. I got rid of our second user, but if we had more members, they'd be in this list here, and you can lock multiple members in, uh, you can add an entry with multiple members at once.

6:30 once as well. All right, that's it.