Activating time reporting and creating timesheet policies

One of our most popular features is Time reporting. Even though it's not a must, many of our users appreciate having it all in one place in Simployer One instead of using additional systems for it. 

If you are unsure how our Time reporting feature can benefit your organization then don't hesitate to reach out to us.

Activating Time Reporting

The time reporting feature is always disabled per default and needs to be enabled by either an Owner or Admin.

To activate this feature head over to Settings > Time Reporting > Enable time reporting.

Next step is to create at least one accompanying timesheet policy which sets the rules on how the timesheet should work and who is included in the policy.

Set up a Timesheet policy

To be able to use our time reporting feature, your company needs to have at least one active timesheet policy. If there are different policies for different groups of employees or specific individuals then you can of course set up multiple policies for your company.

NOTE: We recommend you to not include employees in the policies until you start inviting them to Simployer One. You can still create policies in the meantime though.

Follow the steps below to set up your first timesheet policy.

1. As an Owner or Admin, go to Settings -> Time reporting -> + New policy

2. Information needed:
   
   Name: name your policy, e.g. General, Hourly employees, Consultants etc.
   General: Turn on project time reporting (read more about project time reporting in the next section), clock-in/clock-out or disable to auto-submit
   Timesheet interval: choose between an interval of Weekly or Monthly.
   Timesheet cut-off time: when is the deadline before the automatic submission for approval of the timesheet?
   Approve timesheet: how many days after the deadline should there be a reminder to the Managers to approve the pending time reports?
   Policy members: Who should the policy apply for? "Everyone in the company" or "Custom" (meaning it's only specific individuals/departments/offices etc.)
   Approver: Who should be asked to approve the timesheets submitted via this policy?
   

Keep in mind that you can always edit these settings later on if needed.

Set up projects for time reporting

If you have in the previous step turned on projects for time reporting then the next step for you is to set up these projects. Follow these steps below to set up your first project.

1. Go to Manage time > Projects. This will only appear if you have turned on project time reporting for at least one time reporting policy (see above section).

2. Click on "Create new project" and fill out the necessary fields: Name, Description, Code and Link. You can always edit these fields later on if necessary.
   
   

The project(s) will now be visible for those included in the policy when they are doing their time reporting as seen below where they can also register how many hours they have spent on each project. 

To keep in mind

In order for an employee to be able to report time in Simployer One, they need the following.

1. They must be included somehow in a policy for time reporting.

2. They must have an active employment.

3. If they are added to a time reporting policy after a new period has started, you as Owner/Admin needs to manually create a new time sheet the first time, for them to be able to register.
   Next new period however, the sheet will be created automatically.
   
   To create a sheet manually, go to the employee profile and click on the tab "Report time". If no sheet has been created automatically, click Create-button and then the employee should be able to register as usual.