User Guide EZT I M E BY T I M EREWARDS. After completing this module, you will be able to: Log in to your Account. Understand the Timesheet Workflow

Transcription

1 Step 1 Users User Guide EZT I M E BY T I M EREWARDS After completing this module, you will be able to: Log in to your Account Understand the Timesheet Workflow Create & Submit Timesheets Edit Timesheets Print Timesheets Run Reports Customize & Change Password TimeRewards Software, Inc

2 Contents About EZTime... 3 How to Get There... 3 Login to your account... 3 Navigating EZTime... 4 On Hold List... 4 Submitted List... 4 Run Report... 5 Add New Timesheet... 5 Change View... 5 Timesheet Workflow... 5 Working with Timesheets... 6 Timesheet List... 6 Create Timesheets... 6 Day View... 7 Week View... 8 Calendar View Alternate timesheet entry options Timer Copy Previous Entry External devices Submit Timesheet From Timesheets On Hold List Edit Timesheets Day View Week View Calendar View Delete Timesheet Delete timesheet for complete period Delete a timesheet entry Print Timesheet Reports Customize Options Change Password Dropdown behavior Document Version

3 About EZTime The EZTime module allows you to manage and track your timesheet. This document provides step-by-step information for each task you can perform with EZTime. How to Get There Your company s administrator must invite you to use TimeRewards. You should receive this invitation by . If you do not have an invitation, check your spam/junk folder, if you still do not find it, contact your administrator and request access to TimeRewards. Login to your account 1. Go to 2. Enter your User Id and Password and click on the Login button 3. You will see the Home and My Timesheets tab. If you are assigned as an approver for other users timesheets, you will also the Approve tab, 4. Click on the My Timesheets tab to get started When you see the following screen, you are ready to begin exploring EZTime. Document Version

4 Navigating EZTime On Hold List Timesheets not submitted for approval are listed here. These Timesheets are not visible to the approver. You can edit and submit timesheets at any time from this list Timesheets rejected by approvers or administrators are also listed here. You can edit rejected timesheets and resubmit them for approval from here Submitted List Once you submit a timesheet, it moves to the Submitted list. The timesheet is now forwarded to your timesheet approver, and you can no longer make changes to the timesheet Document Version

5 Run Report Run and view reports for previously entered timesheets Add New Timesheet Click on this link to start a new timesheet Change View Change view from Icon view to List view Timesheet Workflow When you create a timesheet, it follows an approval path. This timesheet workflow is described below. Document Version

6 Timesheet On Hold Submit Timesheet Reviewed by Approver Reviewed by Administrator Create New Timesheet Submit for approval Approver reviews the timesheet and either approves it or rejects it Approved timesheets are forwarded to the administrator for billing and payroll Rejected Rejected Working with Timesheets With EZtime s online timesheet forms, you can track all your timesheets. Whether you work on projects for a single client or several clients Timesheet List Create Timesheets 1. Click on New Timesheet 2. Select your preferred timesheet view There are several ways to enter timesheets. You can explore the different views and choose the one that best suits your style. Document Version

7 DAY VIEW Time Activity 1. Click on Day tab 2. Select the Date you performed the work 3. Optionally enter the Start and End Time 4. Choose a Customer and Project from the drop-down list. 5. Choose a Service Item, or activity, from the drop-down list 6. Enter the number of Hours you worked. 7. Optionally, enter a Description of the task and Admin Notes. To enter description, click on show timesheet details on top right side of the timesheet 8. Optionally, enter a private Admin Note to your administrator. 9. Click the ENTER button to save the entry and move on the next one 10. When you are done entering time, click Save & Close if you would like to edit the timesheet later, otherwise click Save & Submit to save and send your timesheet for approval Time Off 1. Click on Day tab 2. Select the Date you took off 3. Select Time Off in the Activity Details section Document Version

8 4. Choose a time off Type from the drop-down list 5. Enter the number of Hours you took off 6. Click the Enter button WEEK VIEW Time Activity 1. Click on Week tab This tab name will change based on your timesheet frequency. It can be Week, Bi-Weekly, or Semi-Monthly 2. By default the timesheet form opens to the current timesheet period; to change the period, click on the date, and select a different timesheet period Document Version

9 3. Choose a Customer and Project from the drop-down list. 4. Choose a Service Item, or activity, from the drop-down list 5. Enter the number of Hours you worked on each day 6. Optionally, enter a description of the task. a. To enter description, click on Show Timesheet Details on top right side of the timesheet. b. When you are done, click on Enter to save the description 7. To add more rows to the timesheet, click on the Add Row button in the menu bar Document Version

10 Time Off 8. When you are done entering time, click Save & Close if you would like to edit the timesheet later, otherwise click Save & Submit to save and send your timesheet for approval 1. Click on Week tab 2. Scroll to the bottom of the spread sheet 3. In the appropriate cell, enter Time off Hours for each day CALENDAR VIEW Document Version

11 1. Click on Calendar tab 2. Click on Date you performed the work 3. Enter the Start and End Time 4. Choose a Customer and Project from the drop-down list. 5. Choose a Service Item, or activity, from the drop-down list 6. Optionally, enter a Description of the task and Admin Notes 7. Optionally, enter a private Admin Note to your administrator. 8. When you are done entering time, click Save & Close if you would like to edit the timesheet later, otherwise click Save & Submit to save and send your timesheet for approval Document Version

