Overview

In the Timesheet, you log, check and correct the hours spent on tasks. The left side lists tasks with their hours. The right side is a timeline with the hours logged per day, plus weekly or monthly totals (Screen #1).

Screen #1 – Timesheet – Personal tab

The Timesheet has four tabs:

• Personal – tasks of one user. To see another user, select them in the drop-down next to the avatar (Screen #1).
• Group – tasks grouped by user group, then by user and project (Screen #2).
• Project – tasks grouped by project, then by assignee: a user or a group assignment (Screen #3).
• Timecard – hours one user spent per project in one week, day by day. The Timecard shows exact hours, for example 2.75 (Screen #4).

Screen #2 – Timesheet – Group tab

Screen #3 – Timesheet – Project tab

Screen #4 – Timesheet – Timecard tab

The table has these columns:

• Status – Not started, In progress, On hold or Completed.
• Remaining, Spent, Total – work hours. Remaining = Total − Spent.
• Baseline and Difference – the planned hours and how far Total is from them. A red arrow means Total is above the baseline.
• Last comment – the latest comment on the task.
• Booking ID – the task’s booking code.

Status, Remaining, Spent and Total are shown by default. To show Baseline, Difference, Last comment or Booking ID, turn them on in the Columns menu (see View Settings).

Look-back Period, Decimal Hours and Archived Projects

Look-back Period

By default, the Timesheet shows history for the last 2 months. The period can be extended, for example to 1 or 2 years.

Decimal Hours

By default, the Timesheet rounds hours for display. Values below 10 are shown with one decimal place, for example 2.75 h is shown as 2.8. Values of 10 and more are shown as whole numbers, for example 45.5 h is shown as 46. The Timecard tab always shows exact hours. Spent hours can be shown with two decimal places instead.

Archived Projects

By default, hours logged on archived projects are not shown in the Timesheet. You can have them shown so you can review past work. These hours are view only and can’t be edited.

Logging and Editing Hours

1. Find the day you need. Use the ← → arrows or the date picker in the top right corner. To jump back to the current date, click TODAY above the timeline.
2. Click the cell where the task row meets that day.
3. Type the hours. Decimals such as 2.5 or 2.75 are allowed.
4. Press Enter. Spent goes up and Remaining goes down by the same amount. Total stays the same (Screen #5).

Screen #5 – Timesheet – Logging hours

If the task is On hold, a warning asks whether to switch it to In progress. Click Yes to change the status or No to keep it On hold. To stop this question for a month, select Don’t ask me again for 1 month.

You can edit hours only in task rows. Group, project and summary rows show totals and can’t be edited. If an assignee was removed from a task, their hours are greyed out and can’t be edited.

Comments on Logged Hours

Comments help explain why spent hours differ from the plan.

1. Click the task name. The Task card opens on the right.
2. At the bottom of the card, open the Comments tab.
3. Type your comment and press Enter (Screen #6).

Screen #6 – Timesheet – Adding a comment

The comment appears in the Last comment column with the author’s initials and the date. To read a long comment in full, hover over the cell (Screen #7).

Screen #7 – Timesheet – Last comment

Filtering

Filters work on the Personal, Group and Project tabs. Each tab keeps its own filters, even after you refresh the page.

1. Click + (on the Personal tab, + Filter). The filter menu opens (Screen #8). Filters that are already added are shown in blue.
2. Click a filter to add it to the toolbar.
3. Click the filter in the toolbar and set its value (Screen #9).

Screen #8 – Timesheet – Filter menu

Screen #9 – Timesheet – Adding a filter

Available filters:

• Projects: Name, Manager, Status, Tag
• Tasks: Name, Booking ID, Date Range, Summary level, Stage, Status, Competence, Attribute, Tag
• Resources: User, Group, User tag, Group tag. On the Personal tab, only Group and Group tag are available.

Some filters work in a special way:

• Name filters find partial matches. For example, “Supplier” finds every project or task with “Supplier” in its name.
• Date range has two options. Whole range shows all tasks. Filtered by date range shows only tasks with hours logged in the period selected in the date picker (Screen #10).
• Summary level collapses the list to the level you pick, such as Project, User, Group or Level 1. Expand all opens every level.
• Tag, Competence, Attribute, User tag and Group tag filters can combine several values. OR shows items that have any of the values. AND shows only items that have all of them.

Screen #10 – Timesheet – Date range filter

To remove one filter, click its trash icon. To remove all filters, click the crossed-out funnel icon.

Saved Filters

You can save a set of filters and apply it again later with one click. Each tab has its own saved filters.

1. Set up the filters you need.
2. Click the Saved filters icon (heart) in the top right corner.
3. Click Save new, type a name and click Save (Screen #11).
4. To apply the set later, open Saved filters and click its name.

