Time Tracker & Timesheet Submission

Locations:

• Time Tracker: /time/timetracker
• Timesheet Submission: /time/timetracker/complete

Navigation: From the main navigation menu, click "Time" or "Time Tracker" in the sidebar. Alternatively, access via the daily hours widget on the Dashboard by clicking the "Time Tracker" link. Managers can also access any employee's Time Tracker from the Timesheet Report by clicking "Edit". After recording time entries, navigate to the submission page to review and complete the weekly timesheet.

Overview

Time Tracker

The Time Tracker is the primary interface for employees to record their weekly work hours across projects. It serves as a digital timesheet where staff members log the time they spend on various client projects and internal activities, broken down by day of the week. The interface presents an intuitive weekly view where users can see all their time entries at a glance and quickly add, modify, or remove entries as needed.

Unlike project-specific time entry (available on individual project Time tabs), the Time Tracker provides a holistic view of an employee's entire week across all projects. This consolidated approach makes it easy for staff to ensure they've recorded all their work and haven't missed any billable hours. The page also displays a list of existing timesheet entries for the selected week, showing which projects have time logged and the current status of each entry.

For administrative users, the Time Tracker includes the ability to view and manage other employees' timesheets, supporting supervisory oversight and correction of time entries when necessary.

Timesheet Submission

The Timesheet Submission page is the final checkpoint before an employee's weekly time record enters the approval workflow. It presents a comprehensive summary of all time entries for a specific week, organized by project and activity, showing the daily breakdown of hours across the entire week. This review-and-submit interface ensures employees verify their time records before formally completing their timesheet.

The page serves as both a confirmation screen and a submission trigger. Employees see exactly what will be submitted—every project, every activity, every day's hours—before making the commitment to complete their timesheet. Once submitted, the timesheet moves from "In Process" status to "Complete" status, signaling to managers that it's ready for review and approval.

The page also respects the timesheet workflow by displaying the current status and restricting actions accordingly. If a timesheet is already finalized or complete, the page informs the user that no modifications are allowed. If a timesheet has been returned by a manager for corrections, the page shows this status and allows resubmission after the necessary changes have been made.

Business Value

Why Does This Matter to the Company?

Time Entry (Time Tracker)

1. Complete Revenue Capture - The Time Tracker is the entry point for all billable work. Research consistently shows that professional services firms lose 5-15% of potential revenue through inadequate time capture. By providing a streamlined, week-focused interface, the Time Tracker encourages complete and timely recording of all work performed.
2. Employee Efficiency - Staff spend minimal time on administrative time entry. The weekly view allows batch entry of hours, reducing the context-switching cost of recording time after every task. Employees can enter a full week of time in minutes rather than multiple daily interruptions.
3. Billing Accuracy - Time captured through the Time Tracker flows directly into the billing pipeline. Accurate time records translate to accurate client invoices, reducing billing disputes and protecting client relationships.
4. Labor Cost Visibility - Every hour logged creates visibility into where company resources are being spent. Project profitability, client profitability, and employee utilization can all be calculated from Time Tracker entries.
5. Payroll Foundation - For organizations that link compensation to recorded hours, the Time Tracker provides the source data for payroll calculations. Complete time capture ensures fair compensation for work performed.
6. Management Oversight - The administrative view allows managers to review employee time entries before finalization, catching errors or omissions early in the process rather than after billing has occurred.
7. Compliance Support - Many industries require documented time records for audit, regulatory, or contractual purposes. The Time Tracker creates the foundational records that support compliance requirements.

Submission Workflow (Timesheet Submission)

8. Quality Control Checkpoint - The submission page creates a mandatory review moment before time records become official. Employees see their complete weekly picture and can catch errors before the timesheet enters the approval queue. This self-review reduces manager correction cycles and improves first-time approval rates.
9. Clear Workflow Transition - By requiring explicit submission, the system creates a clean handoff point between employee entry and management review. There's no ambiguity about whether time is ready for approval—employees actively confirm their entries are complete.
10. Status Visibility - Employees always know exactly where their timesheet stands in the process. Whether in progress, submitted, returned for corrections, or finalized, the status is clearly communicated, eliminating uncertainty and reducing status inquiry overhead.
11. Notification Trigger - Timesheet submission automatically notifies the appropriate personnel that time is ready for review. This push notification accelerates the approval cycle and ensures timesheets don't languish waiting for manual follow-up.
12. Audit Trail Creation - The submission action creates a documented point in time when the employee confirmed their time record. This timestamp supports audit requirements and provides evidence of employee acknowledgment.
13. Billing Pipeline Integrity - Only submitted timesheets flow forward into the approval and billing pipeline. This gate ensures incomplete or in-progress time doesn't accidentally appear in billing calculations.

