Introduction
Timesheets are a staple in the heavy industries. With labourers and most trades having flexible schedules dictated by the urgency of specific work or callouts, the trusty timesheet is the best way of tracking work hours and making sure all employees are paid on time.
Paper-based and traditional timesheets get lost, misplaced, forged and have no traceability. It's also a pain for workers to organise, manage and upload their timesheets every week.
A good timesheet setup in Dashpivot solves all of these issues and more. A digital timesheet can be completed on a laptop, tablet or phone, and has approval signatures that automatically notify the responsible person so nothing gets missed, and there is a digital system of record where every timesheet can be found.
How it works
Key Features
Standardise the way timesheets are created, approved and tracked across your entire organisation
Keep track at a glance which timesheets have been created, approved, processed and closed out by using the workflow feature
Automatically send notifications when a timesheet moves to the next stage in the workflow for electronic sign-off eg. when a timesheet requires approval or has been approved.
Advanced formulas automatically calculate overtime hours based on your labour laws and employee agreements.
Automatically generate a register of all timesheets
Generate charts (which auto-update in realtime) for tracking work hours per person, per project, per cost code and more
Allow your workforce to create and submit timesheets using the Dashpivot or the Sitemate mobile/tablet app
Export approved timesheets as CSV/PDF or integrate directly with your accounting software for a seamless timesheet and payroll solution.
Best Practices
Setup your timesheet template as a workflow to standardise the review and approval process. We recommend including an 'approved/closed' column as the last column in the workflow to clearly indicate forms which do not require further action.
Setup workflow notifications to automatically notify the right person for sign-off at each step (including your client if they have a Dashpivot account).
Setup conditional logic for approval signatures to ensure only the relevant personnel can sign-off at each step.
Use formula fields to auto-calculate hours, overtime, totals.
Use category fields set as dropdown menus where applicable (eg. person, cost codes), to make it easy to find and filter records later via the register view, and filter by the list items on any analytics charts.
Set fields to be 'required' if they should be mandatory to complete the timesheet
In the template settings, make sure the forms are sorted by the date on the form (not the creation date).
Be sure to setup analytics charts to track your hours visually. This will help you identify anomalies, mistakes, trends and.
To prevent employees viewing each others Timesheets, you may decide to setup a project folder called 'Employees' with team folders for each person. Its critical that you setup your timesheet template in your Template Library (in your Home Folder), so that the same template can be used in all of the team folders, and auto-generate a register of all timesheets within your Home Folder. Deploy this template to each team folder, add in the relevant person (and anyone who will approve those timesheets), and configure the workflow notifications in each folder. Watch the video above to see an example of this configuration.
Getting Started
You can access a Free Timesheet Template from Dashpivot's Template Library. Go to Templates > Add Template > Choose from Free Public Template Library.