Loading...

New Site Setup Steps

You are here:

Step 1 – Setting up Hour Timesheet Groups

Using the Hour Timesheet group feature is optional.  Groups are used in Hour Timesheet to structure employees. Employees may be associated to one or many groups.  By creating groups and assigning employees to groups, certain features and functions can be viewed by individual group instead of the company as a whole.

Creating A Group

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Group menu
  3. Click New Group or Edit Group link
  4. Enter group detail
  5. Click employee(s) to be associated to group
  6. Click the icon
  7. Click the Save button to complete

Step 2 – Setting up Hour Timesheet Supervisors

The supervisor feature is created to provide specific users access to features and functions within Hour Timesheet. Supervisors have access to the following:

  • Review Timesheet – create, approve, edit and reject employee timesheet data
  • Run Reports – access to real-time reporting data
  • Receive Notifications – receive event-based and time-based email alerts

Assigning Global Level Supervisors – Users assigned the supervisor role will have access to the Timesheet Review menu once logged in. To assign a global level supervisor follow the steps below:

  1. Login to Hour Timesheet as Admin
  2. Navigate to Employee menu
  3. Click the Assign Roles link next to the supervisor’s name
  4. Select Supervisor from the drop down

Assigning Group Level Supervisors – to create a group level supervisor, follow steps 1-4 above then follow the additional steps below:

  1. Login to Hour Timesheet as Admin
  2. Navigate to Group menu
  3. If group already exists, select group from box, click Edit this Group, begin typing name of supervisor identified in steps 1-4 above in Select Supervisor box
  4. If group does not exist, click Create New Group and enter group details and user’s name in Select Supervisor box. Only users with assigned Supervisor roles will be available for selection. Groups may have multiple supervisors. NOTE: By default, Admins have access to Supervisor privileges.

Step 3 – Setting up Hour Timesheet Employee Associations

Charge Code Associations

Customer/Job ⇔ Service Item ⇔ Employee) – Creating charge code associations by employee will limit what each user is able to charge to when entering hours on a timesheet. Employees can have multiple charge code associations and charge codes can be assigned to multiple employees. To create charge code associations follow the steps below:

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Accounting → Codes sub menu
  3. If you do not see your already associated Customer/Job, Service Item, Pay Type association in the Available Authorized Charge Code(s) list box then click the + Create New button
  4. Select the Customer/Job to expand the list of Select Charge Codes.  Select from the list the Customer/Job(s) needed for association to employee(s)
  5. Select the Service Item to expand the list of Select Service Items. Select from the list the Service Items needed for association to employee(s) OPTIONAL
  6. Select the Class list to expand the list of Classes. Select from the list the Classes needed for association to employee(s) OPTIONAL 
  7. Select the Pay Type to expand the list of Select Pay Type(s) Select from the list the Service Items needed for association to employee(s)
  8. Click the Add button
  9. Place a check in the Available Authorized Charge Code(s) (items created in steps 1-8 above)
  10. Select from the Available Employees list the appropriate employees to be associated to the Available Authorized Charge Code(s) from above.
  11. Click the > to move the selected employees from #9 above to the selected employee list box
  12. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)
  13. Click the Assign button to complete.

Watch Video

Leave Associations

Leave Types created in Hour Timesheet are associated with leave payroll items previously created in your QuickBooks company file. To create a leave type in Hour Timesheet:

Creating New Leave Types

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Accounting→ Leave sub menu
  3. Click Create New Leave
  4. Enter Leave Name
  5. Select Pay Type from drop down box (this should be the list of leave pay types imported from QB)
  6. Enter Leave Description
  7. Enter Start Effective Date of new leave type
  8. Click the Save button to complete.
  9. Repeat steps 1-8 above for each leave type.

Admin Role – Creating New Leave [Video Clip]

Creating A New Leave Policy

View full page on Hour Timesheet Leave Management Click here

Assigning Leave Type to Employee  (Leave Type ⇔ Employee) – Creating Leave associations by employee is required so that the timesheet can select “Add Leave Hours” from the employee timesheet. To assign Leave Types to an Employee:

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Accounting→ Leave sub menu
  3. Select Assign Leave tab.
  4. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)
  5. Select a Leave Type  from Available Leaves selection box.
  6. Select a Leave Policy from Select Leave Policy selection box.
  7. Select from the Available Employees from Available Employees selection box.
  8. Click the > to move the Employee(s) to the Selected Employees list box.
  9. Click the Assign button to complete.
  10. Repeat steps 1-9 above for each leave type.

Admin Role – Assign Leave [Video Link]

Step 4- Setting up Hour Timesheet Roles

After setting up your new site, you will need to establish system roles. By default, all users are assigned the employee role and the creator of the site is assigned the Admin role.  Hour Timesheet consists of 4 types of users:

  1. Employees – System role allowing users access to individual timesheet entry.
  2. Supervisors – System role allowing users to manage employee timesheet data. This includes approving, rejecting and editing employee timesheet data as well as running reports.
  3. Accountants – System role allowing users ability to export approved timesheet data to specified accounting and/our payroll software. Users with the accounting role also have access to run reports as well as associate charge codes, leave types and payroll items to groups and employees.
  4. Admin– System role allowing management of data to/from company payroll file. The admin role is also responsible for all system setting such as overtime settings, timesheet period and notifications settings.

Assigning User Roles

To assign roles to users, follow the steps below:

  1. Login to Hour Timesheet as an admin
  2. Navigate to the Employee menu
  3. Identify the users from the list that are Supervisors and/or Accountants (both are optional) and click the Assign Roles link.

Step 5 – Employee Self Sign-Up

Automated Self Sign-Up Process

Hour Timesheet will import your company’s employee list during the initial data import process. If present in QuickBooks, email addresses for each user will be imported.  Employees will use an email address as a login to Hour Timesheet.  Each employee will be emailed a signup invitation link and will be able to complete the self-sign-up process by following the steps below:

  1. Login to Hour Timesheet as Admin
  2. Navigate to the Employee menu
  3. Enter employee email address (if missing)
  4. Click Send Invite.
  5. At this time, the employee will receive an email invitation containing a Sign Up link

employee email invite

 

There are 3 different status’s file employee self sign-up email invitations from Hour Timesheet

Pending Invite – the employee has not been sent an email invitation to sign up for Hour Timesheet.  An email address must be in the email address field to trigger the Send Invite process.

Invitation Sent – the email invitation has been initiated from Hour Timesheet. The status will remain unchanged until the employee completes the sign-up process.

Signed Up – the employee has received the email and clicked the Sign Up button to initiate the signup process.  The link in the email will expire within 72 hours. If necessary, the Admin can resend the sign up invitation to the employee.