Business Benefits

For Designers and Creative Staff

• Weekly Overview: See all time entries for the week on one screen, making it easy to verify completeness before submission
• Quick Entry: Add hours for multiple days in a single operation using the daily breakdown grid
• Project Search: Quickly find projects to log time against using search and recent project features
• Activity Selection: Choose appropriate work categories (design, revisions, meetings) for proper billing classification
• Notes Capability: Add descriptions of work performed to support client inquiries and personal record-keeping
• Error Prevention: Visual indicators show when entries have issues that need attention
• Final Review Opportunity: See the complete weekly picture before committing to submission
• Daily Breakdown Visibility: Verify hours for each day of the week match expectations
• Status Clarity: Always know whether the timesheet is in process, submitted, returned, or finalized
• Simple Submission: One-click submission when everything looks correct
• Resubmission Support: Clear path to resubmit after making requested corrections

For Project Managers

• Team Visibility: When granted administrative access, view time entries across team members to ensure project time is being captured correctly
• Week Navigation: Move between weeks to review historical time entries and identify patterns
• Quick Corrections: Direct access to edit employee time entries when corrections are needed
• Budget Awareness: See how time entries relate to project budgets through integration with project financial summaries
• Queue Notification: Receive notification when timesheets are submitted and ready for review
• Complete Submissions: Know that employees have reviewed their time before it appears in the approval queue
• Reduced Rework: Self-review at submission reduces correction cycles

For Account Managers

• Billable Hour Verification: Review time logged against client projects to ensure appropriate capture
• Client Activity Insight: Understand how much time is being invested in specific client relationships
• Pre-Billing Review: Check that time entries are complete and accurate before billing cycles

For Finance and Administration

• Timesheet Pipeline Control: Time recorded in the Time Tracker feeds into the submission and approval workflow
• Audit Trail Creation: Each entry is timestamped and attributed to the recording employee
• Payroll Data Source: Time records support compensation calculations for hourly or time-based pay structures
• Billing Pipeline Control: Only explicitly submitted time enters the billing workflow
• Predictable Processing: Clear submission deadlines drive predictable billing cycles

For Human Resources

• Utilization Monitoring: Track employee time allocation across projects and internal activities
• Compliance Documentation: Time records satisfy labor law requirements for time and attendance tracking
• Resource Planning Input: Historical time data informs staffing decisions and capacity planning
• Deadline Enforcement: Submission deadline monitoring becomes possible with explicit submission events
• Missing Timesheet Identification: Easy to identify employees who haven't submitted by checking submission status

Usage Scenarios

Time Entry Scenarios

Scenario 1: Daily Time Entry

Situation: A designer has completed their work day and needs to record the time spent on various projects.

How to Use:

1. Navigate to the Time Tracker from the main menu or Dashboard
2. The current week is displayed by default with any existing entries shown
3. Click to add a new time entry
4. Search for and select the project worked on
5. Choose the appropriate activity category (Design Creative, Revisions, etc.)
6. Enter hours for each day worked on that project this week
7. Add optional notes describing the work performed
8. Save the entry - it appears in the timesheet list below
9. Repeat for additional projects worked on during the week

Scenario 2: End of Week Time Completion

Situation: It's Friday afternoon and an employee needs to ensure all their time for the week is recorded before the weekly deadline.

How to Use:

1. Open the Time Tracker to see the current week
2. Review the timesheet list showing all entries for the week
3. Check that all projects worked on have corresponding time entries
4. Verify the total hours make sense for the week (typically 40 hours or more)
5. Add any missing entries for projects not yet recorded
6. Edit existing entries if hours need adjustment
7. Once complete, navigate to the submission page to finalize the timesheet

Scenario 3: Correcting a Previous Week's Time

Situation: An employee realizes they logged time to the wrong project last week and needs to correct it.

How to Use:

1. Open the Time Tracker
2. Use the week selector to navigate to the previous week
3. Locate the incorrect entry in the timesheet list
4. If the entry is still editable (not finalized or billed), click to edit
5. Correct the project, activity, or hours as needed
6. Save the changes
7. Note: If the entry is locked, contact a manager to request the timesheet be returned for corrections

Scenario 4: Manager Reviewing Team Member's Time

Situation: A supervisor needs to check on a team member's time entries to ensure a project is being properly tracked.

