Configuring Time Tracking

Configuring Timesheets and Automatic Approvals

The following configuration enables automatic approvals when users submit the timesheets.

• Disable Use the Timesheet feature for time entry approval using Time Tracking > Settings.
• Create and activate a series of time periods using Periods. A time period must be active to display a timesheet for that period in My Timesheets.
• Activate or close individual time periods using Time Tracking > Timesheet Summary. You can also use this page to review all timesheets by period and by their status: pending, submitted, approved, or voided.
• If necessary link VSA user records to staff records within an organization using System > Orgs/Groups/Depts/Staff > Manage > Staff. This is done automatically when a new VSA user is created.

Manually Approving Timesheets

To approve timesheets manually using one or two approvers, the following configuration steps are required:

• Enable Use the Timesheet feature for time entry approval using Time Tracking > Settings.
• Define and activate at least one approval pattern using Time Tracking > Approval Patterns.
• Link VSA user records to staff records within an organization using System > Orgs/Groups/Depts/Staff > Manage > Staff. This applies to both VSA users being approved and VSA users acting as approvers. Using this same tab:
  • Link staff records whose timesheets require approval to an activated approval pattern using System > Orgs/Groups/Depts/Staff > Manage > Staff.
  • Ensure the staff record being approved is assigned the supervisor acting as the approver.
  • If the approval pattern specifies two approvers, ensure the supervisor acting as the first approver is assigned the supervisor acting as the second approver.

    Note: Approvers can only approve timesheets in their own organization. Approvers can be in different scopes and roles from the users submitting timesheets to them.

• Using this same page you can optionally enable a staff member, by exception, with the ability to approve any timesheet in his or her organization. This ensures all timesheets can be approved in a timely manner, if other approvers are temporarily unavailable.

  Note: Timesheets are auto-approved if a staff record does not specify an approval pattern and a supervisor.

Once timesheet approvals are configured, submitted timesheets display in the approver's Time Tracking > Approve Timesheets page after timesheets are submitted to them. The approver can approve, reject or void the submitted timesheet. Approved timesheets can be unapproved using Timesheet Summary.

Configuring Timers

• Ensure Show Session Timer is enabled by user role, using System > User Roles > Access Rights.
• Enable Timer Sessions using Time Tracking > Settings.
  • Check Show session timers at the header.
  • Optionally check Allow multiple session timers running at the same time.

    Note: Timers can be used to create time entries even if Show Timesheets is disabled.

• If necessary link VSA user records to staff records within an organization using System > Orgs/Groups/Depts/Staff > Manage > Staff. This is done automatically when a new VSA user is created.