12 Time Off Currently you can not enter Time Off in the Calendar View Alternate timesheet entry options TIMER If you need to track time spend on a task, you can click on Start Timer in any timesheet view to start a timer. You can run multiple timers as the same time, and can start and pause the timers independently 1. Click on Start Timer in the menu bar 2. Click on On to start the timer 3. Click on Pause to pause the timer 4. Choose a Customer and Project from the drop-down list. 5. Choose a Service Item, or activity, from the drop-down list 6. When you are done Click on Save & Close to include the time in your timesheet. The timesheet entry will be saved to the current date COPY PREVIOUS ENTRY Copy Previous lets you copy time from old Timesheets. You can use this option when you have recurring time entries across timesheet periods. 1. Click on Copy Previous 2. Narrow your search by selecting a timesheet date range 3. Select the timesheet line you want to copy 4. Change the timesheet date Document Version

13 5. Click on Copy to copy the timesheet entries to the current timesheet EXTERNAL DEVICES You can enter timesheet from different external devices, some of these include Microsoft s Outlook, BlackBerry, and iphone Submit Timesheet Timesheets that were previously put on hold can be submitted at any time. There are many ways to submit timesheets, you can submit the complete timesheet or partial timesheet FROM TIMESHEETS ON HOLD LIST Icon View 1. If the list is displayed in the Icon view, right click on the icon and select Submit timesheet if you want to submit the complete timesheet. To submit partial timesheet, select Submit Partial Timesheet 2. If you selected Submit Partial Timesheet, a popup window displays a list of all timesheets that are on hold, select the time entry you want to submit and click the Submit button Document Version

14 3. Submitted timesheets are forwarded for approval and can no longer be edited. List View 1. If the timesheet list is displayed in the List view, select the timesheet you want to submit and click on the Submit button. To submit partial timesheets, click on the down and select the button to expand the timesheet and drill timesheet entry you want to submit 2. Submitted timesheets are forwarded for approval and can no longer be edited. Edit Timesheets You can edit any timesheet that is visible in the On Hold list, this includes timesheets that are on hold, timesheets that have been partially submitted, or rejected timesheets Document Version

15 DAY VIEW 1. Select the timesheet you want to edit from the timesheets on hold list 2. Click on Day tab 3. Select the timesheet or time off entry you want to edit from the list Submitted timesheets are greyed out and can not be edited 4. Make the requried changes to the timesheet entry 5. Click on Enter when done 6. click Save & Close if you would like to edit the timesheet later, otherwise click Save & Submit to save and send your timesheet for approval WEEK VIEW 1. Select the timesheet you want to edit from the timesheets on hold list 2. Click on Week tab 3. Make the required changes to the timesheet entry by editing the cells directly 4. To make changes to the description, click on Show Timesheet Details on top right side of the timesheet a. When you are done, click on Enter to save the description 5. To add more rows to the timesheet, click on the Add Row button in the menu bar Document Version

16 6. When you are done editing time, click Save & Close if you would like to edit the timesheet later, otherwise click Save & Submit to save and send your timesheet for approval CALENDAR VIEW 1. Select the timesheet you want to edit from the timesheets on hold list 2. Click on Calendar tab 3. Double click on the calendar entry you want to edit 4. Make the requried changes to the timesheet entry 5. When you are done editing time, click Save & Close if you would like to edit the timesheet later, otherwise click Save & Submit to save and send your timesheet for approval Delete Timesheet DELETE TIMESHEET FOR COMPLETE PERIOD You can delete the timesheet for the complete period from the timesheets on hold list. Timesheet entries that have been submitted will not be deleted To delete submitted timesheets, you must ask your timesheet adminstrator to reject the timesheet, rejected timesheets can then be deleted Icon View: Right click on the timesheet and select Delete Document Version

17 List View: Select the timesheet you want to delete and click on Delete DELETE A TIMESHEET ENTRY You can delete any timesheet that is visible in the On Hold list, this includes timesheets that are on hold, timesheets that have been partially submitted, or rejected timesheets Day View 1. Select the timesheet you want to delete from the timesheets on hold list 2. Select the timesheet or time off entry you want to delete from the list Submitted timesheets are greyed out and can not be deleted Document Version

18 3. Click on Delete to delete the entry Week View 1. Select the timesheet you want to delete from the timesheets on hold list 2. Click on the cell you want to delete, and use the backspace button to clear the cell 3. Click on Save & Close to complete the delete Calendar View 1. Select the timesheet you want to delete from the timesheets on hold list 2. Click on the calendar entry you want to Delete 3. A small cross will appear on the top right of the calendar entry, click on the cross to delete the calendar entry Print Timesheet You can print timesheet from the following : Timesheet entry forms, you can click on the Print option in the tool bar 1. Timesheet list forms a. List View: Click on the Print button next to the timesheet you want to print Document Version

19 b. Icon View: Right click on the timesheet icon, and select Print Reports The reports section allows you to report on timesheet information across multiple time periods. The following reports are available to you: 1. Project Assignment: List of customer and project tasks assigned to you 2. Timesheet and Expense Approval Status: List all timesheets in approval queue 3. Time off: Time off report, grouped and totaled by holiday, vacation, and sick 4. Employee Activity Log By Project: List of timesheets grouped and totaled by Projects Document Version

20 Customize Options Change Password 1. Click on the Home Tab, and then click on Customize under Shortcuts 2. Enter your old password 3. Enter and confirm your new password 4. Click on Save to save changes Dropdown behavior You can customize the way the drop downs behave in the timesheet entry screens to suit your requirements. You have three options to customize the drop downs: 1. Auto Complete 2. Starting With 3. Anywhere in the text To change this option 1. Click on the Home Tab, and then click on Customize under Shortcuts 2. Click on Dropdown tab 3. Select different options from the drop down filter and see the behavior in the Try this section 4. Select the option that best suits your requirements and then click on Save to save changes Thank you for taking time to review our document. For more information, please call us at or visit our website at Document Version