The timesheet is one of the main features of Beeye. It allows you to record the time you’ve spent on your projects and your deliverables while keeping an eye on the time you had planned to spend.
The following guide will show you all the information you can obtain from the timesheet and the actions you can perform.
The timesheet header shows the following information:
- The arrow icon on the left allows you to open the timesheet so you can see it in detail and record time
- The start date and end date of the timesheet
- Time entered represents the sum of all the time that was recorded in the timesheet until now
- Time bank represents the amount of time currently in your time bank. The blue box on the right allows you to add or remove time for that week. To learn more about the time bank, please read our guide Using time banks
- Total represents the total amount of time recorded for the week minus the number of hours in the time bank
- The Export button allows you to export your timesheet as a PDF file
- The Save button allows you to save the timesheet with its current time entries. The timesheet must be saved for the modifications and comments to be recorded. Don’t forget to save your timesheet regularly when you fill them out.
- The Submit button allows you to submit your timesheet for approval
The first column contains the names of the projects. The projects displayed are:
- The projects for which you had time planned for the selected week
- The projects for which time has been recorded within the past two weeks
- Your favorite projects
The arrow icon to the left allows you to display the deliverables for a given project. On the following image, you can see the lines that correspond to deliverables in a light blue background:
Note: You can click on the names of the projects and deliverables to display more information about them, modify them, or open the project page.
Important: Completed projects and deliverables will not show up in the timesheet, except during the week they were completed.
You can enter time in the white boxes with a light blue border.
The greyed-out boxes correspond to days for which you cannot enter time, because the project either hasn’t started, or is already closed.
Once you start entering time, the boxes will turn blue so you can quickly see where you have entered time when you want to make changes.
To learn more about how to enter time in your timesheet, you can read the following guide Entering time in your timesheet.
The Week column shows how many hours have been logged for a given project over the selected week. You can also use that column to enter time for the whole week, and that time will be spread linearly over the days of your timesheet. To learn more, please look at the guide Entering time in your timesheet.
Actual / Planned
This column gives you a quick comparison between the number of hours planned for the week and the number of actual hour spent on projects, as indicated by the timesheets.
It can serve as a good indicator of the tasks on which you should work for the current week.
This column shows how much time has been spent on a project over its whole lifetime. The progress bar indicator will depend on the situation.
- The grey bar indicates that no time has been recorded on this project
- The blue bar with a grey background indicates that you are working on a project, but that you still have work to complete on it
- The fully blue bar indicates that you normally should be done working on a project, since you have reached the number of hours that were planned for that project
- The blue and red bar indicates projects for which you have worked more than what was originally planned. That’s generally the case for problematic and money-losing projects.
This column shows the number of days remaining before the end of the project or the deliverable. The number indicated is the total number of days, not just workdays.
For projects, this column displays the number of days between today and the expected end date of your project.
For deliverables, two rules apply:
- If the deliverable has a defined end date, it will be used to compute the days remaining
- If it has no end date, the end date of the project is used for the computation
In the last column, you can enter comments on your projects and deliverables to let the project manager know what activities have been done, what problems arose, and so on.
To learn more about the process of adding comments on deliverables, you can read the corresponding section in the guide Entering time in your timesheet.
Note: You can only leave comments on days and projects/deliverables for which you have entered time. Comments corresponding to empty time boxes will not be saved.
The total at the bottom of the project and deliverable list shows the total number of hours worked per day. The total under the Week column shows the total number of hours worked for the week.
The Show expenses button displays the list of expenses that are tied to your timesheet. You can add new expenses by clicking on Add new expense.
Expense accounts contain several columns:
- Description : the name of the expense
- Amount before tax
- Taxes : Beeye decided to leave this column as a manual entry so you can decided whether to record expenses before or after tax.
- Amount with taxes: the sum of the two previous columns (amount before tax and taxes)
- Type of expense
- Actions : this column allows you to delete an expense by clicking on the cross
To learn more about the process of adding and deleting expenses, please read the corresponding section of the guide Entering time in your timesheet.
The View filter was designed for managers who want to be able to see the timesheets of all their employees. There are three options:
- Me (default) : displays only your own timesheets
- Team : allows you to pick a team member to see their timesheet
- Company : allows you to pick a user from anywhere in the company to see their timesheet
Note: You can use the View filter to look at other employees’ timesheets and fill them out. However, to ensure everyone keeps control over their own timesheet, you cannot enter comments on submit timesheets for approval for someone else.
You can use the date filter to choose what timesheets to display. That way, you can easily find timesheets from the previous weeks, or display fewer timesheets.