The Week View page allows you to enter time against Clients, Projects, and Tasks, for the whole week.
This article will cover:
Choosing a Client, Project, and Task to Enter Time Against
Entering Hours Worked
Changing the Default Number of Time Entry Rows
Adding Notes to your Time Entries
Entering Time Off
Submitting Timesheets from the Week View Page
Entering Time in the Past or Future
Sorting the Week View Page
Week View Options
"Outside of its date parameters" Error Message
For assistance tracking time on a daily basis, please see the Time Entry on Day View Guide here.
The Week View page comes pre-populated with rows that allow you to enter Time against specific work. In the example shown below, the company tracks time based on Clients who have Projects, and the Tasks necessary to complete those Projects.
Choose work to enter time against by using the drop-down lists provided, or just start typing to search for your desired item if your Type Ahead option is enabled.
If you need additional rows, click the Add Row button to enter additional Time Worked or Time Off. Note that Add Row buttons are not displayed for locked timesheets.
Enter the amount of time you worked for the date on which you did the work. You can enter your time in hours or in hourly increments (e.g. 4.00, 3.25). Your time-entry will be rounded up or down, based on the increment specified by your company’s policy.
You can change the default number of rows that is loaded each time you open a new Week View time entry page from the My Preferences page (more details here).
If you would like (or are required) to enter notes with each time entry, you can do so by clicking the Note icon for each time entry row.
If you need to edit a note, click the Note icon again, make your changes, and save your changes by clicking “OK”. ClickTime will accept up to 2000 characters in the Notes field.
Note: clicking “Delete Entry” in a Note field will delete your note and the hours you entered for that field.
To add Time Off to a timesheet, use the Time Off rows directly beneath the time entry rows. Select the leave type from the dropdown, and enter the number of hours applicable. The leave time entered will be added to your time worked for the week, and will be reflected in the Total at the bottom of the page.
If you see a question mark icon, that means your organization has entered Notes for the Leave Types, which you can access:
Click the icon to see a pop-up window that displays the Notes for each Leave Type.
If your organization is using a Leave Type that has "Approval Required", the employee must submit those Time Off Requests from the Personal --> Time Off page. Those time entries will show up on the Week View page only after they have been approved.
If you scroll your mouse over the "Notes" icon you will see more information regarding when the request was approved and by which person:
Approved Time Off Requests will be "locked" and cannot be edited or deleted. Please see the Request Time Off Help Guide for more details on requesting (or canceling) Time Off Requests.
Some organizations can submit their completed Timesheet from the Week View page (this option will only appear to organizations with a weekly timesheet model). To do so, just click the “Submit” button at the bottom of the page.
If you do not see the "Submit" option, please go to the Timesheet View page and submit there.
In some cases, you may see a "Submit" option, but when you click it you are sent to the Timesheet View page, or are messaged that you must submit from the Timesheet View page.
If your administrator has specified a minimum number of hours required per day or hours per week, and you have not reached that minimum at the time of submission, you will be alerted that your timesheet does not meet the minimum hours worked.
Employees of organizations with any of the following features will need to submit from the Timesheet View page:
- Organizations using a timesheet model that is anything other than weekly (more info here)
- Employees who have access to an "Approval Required" Leave Type (more info here)
- Organizations using our Overtime features (more info here)
- Organizations that have enabled Project Approvals (more info here)
Sometimes your time entries will not vary much from week to week. ClickTime makes time entry fast and easy by offering the “Quick Week” feature. Just click the Quick Week button to copy your previous week’s entries directly onto the current Week View page.
The system will prompt you to confirm that “Quick Week will save this week's entries then copy the most recent prior week's entries to this week. Quick Week cannot be undone.” When you click “Continue,” these entries will be copied onto the current timesheet, but can still be edited or deleted. Quick Week is not available on locked timesheets.
Please note that Quick Week will not copy notes from the previous week's time entries. This means that Quick Week will not be available to users who are required to enter Notes with every time entry.
The current week is displayed at the top of the Week View page. To scroll forward or backward in time, click the arrows (as shown below). Clicking the calendar icon will also allow you to navigate to specific weeks, months, and even years. To return to your current timesheet, simply click "This Week."
To sort your Week View page, click the header of the column you want to sort by. Clicking “Client,” for example, will sort the rows displayed on the page in ascending or descending order.
The following section contains information about the Options available on the Week View page, and how they help you keep better time. The options below are listed in the order they appear on the Options dropdown menu.
The Show Weekends option enables the display of weekends in the Week View ribbon. When the checkbox is blank, weekends will not appear on the Week View page (but you will still be able to enter time for “Today” on the Day View page, if you log in on a Saturday or Sunday).
The Type Ahead option allows you to search for the correct items to log time against by typing directly into the selection field.
This option is enabled by default. To turn this option off and on, un-check the Type Ahead checkbox on the Options menu.
Please note that if you have more than 500 active Projects in the system, and the Client drop-down menu is hidden, you may not be able to enable Type-Ahead.
Auto Fill is especially useful if you work on a few set Projects each week. Each new week will automatically pre-fill itself with recently used Clients, Projects, and Tasks (hours and comments are not carried over). By default, the Auto Fill option is turned on. To turn this option off and on, uncheck the “Auto Fill” checkbox on the Options menu.
Deleting a blank Auto Fill row will not delete the row from your Week View page. Simply leave the row blank to prevent it from loading on subsequent weeks.
Note: Auto Fill will attempt to pre-populate time entries for any active Clients/Projects/Tasks that were used within the last 7 days. In cases where no time entries exist for active Clients/Projects/Tasks in the last 7 days, the system will continue to go back as far as 28 days to find time entry options to Auto Fill.
By default, your Week View page will Auto-Save, so you don't have to worry about losing unsaved time entries. We recommend that you leave this option turned on.
Manage widths of time-entry columns on the Week View page from the options menu. Columns can be made extra small, small, medium, and large, to accommodate long Client names, for example.
If you have additional questions about using Week View or any other ClickTime feature, please contact support@ClickTime.com.
In November 2021, ClickTime introduced the Project Start/End Date fields, which are intended to restrict time entry outside of when a Project was expected to be worked on.
This allows Administrators/Managers to add a Project but not have to necessarily inactivate it the day it is no longer in use. This is also intended to help those have worked on the Project already but have not put their hours into the system just yet.
You will be able to select a Project that has not started/has ended from the drop-down menus, but if the date you enter time for is outside of the Start/End Dates, you'll see an error message reading "Project selected is outside of its data parameters":
If you need to log time against that Project for that date, please reach out to your Manager/local ClickTime Administrator and ask them to edit or remove the Start/End Dates from the Project.