Online Timesheet Management System

Timesheet System Setup

Timesheet Sets, such as for each client, can be managed from the Web-Accountant™ Portal Management page.

Once this has been setup, you will see a list of online tools available for you to present to users via your personalised Web-Accountant™ Portal.

Select the Timesheet Management System to manage this by adding new timesheet sets or editing any sets you already setup. Any sets will be shown here and users for those managed by clicking on the Set Name. New sets can be added quickly and easy for new clients.

The Add New Timesheet Set is simple to use. It can be set up for your own use, or for clients or contacts.  If you use the Online Practice Management System, you will see lists of these clients and contacts. New ones can also be added easily too.

The Set Title is used to label the system for clients, as well as to help you identify different sets such as if used separately for departments.

The starting date is used as an earliest date for users to select dates.

The User Limit lets you control the number of users the Set/System Administrator can have using the system, as those with administrator access can optionally add users themselves as needed provided they are within the limit you have set.

Once a Timesheet set has been added, it will also appear in the list. You can then click this Set Title and manage the users easily. Those with Administrator access can also manage users from within the system itself on your Web-Accountant™ Portal.

When a new user is added to the system, they will receive an email from the system with a username, password and link to your Web-Accountant™ Portal.

Timesheet Sets

 
Add New Timesheet Set

 
Managing Users

Timesheet System Settings

Once a Timesheet System has been setup, administrators can access settings for the set depending on their needs. These settings include:

• Archive date / Current Period
• Use Overnight Option
• Client List
• Team Members (Users)
• Tasks

Archive Date / Current Period

This setting is a simple date selection which prevents users from adding or editing timesheet entries up to this date.  It also sets the default period shown for the Dashboard and Report pages.

Overnight Option

This option allows you to enable/disable overnight entries.  That is, a user might work past midnight so the end time for a timesheet entry appears for the next day. If this is not needed then it can be disabled so only a single date entry is shown.  It can be enabled/disabled at any time if it needs to be changed. If there are entries showing across 2 days and the setting has been disabled, it will automatically switch to show the entry list with the different dates.

Clients

Clients can easily be added to the list from the Client section of the Administration Area

Team Members (Users)

From the Team section, Team Members can be added or existing users can have their permissions changed.  Once a team member is added, they will be sent an email from the Web-Accountant portal with their login details and a link to the system.

Existing team members can be enabled/disabled as a user of Timesheets as well as having administrator permission given or removed.

Tasks

Tasks can be added easily for timesheet users to select as required.

Completing Timesheets

Timesheet entries can be made quickly and easily by users – either with date and times entered manually using an easy selection pop-up, or by simply clicking the start/stop stopwatch.

Clicking in date or time fields will display the appropriate selector for fast and easy timesheet entries done manually.

Alternatively the stopwatch can be clicked and depending on the latest entry status it will either start or end an entry.

If the latest entry shows it has started, this will change from saying ‘New Entry’ to ‘Current Entry’. Clicking the stopwatch again will end the entry.  If a new entry is needed, just click the ‘Create New Entry’ button to skip an incomplete entry and start a new one.

At any time, before the start or end of a timesheet entry, the Client and Task can be selected if applicable.

Existing entries in the current timesheet entry list can be edited also, to change dates, times, clients, or tasks. Just click the   button to edit an entry and then the button to save any changes.

Deleting current timesheet entries can also be done by selecting the entry row and clicking the button. A warning message will appear asking you to confirm the delete.