Edition: Professional, Business, Enterprise
User-level: All Users
How to get to the Timesheet summary page.
Either from the side navigation > Time & Expenses > Summary, or by clicking the Incomplete Timesheet Weeks in the stats bar.
Overview
The Timesheet Summary page shows one month of weekly timesheets for you and the staff you are responsible for, so you can see at a glance whose weeks are complete, missing, or waiting for approval.
Each person gets one row per week in the selected month. The page covers every week that touches the month, so it can include a few days from the previous or next month.
Sections on the timesheet summary
On the page you will see three sections; your timesheets, Direct reports, and Others.
Direct reports
The direct reports section shows the timesheets for staff whose Reports To is set to you.
Others
Who appears in the Others section depends on whether you have the Manage timesheets for others access in the Security Matrix.
With the permission: every active staff member in the organisation who doesn't report directly to you.
Without the permission: the people further down your reporting line, such as your direct reports' own reports. You won't see anyone outside your reporting line.
Direct reports only cover one level.
eg If Staff 1 reports to you and Staff 2 reports to Staff 1, Staff 1 appears under Direct reports and Staff 2 appears under Others.
If a staff is set to Inactive, they will not appear at all on this list, regardless of your access level or who their Reports To is set to.
Reading the Timesheet Summary
Each person has a collapsible panel. Its header shows their name and these totals for the month:
Total hours and Total expenses (hidden while Only show incomplete is on).
Incomplete weeks: weeks that aren't locked, aren't marked complete, aren't in the future, and still have hours missing.
When you expand a panel, you see one row per week. The columns visible there are:
Column | What it shows |
Week | The start date of the week (Monday) |
Complete | The percentage of the week's capacity that has been entered. A tick means the week is marked complete. A padlock means the week is before the timesheet lock date. |
Utilisation | The utilised share of hours entered for the week |
Expenses | Cash and travel expenses entered for the week |
Hours | Total hours for the week, and the staff weekly hours (from the staff calendar). Shown larger when it exceeds capacity (overtime). |
Mon to Sun | Hours entered each day, over that day's capacity (for example 6 / 7.6) |
Click a week to expand it and see its time, cash and travel entries by project, stage, and task. Hover over a day's hours to see the entry's note.
Future weeks are listed but don't count as incomplete. The current week also doesn't count as incomplete if the person has already entered their full capacity up to yesterday.
Navigating and filtering
Use the month selector at the top right to move between months. The page opens on the current month.
Turn on Only show incomplete to hide everything except weeks that still need attention. A week is shown as Incomplete only if all of these are true:
It has hours missing against the person's capacity
It hasn't been marked complete
It falls after the timesheet lock date
It isn't in the future
The number of your timesheet weeks that are marked as Incomplete will also show in the stats bar.
You can set the number of hours and days required to be entered in staffs timesheet in the staff calendar tab. This allows you to differentiate between full-time and part-time staff.
When nothing is outstanding, the page shows All timesheets are up to date.
Actions
Which buttons you see on a week depends on your organisation's timesheet approval setting and your permissions.
When timesheet approval is on
Action | Shown on | Who can use it |
Submit / Resubmit | Your own weeks that aren't approved yet | You, if you have a Reports To manager set |
Request | Draft weeks belonging to someone else | Managers of that person (at any level), or users with Manage timesheets for others |
Approve | Submitted weeks belonging to someone else | Managers of that person (at any level), or users with Manage timesheets for others |
Unlock | Approved weeks: click Approved, then Unlock | Users with the Timesheet unlock permission |
If a week spans more than two months, you'll be asked to confirm before it's approved.
Approval suggestions
If your organisation has turned on timesheet auto-approval, submitted weeks under Direct reports show an icon next to Approve:
Tick: the week passes all the configured checks.
Exclamation mark: at least one check failed. Hover over the icon to see which.
Your organisation chooses which checks apply:
Monday to Friday hours match the person's calendar
Time is only entered on tasks the person is resourced to
No time entered on the weekend
No cash or travel expenses
Mark as complete
Use Mark as complete on a week that is short on hours but is correct as entered, for example a part-time arrangement not reflected in the calendar. The week then stops counting as incomplete.
This can be undone by clicking the button again.
Mark as complete is available to administrators, and to the person's direct manager. It isn't shown on weeks that are locked, already full, in the future, or when approval applies to all transactions.
How to enter missing timesheets
Click 'Incomplete timesheet weeks' on the stats bar, or go to the side navigation > Time & Expenses > Summary
This will take you to the timesheet summary screen. Any timesheets with less than 100% in the 'Complete' column are considered incomplete.
Click on the week commencing date.
This will take you to the timesheet screen where you can fill out your timesheet.
Viewing incomplete timesheets as a manager
Click 'Incomplete timesheet weeks' on the stats bar, or go to the side navigation > Time & Expenses > Summary
Select 'Direct Reports' to view your team's incomplete timesheets.
Any timesheets with less than 100% in the complete column are considered incomplete timesheets
Remove Incomplete Timesheets Using the Transaction Lock Date
During onboarding, between setting up staff in Synergy and their first timesheet entry, incomplete timesheets may occur. To remove these, set a transaction lock date for the day before the staff member goes live.
Steps:
From Side Navigation, click your organisation > Organisation Settings > Organisation > Configuration
Under Accounting, set the transaction lock date.
Click Save in the top right.