A useful feature that allows Organisations to schedule the timesheet chaser report to run from the system at a set time. Depending on where a timesheet is at in the Approval process, it will chase either the contractor or the Client User as appropriate.
This is something that is customisable per Client, and there is the ability to exempt certain Contractors from receiving reminders to submit their timesheets.
For example, if your Contractors are placed with a Client on a Mon-Fri basis, you may want to schedule your timesheet reminders to be sent from the system at midday on a Friday, this will prompt your Contractors to enter their timesheets, removing the chasing from your Organisations ‘To Do List’ and meaning that everything should hopefully be submitted by Monday morning, ready for invoicing and payroll.
There will still be the ability to manually chase timesheets from the system on an ad hoc basis and this will not impact any scheduled reminders.
Understanding Timesheet Status
The timesheet chaser report will be used to request timesheets from both Contractors, or the responsible Client User to do authorisations as appropriate.
If a timesheet is in status - OPEN or DRAFT - this means the Contractor will receive a reminder
If a timesheet is in status - AWAITING AUTHORISATION - this means that the Client User is required to do their Authorisation, and they will be the one to receive the reminder
If a timesheet is in status - AWAITING APPROVAL - this means that the Organisation is required to approve, and no further reminders will be sent
See for more information
Complete Client Set-up
Go to the Client Record, and click EDIT to enter the settings
Go to the Chaser Settings tab, and check the box that you would like to run the report automatically, this will enable settings to be configured.
Reminder Start Date: Select the date and time that you would like the reminders to commence from for any Contractors that have active Assignments with this Client
Reminder Frequency: If the timesheets for this Client are due Monthly, set Monthly - if they are due weekly, set Weekly.
Week: This selection will determine what day the system will continue to send the reminders to the Contractors until the Timesheets has been submitted.
Month: If you have selected Monthly, you need to give the date with a comma, then reminders will be sent the dates you have given.
Contractor Exemptions
If you have a Contractor who may submit timesheets in a different format or similar, and you do not want them to ever receive a reminder, they are able to be exempt from ever receiving an Automatic Timesheet Reminder, if you exempt this Contractor, it will be a manual process to submit the reminders.
To exclude a Contractor from the auto-reminders, go to the Contractor record, press EDIT
Go to the Contact Info tab, and check the ‘Exempt from Auto Timesheet Reminders’ once this has been done, ensure to click SAVE
Client User Exemptions:
All the client users will receive the timesheet reminders every morning if the client user has any timesheets to authorise.
If you don't want an automatic chaser to be sent to a particular client user, you can enable the below setting in the client user. Then, the client user won't receive any automatic reminders even though he has some timesheets to authorise.
