System -> Timesheet -> Timesheet periods
The timesheet period is a rule of calendar period formation for the timesheet. It defines the beginning and the end of the timesheet.
The period depends on your business requirements and time tracking rules in the company.
How to add new period
Go to the Timesheet period list and click Create period item on the action panel:
There are 4 different periods available:
- Weekly — timesheets are created one by one and each of them is 7 days long.
- Weekly End-of-Month — timesheets are created one by one and each of them is 7 days length, but the last timesheet ends on the last day of the months. Thus, there will be no timesheets containing dates from two months. This way is convenient if the company is using accounting on a monthly basis.
- Monthly — timesheets are created one by one for each and every month.
- Custom — allows the user to define the period. One single timesheet will be created for a selected period of time. This type of timesheet is usually used in order to close gaps while moving from one period type to another.
There are 2 owner scopes:
- Department — this period will be effective for all the employees of a specific department. This area has the highest priority.
- System-wide — this period will be effective for all the employees of the company.
Fill the Period type and the Period scope in the form, and click Create.
Cards for various periods and areas of action can be different.
- Period scope — has to be chosen, and can’t be changed later.
- Period type — the chosen period type, which can’t be changed later.
- Active from — the date of the period beginning.
- First day of week (for «Weekly» and «Weekly End-of-Month») — defines the first day of the week to start the timesheet.
- First day of month (for «Monthly») — defines the first day of the month to start the monthly timesheet.
- Active to (for «Custom») — defines the last day of the timesheet created for a custom period.
- Department (for «Department» scope) — defines the department for the selected period of the timesheet.
- Entity is active — this parameter makes the period active. The entity is not tracked until it’s not active.
How does the timesheet period work
Timesheets are created automatically at the moment when the user tries to access the «Current timesheet» or switching to the «Next timesheet» in the timesheet card.
Timesheets are created in such manner that allows them going one by one without gaps.
When the user requests the timesheet for a specific day or the next one, the system checks the existence of such timesheet. If it’s not available, the system creates a new one, keeping the current active timesheet period in mind. In case if it’s impossible to create a timesheet with a gap, e.g. when there’s a timesheet for the first week of the month, and the user decided to switch to the monthly period, the system will create an «custom» timesheet in order to cover such gap. Thus, the user is able to create new timesheet period and set the date of new period beginning. The system will make the transition between the timesheets automatically, providing seamless tracking of the working time.
Already existing timesheets are not changed even if the user decides to change the period of such timesheet. In case if the user needs to change the period and update the timesheets, they have to delete old timesheets. When the user tries to open the timesheet, it’s going to be created following new period rules.