Timesheet

The timesheet enables hours worked to be entered and approved by managers. Folks offers automated daily and project-based timesheets.

Regular timesheets allow you to indicate the hours worked each day, or even each week. Project timesheets are customizable and give you visibility of the tasks performed by your teams, and the time required to complete each project.

Whether you choose a timesheet by day or by project, several statistics and integrations are available to facilitate payroll and billing management.

Project timesheet configuration

Once the timesheet has been activated by our team, you can configure your timesheet by project.

• Timesheet - Create a new project
• Associate a task with a project
• Timesheet - Modify a project
• Timesheet - Terminate a project

Timesheet approval and management

Timesheets can be filled out in the time management module.

• Approve an employee's timesheet
• Print a timesheet
• Export a timesheet
• Lock or unlock a period in the timesheet
• Timesheet - Associate or remove a project with an employee
• Know the impacts when changing the date of a pay period

Legend Management (standard timesheets)

You can add labels that will appear in the timesheet legend and whose letters may be used for information purposes only. To do this, simply click Add new item.

Project Management

If you have chosen the project timesheet, create your projects and tasks so that your employees can select them when entering their hours.

• Timesheet - Create a new project
• Associate a task with a project
• Timesheet - Modify a project
• Timesheet - Terminate a project

Holiday Settings

Whatever your timesheet type, you need to add your public holidays to the organizational norms page. You can then define their parameters for each employee in the holiday settings.

Exportation Settings

If your Folks is integrated with a payroll software, you must configure the payroll codes in Folks to send employee timesheets to your payroll software.

For more information, see Requirements for Sending Folks Timesheets to your Payroll Software.

Calculation Configuration

Calculation configuration allows you to define the elements to be included in the calculation of public holidays (which are calculated using 1/20 only) and overtime.

For example, for overtime calculations, the elements taken into account can include worked hours, vacation, statutory holiday compensation, etc.

Other configurations to consider

If applicable, it is important to update the number of work hours in job titles and to update the “Overtime starts at” field in employee norms.

This article explains how to fill in a timesheet as an employee.

1. In Folks, go to the time management module.
2. In the timesheet, for the current period, proceed as follows. Please note that several elements, such as absences (A, S, or PA), holidays (V) and public holidays (H), are automatically positioned in the timesheet. You don't need to enter them.
   

   Tip: A quarter of an hour is written .25, half an hour .5 and three-quarters of an hour .75.

   • If your company uses the daily timesheet, click on the box for the desired day to enter the number of hours worked. You can also enter your total number of hours in the week box if you worked the same number of hours each day.
   • If your company uses the project timesheet, you'll need to select a project and task to enter your hours. The total will be calculated automatically.
3. If required, you can add notes and attachments. For notes, enter your initials, as more than one person can leave a note. When your timesheet contains a note, lines will appear on the file to indicate this.
4. When you're finished, click Save.

When you save your timesheet, if you have entered overtime, you will see a red exclamation mark appear in the Overtime column. Depending on your company's guidelines, you or your manager will need to define how this overtime will be handled.

Once your timesheet has been approved, the person's initials will appear in the Approved by column. If you need to make a change, your timesheet will be disapproved and the whole thing will have to be processed again by your immediate supervisor.

Once the period has been locked, you can no longer edit your timesheet. To edit it, contact the human resources department or the person in charge of payroll at your company.

1. Go to the "Time Management > Timesheet" section.

2. Locate the employee concerned and access the "Approval" column.

3. To approve an employee's timesheet, click on the box. Once the box is checked, your initials will be inserted in the "Approved by" column.

TIPS : 

If you see that no box can be checked to approve the employee's timesheet, no hours or requests whatsoever have been entered in the timesheet for this employee.

WARNING :

Once the timesheet is approved, it is possible for the employee to add, delete or modify any time entries or requests. However, the timesheet will be disapproved once the modification is made.

4. Click on "Save".

1. Go to the "Time Management > Timesheet" section.

2. Select the desired period.

3. Click on "Print".

4. A window containing the print settings will appear. Fill in the desired fields.

TIPS :

In the print settings, it is important that the "Background graphics" box is checked, otherwise it will be more difficult for you to recognize the information on a single line.

