How to Use Timesheets in Easy8

Introduction

This tutorial explains how to use Timesheets in Easy8. Timesheets are used to log and review time spent on tasks in a weekly or monthly layout. They help users manage their time effectively and submit it for approval if needed.

Target Audience

User

Prerequisites

• You have access to Easy8.
• You have the correct permissions to access and use the Timesheets.
• Timesheets are enabled in the plugin settings.
• Sufficient time range is allowed for logging in the global time tracking settings.

Step 1: Open the Timesheet Module

1. Navigate to the Main menu >> Timesheets.
2. You'll see a list of your timesheet periods and an option to create a new one.

Step 2: Create a New Timesheet

1. Click on the New timesheet button.
2. Choose the start and end dates.
3. Click Save. The system will align the start date to the beginning of the week.

💡 Note: The availability of weekly or monthly timesheets depends on the global settings configured by your administrator. To enable weekly/monthly timesheets, go to Administration >> Plugins - Add-ons >> Timesheets - Configure - Enabled periods and select the desired periods.

Step 3: Fill In Your Time

1. Use the New row button to add a task.
2. Select the project, task, and activity.
3. Enter the time spent for each day.

✅ You can add more rows if you worked on multiple tasks.

Step 4: Submit the Timesheet

1. Once completed, click the Submit button at the top.
2. A confirmation pop-up will appear.
3. After submission, the timesheet is locked for editing.

⚠️ Corner Situation: If the approval workflow is enabled, the submitted timesheet will be sent to your manager for approval. Once approved, the timesheet cannot be edited. If rejected, it can be edited and resubmitted.

Step 5: Check Status or Reject

1. View the status of your timesheet (Approved/Rejected).
2. If rejected, you can edit and resubmit the timesheet.

Optional Actions

• Use Copy rows to new timesheet to reuse your previous input.
• Use Refresh to link unassigned logged time to the timesheet.

How Logged Time Interacts with Timesheets

• If a timesheet has already been created, logging new time for that period adds the time entry to the existing timesheet.
• If spent time is logged first, and a timesheet is created afterward, the logged time is correctly included in the new timesheet.

Common Issues and Solutions

⚠️ Logging Time Not Allowed
Check Administration >> Settings >> Spent time. Ensure users are allowed to log time to the past or future. Enable logging time on closed tasks.

⚠️ Comment Requirement and Limitations
Weekly Timesheets: When entering hours, a comment can be added. If a comment is required, a dash (-) is pre-filled to prevent blocking the user.
Monthly Timesheets: Comments cannot be added. If a comment is required, a dash (-) is automatically added to avoid blocking the entry.

⚠️ Custom Fields
Required custom fields on time entries block timesheet logging. These fields are not shown in timesheets.
Solution: Do not set custom fields on spent time as required if using timesheets.

⚠️ Activity Missing
Some tasks may have empty activities if activities are pre-set per project.
Solution: Go to the task → Edit → Select an activity.

⚠️ HTML Tags in Comments
When CKEditor is used for time logging comments, switching to plain-text view in timesheets might display tags like <p>.
Solution: Edit comments using the same editor type or clear formatting manually.

⚠️ Hours Format
The format set in your profile does not apply to Timesheets. Short format is always used to avoid display issues.

⚠️ Empty Comment Warning
If empty comments are restricted, a dash (-) will appear. A warning shows only after you delete it. This ensures saving the record.

Summary

You've learned how to log and submit your time using Timesheets, as well as how to troubleshoot common issues related to system restrictions or setup.

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