Timesheets

A timesheet is a person's week (or fortnight or month, as you choose): every time entry they logged, against the hours they were expected to work. Tenvara builds it for you from time entries on tickets and completed visits, marks the days that fall short, and lists visits and remote sessions that have no time logged against them. At the end of the period the person submits it and an approver approves it or sends it back. The top of the page says what it covers and when it is due, for example "Open, due 9 Oct 15:00", and marks it overdue once the deadline passes unsubmitted.

Open Team > Timesheets. Yours and Team at the top switch between your own timesheet and everyone's.

Your week#

The top of the page shows the week's status and four figures:

The week so far bar shows logged time against expected. Use the arrows to move between weeks and This week to come back.

The week lists each day with the time logged against the hours expected, and every entry under it: when, the ticket and customer, the note, whether it is billable, how long, and "From a visit" for time logged by completing a visit. Days short of the expected are marked.

Time nobody logged#

The Time nobody logged card lists work that happened this week with no time against it:

• visits that were not completed, or completed without time;
• remote sessions with no time logged for that customer around then;
• live chats with no time logged for the customer around then.

Each has Open visit (or the session or chat) and Log time, so you can fill the gap in a couple of clicks.

Submit the week#

1. When your week is complete, press Submit.
2. The dialog sums up what you logged, what was expected and what is missing. Add a Note if a day is short for a reason, for example a dentist appointment.
3. Press Submit. Your approver is told.

The week then waits for approval, in the approver's Approvals inbox as well as on this page. If it is returned, the approver's note says why: fix the entries and submit again. Once a week is submitted or approved, its time entries are locked; reopen the week to change anything.

Approve the team's weeks#

Approvers choose Team at the top of the page. It includes people who do not take bookings.

The team view lists each person with their Status, Expected, Logged, Billable, Missing and Not logged (how many visits or sessions have no time). Filter by person or status. Weeks from earlier periods that are still waiting to be submitted or approved stay in the list, so nothing slips once a new week starts.

1. Click a row to open that person's week. It looks exactly like their own view.
2. Check the days marked short and the time nobody logged.
3. Approve the week, or return it with a note saying what needs fixing. The person is told either way.

To approve several weeks at once, tick them in the team view and approve them together.

Approving a timesheet also works out its overtime: time past the expected hours, outside the working pattern, on days off and public holidays, paid or banked as time off in lieu as Settings > People, the Overtime tab says. Out-of-hours time that needed approving ahead can be accepted here. See Leave allowances, sickness and overtime. Approved timesheets feed the payroll export; see Payroll export and on-call pay.

Note: Nobody approves their own week unless Approvers can approve their own timesheet is on, or there is nobody else who could.

Timesheet settings#

The timesheet settings are on Settings > Scheduling, the Dispatch tab, under Timesheets:

Expected hours come from each person's working hours; see Working hours, leave and skills.

Who is expected to log time#

Not everyone needs nudging about missing time. A salesperson or someone in finance may never log time against tickets, and a timesheet that shows them 37 hours short every week helps nobody. Who is expected to log time, on the same tab, decides who is nudged and shown short:

• By role: a switch per role. Technicians, engineers and the service desk are on by default; salespeople and finance are off.
• By team: a switch per staff team, which wins over the role.
• A person's own setting: Expected to log time in the People table on the People and skills tab wins over both.

Under the switches, Nudged and shown short and Not nudged list everyone, each with the rule that put them there, for example "Expected by the rule for their role, Service desk technician".

Someone not expected to log time can still log time and submit a timesheet. They are simply never nudged or marked short.

Internal time#

Training, team meetings and admin are work too, but there is no customer to put them against. In Log time, turn on No customer (internal) and choose an internal work type, such as Training. The entry has no customer, ticket or contract, is never billable, and counts on the person's timesheet and in utilisation like any other time.

Only work types marked as internal (and not billable) offer it. See Logging time.

In Settings > Invoices, Only invoice time from approved timesheets keeps billable time off invoices until its timesheet is approved. See Logging time.

One-to-one check-ins#

Alongside timesheets, managers and their people can hold regular one-to-one check-ins from Team > Check-ins: both answer the template's questions before they meet, and agree actions with who does them and by when. Only the two people see the answers, mood and notes. A manager's manager (and anyone further up the reporting line) sees My team's check-ins: the date, status and agreed actions of check-ins in their line, never the notes, answers or mood. Each check-in says who above can see it.