5. Click on "Print".

1. Go to the "Time Management > Timesheet" section.

2. Select the desired period of the timesheet. It is possible to export only one period at a time.

3. In order to export the timesheets of all employees in the list, click on "Export timesheet".

TIPS : 

It is possible to choose what you want to export by doing a search before pressing "Export timesheet".

1. Go to the "Time Management > Timesheet" section.

2. Select the desired period.

3. To lock or unlock the timesheet to all employees in the list, do not use the search bar and simply click on "Lock timesheet" or "Unlock timesheet".

WARNING :

If you do not have access to the "Lock timesheet" and "Unlock timesheet" button for a pay period, refer to your company administrator.

WARNING :

Any requests to be created, modified, deleted or approved that have dates included in a locked pay period will not be able to be modified until the pay period is unlocked.

1. Go to the "Employee > Employee profile" section.

2. Click on the drop-down menu to select the appropriate employee.

3. Click on "Project access management".

TIPS : 

If you do not have access to this button, the project timesheet is not enabled in your system. To activate the project timesheet, send an email to support@folkshr.com

4. A window will appear. To add a project, click on "Add a project".

5. A line with a drop-down menu will appear allowing you to choose the project to add.

6. To remove a project, click on "X" next to the project.

7. Click "Save" once you have associated and/or removed the project(s) to the employee.

TIPS : 

Once saved, the employee will have access to choose the project(s) associated to him/her when adding time in his/her timesheet.

TIPS : 

The employee will also be added to the list of "Authorized employees" related to the project(s) in the "Admin > Timesheet > Project management" section.

1. If you find that your first pay period date is not the right one, it is important to be aware of the actions you need to take before requesting this type of change and know the impacts.

TIPS : 

This change cannot be made by a user. Contact support to request it.

2. Once the date change has been made, all data previously entered in your timesheets will be deleted.

3. If you want to keep these entries, it is important to export each timesheet with hours entered. To get more information on how to export a timesheet, please refer to the article "Exporting a timesheet".

1. Go to the "Admin > Timesheet > Project management" section.

TIPS :

If you do not have access to this page, either no timesheet is activated in your file or you have the regular timesheet. To activate the project timesheet, send an email to support@folkshr.com

2. To create a new project, the drop-down menu "Project" must have the "New project" option selected,

3. Enter the name of the new project in the "Project name" field.

4. Add the tasks to the project.

TIPS :

For more information on how to add tasks to the project, refer to the article Associate a task to a project.

5. Click on "Save".

1. Go to the "Admin > Timesheet > Project management" section.

TIPS : 

If you do not have access to this page, either no timesheet is activated in your file or you have the regular timesheet. To activate the project timesheet, send an email to support@folkshr.com

2. Click on the drop-down menu "Project" and select the project to modify.

TIPS : 

If you want to edit an inactive project, check the "Show inactive projects" box.

3. To change the name of the project, change the content of the "Project name" field.

4. To add tasks, click on "Add" and select the task or tasks to add.

5. To delete tasks, click on the delete button (x) of the task you want to delete.

6. Click on "Save".

1. Go to the "Admin > Timesheet > Project management" section.

TIPS :

If you do not have access to this page, either no timesheet is activated in your file or you have the regular timesheet. To activate the project timesheet, send an email to support@folkshr.com

2. Click on the drop-down menu "Project" and select the project to modify.

TIPS :

If you want to edit an inactive project, check the "Show inactive projects" box.

3. To change the name of the project, change the content of the "Project name" field.

4. To add tasks, click on "Add" and select the task or tasks to add.

5. To delete tasks, click on the delete button (x) of the task you want to delete.

6. Click on "Save".

1. Go to the "Admin > Timesheet > Project Management" section.

TIPS :

If you do not have access to this page, either no timesheet is activated in your platform or you have the regular timesheet. To activate the project timesheet, send an email to support@folkshr.com

2. Click on the "Project" drop-down menu and select the desired project.

3. Click on "Terminate this project".

TRUCS ET ASTUCES :

The project will no longer be present for future time entries within the timesheet.

4. Click on "Save".