Timesheets

Requires the following solution:

• Years, Quarters, Months, Weeks and Days (4fb0e9dd-40e7-4dd2-ba10-548b86ecebeb)

Can be extended by the following solution:

• Time Records for Features (24789387-8799-438e-b924-daf51efd41c8)
• Time Records for Epics (7303e733-ab69-4561-b861-e739fbc5ff8d)
• Time Records for Portfolio Epics (b483cef6-292a-4e11-8712-e6f78a4d5d37)
• Vacation consideration in Timesheet (db3bb20d-8c15-4f7e-889e-5048f2c902f6)
  

Note: If you are trying to install the solution not to a newly created account, but to the old account, please contact us to make the needed adjustment in the data schema.

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Solution overview

The solution allows to track time spent by employees. The main difference from the native Time Tracking solution (based of Times) is that now you can track time not only to User Stories and Tasks, but to any items you are working on. It could be Features, Epics and Portfolio Epics (see the solution extensions), as well as for any other work items, for example, Action Items, where you spend time on (please contact our support team to adjust the solution in this case).

The solution allows to generate Timesheets for each Week for each User automatically (see the Solution Configuration section), and add Time Records by Users, visualising how many hours they spent by Day.

Solution Configuration

Install the solution from Solution Library.

Add Hours editable unit

• Go to Settings -> Custom Units.
• Add Hours custom unit to enable hours editing right from the views.

Generate Timesheets

• Go to Settings -> Automation Rules
• Open the Timesheets generator main rule
• Go to JSON tab
• Set the required number of weeks to generate Timesheets for at the following parameters:
  • pastTimesheetsQuantity - defines a number of past Weeks to generate Timesheets
  • futureTimesheetsQuantity - defines a number of future (including the current) Weeks to generate Timesheets
• Click Save button. Go back to the list of rules
• Enable and open the Generate Timesheets for existing users - disable after initial run is complete rule. Click Save and trigger now button

Note 1: If the number of expected Timesheets exceeds 1000, trigger the rule several times. Otherwise, it will work at the background, launching the generation each 15 minutes until disabled.

After the initial Timesheets generation is complete, perform the following:

• Disable the Generate Timesheets for existing users Automation Rule
• Enable Generate Timesheets on weekly basis Automation Rule. Further Timesheets generation will be performed on Saturdays and Sundays.

Note 2: From now on the defined in futureTimesheetsQuantity parameter number of Timesheets will be generated ahead, so you always have enough Timesheets to submit Time Records.

Note 3: When a new User is added to the system, Timesheets for this user will be generated automatically.

Note 4: Timesheets will be moved to the Final state automatically in 28 days by automation rule. As soon as this is done, new Time Records can't be added/deleted to the Timesheet anymore and can't be edited . Only Admin users can move a Timesheet back from the final state. These validation rules can be changed if needed.

Solution Flow

There are several views in the solution, which allow adding and editing Time Records, seeing all the people's Timesheets and their details and the reports about Total Hours spent by Day and by Week.

User Timesheets

On this view, you can see all the Timesheets grouped by User, the number of Time Records in a Timesheet, and the Total Hours spent on each Timesheet. Here you can focus on a User to see their Timesheets or select a specific week and see that Week's Timesheets for all the Users.

My Timesheets

This view is designed for Users to add Time Records. 

• Open My Timesheets view
• Select the needed Week at the top of the list (by default, it'll show Timesheets for one past, current and one future Week. It can be adjusted in the view setup if needed, though)
• Add a Time Record – specify the Hours spent and description of where the time has been spent on

All People Timesheets

The view is similar to the previous one; however, on it you can see all the people's Timesheets. On the top, you can search for a User whose Timesheets you want to see and then choose the needed Week. It's useful for Managers who need to see Timesheets of the Users from their Teams.

Daily and Weekly Hours by User Reports

There are two more reports visualising Daily and Weekly Hours posted by each User. By default, the bars are highlighted for 8 Hours a Day and 40 hours a Week as default. It can be adjusted in the report setup if needed.

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Version 1.5