ClickTime allows you to determine that an employee's timesheet is classified as "incomplete" if less than a certain number of hours have been entered. This guide will cover the different settings, the effect they have, and how to find employees who have not been entering enough hours to be considered "complete".
Each employee can be set up with an Incomplete Time Entry rule on their Person Details page:
You can set a default setting for all new employees you add to the system from the Company --> Preferences page, which can then be changed on a person-by-person basis (more information on Person Defaults settings can be found here):
The rule can be set to a certain number of hours "per day" or "per week".
Please Note that if you choose "per day", the the system will evaluate time for weekdays (Monday through Friday). At this time we are not able to allow you to specify that certain weekdays should not be evaluated, or that weekends (Saturday or Sunday) should be included. If you would like hours from Saturday or Sunday to be included in the counts, please choose the "per week" requirement.
If you use our Timesheet Approvals Module, you can also choose to prevent an employee from submitting a timesheet if they have not entered the minimum hours required for the time period. Employees who have this option checked must log the minimum number of hours before their timesheet can be submitted.
Please note: Only organizations on a "weekly" or "bi-weekly" timesheet model will be able to set a required number of hours "by week". Organizations with a different timesheet model will only be able to set a required number of hours "by day".
When an incomplete time entry rule is in place, the system will look at the total number of hours entered by the employee and determine if the timesheet is complete or not.
As mentioned above, if you use the "per day" setting, ClickTime will evaluate each Monday through Friday and make sure the minimum number of hours have been entered. If you use the "per week" setting and have a weekly or bi-weekly timesheet model, ClickTime will evaluate the total number of hours logged for each calendar week.
The system will consider both worked hours, as well as time off, when calculating the number of hours for the time period.
For those using our Approvals Module, the additional "prevent employees from submitting time" setting can make sure that someone has entered the minimum number of hours required before allowing them to submit their timesheet to their approver. If they have not, they will get an error message when they try to submit.
Employees can see their incomplete timesheet rule at the top-left of their Timesheet View page.
Incomplete timesheets will also have the hours highlighted in red within the Timesheet - they can scroll their mouse over the hours to see more details.
There are a few different ways the Incomplete Time Entry rules can be used:
When viewing the Company --> Timesheets page, ClickTime will show you if the timesheet is considered complete or not using a red X for incomplete or a green check for complete in the "Complete" column. Those employees who are not evaluated for completeness will not have any icons in the column.
Please note: Organizations on a monthly or semi-monthly timesheet model will only see "Complete" icons on the Company --> Timesheets page for those users who have a daily time entry requirement. ClickTime is not designed to evaluate completeness for the calendar week when your timesheet model is set to monthly or semi-monthly.
Just as the employees can see their incomplete timesheet rule and see any situations where the timesheet is incomplete, the approver can do the same by clicking the "Details" pencil icon to view the timesheet.
This will display the Timesheet View page for that employee:
Please Note: ClickTime will only allow you to load timesheets that fall within an employee's Start/End Dates (which is set on the Person Details page for each employee). If you try to load a timesheet that includes days outside of the employee's Start/End Dates, you will see the following error:
If you'd like to remind your staff that a timesheet is incomplete, check the box next to any incomplete timesheets from the Company --> Timesheets page, and then use the "Send Email" option to let the user know that their timesheet is not complete.
They can then select the appropriate email template and send.
The next section of this guide covers how to set those notifications up to automatically be sent.
You can use ClickTime to automatically inform employees that they have not met their minimum number of hours via email. These notices are set up on the Company --> Advanced --> Automated Notifications page.
Determine if you'd like to send the email notifications before and/or after the timesheet period is over. The messages will be sent at 1 am (Pacific Time) on the specified day, and you can choose to "Exclude employees who must submit their timesheets from this reminder":
In the above example, we have a weekly timesheet that ends on Saturday, with messages being sent "0" days before the end of the timesheet period (Saturday morning) as well as "1" day after the end of the timesheet period (Sunday in this case).
To customize the message, click the "Customize Email" box:
Next you can select the Email template you'd like to use, which Administrator the message should appear to come from, and the subject line you'd like to use. You can also add any specific notes (keeping in mind these will be sent to all employees so you would probably not want to mention any names/etc. in this section). Then click "Save".
In situations where your organization is using a monthly/semi-monthly, or custom timesheet period, these messages can only be sent to those employees with an "hours per day" completion requirement. We are not currently able to evaluate completeness on a calendar week if you use a timesheet model that is not tied to calendar weeks. This will be messaged at the top of the page:
These messages will only be sent if the person has not entered the minimum number of hours.
There are several different methods to view which employees have incomplete time in the system and to manually notify them to update their timesheets.
Time Entry Completion can be accessed from the Company --> Timesheets page:
as well as using the "Full Report" text from the "Time Entry Completion" Dashboard panel:
When you open the Time Entry Completion screen, the page will automatically show you timesheets from the last 30 days. The page will also show you any employees that you are set to Approve:
To change the view, update your filters and then click "Apply". In this example, we're updating the filters to show everyone (regardless of approver) for month-to-date of September:
You'll also see the to switch between employees with a "Daily" time entry setting and a "Weekly" time entry setting. Please note that those Daily and Weekly boxes will not show a value in them until you have selected people:
There's also an option to select specific Approvers within those filter options.
Below the filters, you can see which employees have are considered complete. If an employee with a daily requirement has entered exactly the number of hours they are expected to log, that will be displayed as a green checkmark. Hovering your mouse over the box will display the hours entered:
If they've entered more than the minimum number of hours, the system will show how many hours are in the system for the day.
If they have not entered enough hours for the day, that box will be red and the number of hours they've entered will be displayed:
You can use the "Search" box to find specific employees:
If you toggle to the Weekly option, the system will show you the total hours they've logged for the week. Similar to the Daily options, weeks that have exactly the minimum hours will display as a green checkmark, and incomplete weeks will be in red.
You can use this page to send notifications to staff letting them know they have incomplete timesheets. You can either check the box next to their name
Or use the options at the top to check everyone that is incomplete, everyone that is complete, or everyone in the view:
Then use the "Notify" option at the top right:
This will open up a new window where you can change the subject line of the email and add any custom messages you'd like. Clicking "Send" will send the email to everyone you've selected.
The email will contain more information on which timesheets or days are incomplete:
If you do not remember what the icons mean when reviewing completeness, you can always click the question mark at the top of the page for more details:
This report can also be set up to display on your Dashboard and report on just the employees you are interested in. If you do not see it, click the "Add Panel" at the top right of the Company --> Dashboard page and choose the "Time Entry Completion" report.
The panel will be added, and you can click the "gear" icon to specify if you are looking for this month or last month, as well as which employees you'd like to be included. There is an option to set it so it evaluates all those employees who submit their timesheets to you, or choose specific employees regardless of their timesheet approver:
The monthly grid will show you the percentage of completion and you can scroll your mouse over to see how that percentage translates into employees:
To see the results in more detail (and use the notify options) click the "Full Report" link.
This will bring you straight to the Time Entry Completion page (explained in the previous section).