The Timesheet Module in KaryaKeeper is a core component that enables users to track working hours, manage billable vs. non-billable time, and help project managers and leadership maintain transparent time records across teams and projects. The module is divided into two key sections:
- My Time – For individual users
- Team Timesheet – For reporting managers
👤 1. My Time Page
🔍 Overview
The My Time section is where an individual user can log, view, edit, and manage their daily work hours. This page ensures precise tracking of how time is distributed across tasks and projects, contributing to better resource utilization, project planning, and performance analysis.
📌 Functional Highlights
- Manual Time Logging: Users can log hours against specific projects and tasks.
- Project & Task Mapping: Link entries to defined project modules and task groups (e.g., “Product Development – Q1”)
- Billable Indicator: Specify if the logged time is billable or non-billable.
- Weekly/Monthly Summary: Quick overview of effort logged in the current week and month.
- Detailed Time Table: Chronological log of all time entries with descriptions.
- Action Icons: Allows users to Edit (✏️) or Delete (🗑️) entries.
- Sorting and Filtering: Organize entries by task, project, date, or who logged time.
- Export Option: Export time records into Excel for reporting or timesheet submission.
📝 Step-by-Step: Logging Time Manually
- Navigate to Timesheet > My Time.
- Click the green “Log Time” button (+ icon).
- Enter:
- Date of work
- Project name
- Task & Description
- Start Time and End Time
- Optional Remarks
- Select if the task is billable
- Click Add to save the entry.
- Confirm the details and submit the time entry by clicking on Log Entrie(s), ensuring precise tracking of work hours.
🧩 Effortlessly log and manage your work hours with this feature, providing a detailed overview of time allocation.
Adding Time Entries for Multiple Dates
📌 Steps:
- Navigate to Timesheet > My Time.
- Click on the “Log Time” button (green button on the top right).
- In the time entry form:
- Select the Project.
- Choose the relevant Task under the Task Group.
- Specify the Start Time and End Time (this will be the same for all selected dates).
- Enter any Remarks or descriptions if needed.
- Mark if the time is Billable.
- Select Multiple Dates:
- In the Date field, use the multi-select calendar picker to choose one or more dates.
- Review the details to ensure consistency across selected dates.
- Click “Add” to log the same time entry across all the selected dates.
- Confirm the details and submit the time entries by clicking on Log Entrie(s), ensuring precise tracking of work hours.
Each selected date will have a separate time entry created with the same details, reducing manual repetition and saving time for users working on the same task across multiple days.
🔄 Editing/Updating Time Entries
- Locate the desired entry from the list.
- Click the ✏️ Edit icon.
- Modify relevant details like time, project, or task.
- Click Update to save changes.
❌ Deleting a Time Entry
- Click the 🗑️ Delete icon next to the log to remove it from the timesheet.
Summary Metrics Displayed
At the top of the My Time page, users will see metrics that help summarize their time usage:
|
Metric |
Description |
|
Logged Time |
Total time recorded in the system. |
|
Billable Time> |
Time logged that can be invoiced to clients. |
|
Non-Billable Time |
Internal or support hours not billable. |
|
Estimated Time |
Project-based planned effort. |
|
This Week |
Hours logged in the current week.> |
|
This Month |
Hours logged this month to date. |
👥 2. Team Timesheet Page
🔍 Overview
The Team Timesheet section is exclusively available to reporting managers. It provides a centralized dashboard to view and manage timesheet entries submitted by team members. This section plays a crucial role in ensuring team accountability, client billing, and performance tracking.
Functional Highlights
- Team Member Overview: Displays each direct report’s logged time, project, task, and billability.
- Date-wise View: Entries grouped by date to allow easy daily monitoring.
- Role-Based Filters: Managers can filter logs based on:
- Employee name
- Date range
- Project
- Export Functionality: Export complete team time data for billing, invoicing, or reporting.
- Sorting Options: Sort by name, date, project, or who logged time.
- Status Indicators: Icons indicate whether time is billable and whether entries are complete.
📋 Time Entry Details Available
For each team member’s entry, the following information is visible:
|
Field |
Description |
|
Project Name |
Name of the associated project |
|
Employee Name |
Profile picture and full name of the user |
|
Task Description |
Summary of the task worked on |
|
Task Group |
Project phase or grouping (e.g., Q1, Enhancements) |
|
Start & End Time |
Working hours for the entry |
|
Total Time |
Duration auto-calculated |
|
Billable Flag |
Green tick if billable, otherwise red cross. |
|
Action Icons |
(Optional) Edit/Delete if role permits |
Access Control
|
User Role |
Access Rights |
|
Regular User |
Can view and manage their own time under “My Time” |
|
Reporting Manager |
Can view full “Team Timesheet” for their subordinates |
|
Admin/PMO |
Can access both sections for all users |
Load More Functionality (My Time & Team Timesheet)
The “Load More” button allows users to view additional time entries without overloading the page. Initially, only a limited number of entries are shown. Clicking “Load More” fetches and displays the next batch of entries, enabling smooth and efficient browsing of historical data.
✅ Benefits to the Organization
- Enables accurate effort tracking and forecasting.
- Facilitates billing & payroll through validated time logs.
- Provides performance metrics at both individual and team levels.
- Improves project visibility for better decision-making.