Screen #11 – Timesheet – Saving a filter

Hover over a saved filter to see its icons (Screen #12). Drag ≡ to change the order of saved filters. Click the pencil icon to rename the filter or the trash icon to delete it.

To share a filter set, click the share icon. A link to it is copied to the clipboard. Send the link to a colleague: when they open it, the same filters are applied on the same tab.

Screen #12 – Timesheet – Saved filters

Completing a Task

1. Hover over the task name. A check icon appears next to it.
2. Click the check icon. The assignment completion pop-up opens (Screen #13).
3. Choose what to do with the remaining hours, as described below. The pop-up opens with the option you used last time.

Screen #13 – Timesheet – Assignment completion

Return Remaining Hours

Use this if the task is finished and no more work will be logged on it.

1. Select Return remaining hours. The pop-up shows how much Total will be reduced by.
2. Click Complete. Remaining becomes 0, Total is reduced by the returned hours and the status changes to Completed (Screen #14).

Screen #14 – Timesheet – Complete and return hours

Book Remaining Hours

This option logs the remaining hours to days in the week strip. Each day shows the task’s total hours for that day, including hours already logged. A blue + on a day means the user already has hours logged on other tasks that day. It is a mark, not a button: hover over the day to see the user’s availability and the hours booked on other tasks. When you open this option, all remaining hours are added to Today.

1. Change the hours in one or more days. Use the arrows to move to another week. Hours you don’t book appear in Unallocated remaining hours (Screen #15).
2. Choose how to finish:
   • Click Book to log the hours and keep the task open. The unallocated hours stay as Remaining. Book is available only when there are unallocated hours (Screen #16).
   • Click Complete to log the hours and close the task. The unallocated hours are returned.

Screen #15 – Timesheet – Book remaining hours

Screen #16 – Timesheet – Unallocated remaining hours

To spread the hours automatically, click Distribute under Today:

• Till today – spreads the hours over working days back from today, based on the user’s availability. The pop-up shows the date the distribution started from.
• Started from date – pick a start date in the calendar (or click Start after last reporting day). The hours are spread from that date up to today, based on the user’s free availability. Hours that don’t fit stay on Today. To log them on other days, change the hours in the week strip manually, as in step 1.

View Settings

Columns

1. Click the gear icon in the top left corner of the table.
2. Check or uncheck columns to show or hide them. The Name column is always shown (Screen #17).
3. Drag a column by its ≡ icon to change the order (Screen #18).
4. To restore the original set, click Default. It shows Status, Remaining, Spent and Total.

Screen #17 – Timesheet – Columns

Screen #18 – Timesheet – Showing and reordering columns

Timeline

• Weeks shows days with a total for each week (Screen #1). Months shows days with a total for each month (Screen #19, Screen #20).
• To give the timeline more room, drag the divider between the table and the timeline to the left.
• The Availability row at the bottom shows the user’s available hours for each day.

Screen #19 – Timesheet – Months view

Screen #20 – Timesheet – Switching between Weeks and Months

Export

You can download the Timesheet hours as an Excel or CSV file.

1. Click the Export icon next to the Saved filters icon in the top right corner. The Export window opens (Screen #21).
2. Check the period in the date fields at the top. By default, it is the period selected in the Timesheet date picker. Change the dates if needed.
3. In File format, choose Excel or CSV (zip).
4. In Export, choose what to include:
   • All tasks of this person – all tasks of the selected user;
   • Filtered only – only the tasks that match the filters you set.
5. For a CSV file, you can also set the Decimal separator, Thousands separators and Date format. These settings are not used for Excel files.
6. Click Export. The file is downloaded to your computer.

Screen #21 – Timesheet – Export

If It Doesn’t Work

• Cells are empty. Check the period in the date picker. Hours older than the look-back period are not shown (see Look-back Period).
• A task or user is missing. Check the filters on the current tab: an old filter may still be applied (see the Tip in Filtering). Then check your “View tasks” permission with your Administrator.
• You can’t change hours in a cell. Only task rows can be edited. Hours of a removed assignee and hours on archived projects are view only. To edit hours, you need the “Change Spent, Remaining, Total hours” permission.
• The hours look different from what you typed. The Timesheet rounds hours for display. Open the Timecard tab to see exact hours (see Decimal Hours).
• There is no Timesheet in the left menu. Your user group needs the “View Timesheet” permission.

Current Limitations

• Hours on archived projects are hidden by default. When shown, they are view only.
• Group, project and summary rows can’t be edited.
• Saved filters belong to one tab and can’t be used on other tabs.
• Distribute uses the user’s availability. Hours that don’t fit stay on Today and have to be moved manually.