Timesheets

Timesheets record the hours people spend on each initiative, week by week. People are added to a timesheet group, which asks them to submit a timesheet each week. The group's owner reviews the timesheets and, where an approval workflow is turned on, approves or rejects them. The hours logged are available to analyze by initiative or by person.

This article covers both the Advanced and Simple Models. Timesheets need to be enabled for your organization. Speak to your Customer Success Manager to have them turned on.

How timesheets work

• Timesheet groups — a group of people who need to submit timesheets, such as a finance team, with an owner who reviews them. Groups are managed on the enterprise.
• Periods — each group asks for a timesheet once a week. Each period lasts one week, and Amplify creates the next one automatically.
• Timesheets — each person in the group has one timesheet per period, where they log their hours against initiatives and submit them.

Each timesheet has a status:

• Not Submitted — the period is open and the timesheet hasn't been submitted yet.
• Overdue — the period has passed and the timesheet hasn't been submitted.
• Submitted — submitted, in a group without an approval workflow.
• Pending Approval — submitted, and waiting on the group owner's approval.
• Approved or Rejected — the group owner's response. A rejected timesheet goes back to its owner to change and submit again.

Who can manage timesheets

Timesheet groups can be created and managed by administrators, the enterprise's owner, and members of the enterprise's team whose role lets them update the initiative. A group's owner can also manage that group, and review its timesheets.

Opening Manage Timesheets

To open the Manage Timesheets page:

1. Navigate to the enterprise.

2. Open Teams & Roles on the side menu, and select Manage Timesheets.

   

Group owners can also open the groups they own from their Personal Dashboard, under My Timesheets on the side menu.

The page has two tabs:

• Manage Timesheets — the timesheet groups, with their periods and timesheets.
• Time Entries — the hours logged, for analysis. See Analyzing time entries.

Creating a timesheet group

To create a timesheet group:

1. On the Manage Timesheets tab, click New Timesheet Group. The Create New Timesheet Group side sheet opens.

2. Under Timesheet Group Properties, enter a Timesheet Group Name, and select the Period Start Date — the start of the first weekly period. Each group needs a different name.

   

3. Under Select Users, filter the list and select the people who need to submit timesheets.

   

4. Under Assign Owner, select the Timesheet Group Owner, who reviews the group's timesheets. Turn on Approval Workflow to have the owner approve each timesheet.

   

5. Click Create Timesheet Group.

The first period is created straight away, and the next ones each week after. The owner can't be someone who submits timesheets in the group. Where the approval workflow is on, the owner is the group's only approver.

Editing a timesheet group

Open the group, and click Edit Timesheet Group. Changes apply from the current or next period, and never change periods that have passed:

• Timesheet Group Name — the group's name.
• Schedule Periods — turn off to pause the creation of new periods.
• Period Start Date — the start of the next period. The current period isn't changed.
• Users — people added or removed are added to, or removed from, the current and future periods.
• Timesheet Group Owner — the new owner takes over the current and future periods, and any timesheets waiting on approval. Earlier periods stay with the original owner.
• Approval Workflow — turning it on or off applies from the next period. The current period isn't changed.

Reviewing timesheets

Open a timesheet group to see its weekly periods, and the status of each person's timesheet in them.

On a period, you can:

• View Timesheet — see which initiatives the person logged time against, and their hours.
• Approve or Reject a timesheet, with feedback for the person, where the group's approval workflow is on.
• Send Reminders — email everyone whose timesheet for the period is Not Submitted, Overdue, or Rejected.

Acting on several timesheets at once

To act on several timesheets at once:

1. Turn on Bulk Select, and check the timesheets.
2. Under Bulk Actions:, choose Approve, Reject, or Send Reminders. The Confirm Bulk Action window lists the timesheets the action applies to.
3. Confirm.

Each action only applies to the timesheets it suits — for example, reminders only go to timesheets that are Not Submitted, Overdue, or Rejected.

Analyzing time entries

The Time Entries tab lists every hour logged, in a table, with the Timesheet Group, User, Initiative Name, Entry Date, and Hours Logged. Group, filter, and pivot the table to analyze time by initiative or by person — see Table View.

Submitting a timesheet

Once you're added to a timesheet group, a timesheet is due each week. It appears on your To Do list — see To Do List. To submit it:

1. On your Personal Dashboard, select My Timesheets on the side menu.

   

2. Add a row for each initiative you worked on, choosing from the initiatives you have access to, and enter your hours.
3. Submit the timesheet.

Where the group has an approval workflow, the timesheet goes to the group owner for approval. Each new timesheet starts with the initiatives from your previous one.

Where your timesheet is rejected, you're emailed. Read the owner's feedback, change the timesheet, and submit it again — it goes back to the group owner for approval.