How to Use:

1. Open the Time Tracker with the employee parameter in the URL
2. The page displays that employee's name and their time entries
3. Review the timesheet list for the current week
4. Use week navigation to check previous weeks if needed
5. Identify any missing entries or questionable items
6. Make corrections directly if authorized, or note items to discuss with the employee
7. Use the "Return to timesheet report" link if navigating from the management interface

Scenario 5: Recording Time for Rush Work

Situation: A designer completed rush work on a project that requires special billing treatment.

How to Use:

1. Open the Time Tracker
2. Add a new time entry for the project
3. Select the appropriate activity category
4. Enter the hours worked
5. If the project supports rush rates, indicate the rush status
6. Add notes explaining the rush circumstances
7. Save the entry - the rush indicator will be reflected in billing calculations

Submission Scenarios

Scenario 6: End-of-Week Timesheet Submission

Situation: An employee has recorded all their time for the week and is ready to submit for approval.

How to Use:

1. Navigate to the Timesheet Submission page (typically from the Time Tracker)
2. Review the displayed week to confirm it's the correct period
3. Examine the list of projects showing all time entries for the week
4. Verify each project shows the expected activity and hours
5. Check the daily totals at the bottom (Monday through Sunday)
6. If everything looks correct, click "Submit My Time!"
7. The page confirms submission with a thank-you message
8. The timesheet status changes to "COMPLETE"

Scenario 7: Discovering Missing Time Before Submission

Situation: While reviewing the submission page, an employee notices they forgot to log time for a project.

How to Use:

1. Open the Timesheet Submission page to review the week
2. Notice that a project is missing from the list or hours are incomplete
3. Click the "go back and edit it" link to return to the Time Tracker
4. Add the missing time entry or correct existing entries
5. Return to the Timesheet Submission page
6. Verify the corrections appear in the updated list
7. Submit the now-complete timesheet

Scenario 8: Resubmitting After Manager Return

Situation: A manager returned an employee's timesheet with a request to correct an error.

How to Use:

1. Receive notification that the timesheet was returned
2. Navigate to the Timesheet Submission page for the affected week
3. See the status message indicating the timesheet has been returned
4. Note any instructions provided about required corrections
5. Click the edit link to go to the Time Tracker
6. Make the necessary corrections to time entries
7. Return to the Timesheet Submission page
8. Verify the corrections appear correctly
9. Click "Submit My Time!" to resubmit for approval
10. The status changes from "RETURNED" to "COMPLETE"

Scenario 9: Viewing a Completed Timesheet

Situation: An employee wants to see what was submitted for a previous week.

How to Use:

1. Navigate to the Timesheet Submission page with the past week's date
2. The page displays all time entries for that week
3. The status shows "THIS TIMESHEET IS COMPLETE" or "FINALIZED"
4. The Submit button is not available (submission already occurred)
5. Review the entries for reference purposes
6. Note: No editing is possible for completed/finalized timesheets

Scenario 10: Empty Timesheet Week

Situation: An employee navigates to the submission page but hasn't entered any time for the week.

How to Use:

1. Open the Timesheet Submission page
2. The status shows "THIS TIMESHEET IS EMPTY. PLEASE ENTER TIME."
3. No project entries are displayed in the list
4. The Submit button is not available (nothing to submit)
5. Click the edit link to go to the Time Tracker
6. Enter time for the week
7. Return to submission page when ready

Industry Context

How Similar Functionality is Used Across Industries

Employee Time Entry Systems

Time entry interfaces are fundamental to any organization that bills for services or tracks labor costs:

1. Creative and Advertising Agencies - Staff record time against client projects and campaigns. Weekly timesheets ensure complete billing and support profitability analysis by client and project type.
2. Legal Firms - Associates and partners record billable hours against client matters. Time entry is often required daily or at task completion to ensure accurate client billing.
3. Accounting and Consulting - Professional staff log time against engagements. Utilization metrics derived from time entries drive performance evaluation and capacity planning.
4. Architecture and Engineering - Project-based time tracking supports client billing and job cost analysis. Time is typically categorized by project phase or activity type.
5. IT Services and Software Development - Time tracking against tickets, sprints, or projects supports client billing for professional services and internal resource planning.
6. Healthcare Administration - Provider time tracking supports billing for services and compliance with regulatory requirements for time documentation.
7. Government Contractors - Federal contracting requires formal timesheet submission with employee certification. The submission page pattern satisfies requirements for documented employee acknowledgment of recorded hours.
8. Manufacturing and Field Services - Crew and technician timesheets require submission for payroll processing. The submission step separates active time entry from completed-for-pay records.

Common Industry Patterns Implemented

• Weekly Timesheet Format: The dominant pattern in professional services is week-based time entry, aligning with payroll cycles and client billing periods
• Project and Activity Selection: Time is almost always categorized by both project (client/engagement) and activity (type of work) for proper billing and cost analysis
• Daily Breakdown: Recording hours by day of week supports overtime calculations, weekend work identification, and detailed activity analysis
• Notes for Context: Optional but valuable notes on time entries support client inquiries and audit requirements
• Edit Windows: Time is typically editable until a defined cutoff (submission, approval, billing), after which it becomes locked
• Review Before Submit: Nearly all time systems require employees to review entries before formal submission, reducing errors and supporting audit requirements
• Status Communication: Clear communication of timesheet status (in progress, submitted, approved, returned) is standard practice
• Notification on Submit: Automatic notification to approvers when timesheets are submitted accelerates the approval cycle
• Locked After Submit: Preventing employee edits after submission maintains data integrity during the approval review

Industry Challenges Addressed

• Time Capture Reluctance: Simple, quick entry interfaces reduce resistance to time recording, increasing capture completeness
• Multi-Project Reality: Employees frequently work on multiple projects daily; consolidated weekly view supports this reality
• Late Entry: Week-based view allows catching up on time entry without losing context of what was worked on
• Mobility: Browser-based access supports time entry from any location with internet access
• Compliance Requirements: Documented time records with timestamps satisfy regulatory and contractual obligations
• Incomplete Submissions: The review format makes missing entries obvious, encouraging complete time capture
• Submission Timing: Clear submission status supports deadline enforcement and missing timesheet follow-up
• Correction Loops: Structured return-and-resubmit workflow handles corrections efficiently

Business Logic Details

Time Entry Structure

Each time entry captures the essential information for billing and analysis:

Employee Attribution

• The system records which employee is logging the time
• For personal entries, this defaults to the logged-in user
• Administrators can view and manage other employees' entries

Project Assignment

• Time must be assigned to a specific project for billing purposes
• Projects are selected from available active projects
• Project selection determines the billing rate and client

Activity Categorization

• Each entry requires an activity type selection
• Activities determine billing treatment (design creative, management, etc.)
• Different rates may apply based on activity category
• Some activities may be non-billable for internal tracking only

Weekly Hours Breakdown

• Hours are entered for each day of the week (Monday through Sunday)
• Total hours for the entry are automatically calculated
• Zero-hour entries may be deleted automatically depending on system configuration

Notes and Context

• Optional notes provide context for the time entry
• Notes support client inquiries about billing
• Notes are visible in reports and management views

Time Entry Status Flags

Entries progress through defined states that control editability:

Editing Rules:

• Entries with "In Process" (I) or "Returned" (R) status can be edited freely
• Once submitted ("Complete" - C), only managers can make changes
• Finalized entries (F) require administrative action to revert before editing
• Billed entries are permanently locked regardless of flag

Timesheet Status States (Submission Page)

The submission page displays and enforces different states:

Status Transitions on Submission

When an employee submits:

1. All time entries for the employee/week combination are identified
2. Entries with "In Process" (I) or "Returned" (R) flags are selected
3. Each entry's status is changed to "Complete" (C)
4. Changes are saved to the database
5. A notification is sent to the timesheet administrator
6. The page displays confirmation

Submission Eligibility

A timesheet can be submitted when:

• Time entries exist for the selected week
• At least one entry is in "In Process" or "Returned" status
• The employee viewing the page matches the timesheet owner (or is an administrator)

Submission is blocked when:

• No time entries exist (empty timesheet)
• All entries are already "Complete" or "Finalized"
• The timesheet has been fully billed

Week Selection and Navigation

The Time Tracker operates on calendar weeks:

• Default view shows the current week
• Week navigation allows moving to past or future weeks
• The week parameter in the URL enables direct navigation to specific weeks
• Past weeks may have restrictions based on billing status
• The week is normalized to Monday start (or configured week start day)

Administrative Access

When administrative parameters are provided:

• The page displays the specified employee's name prominently
• All time entries for that employee are shown
• Edit capabilities depend on entry status
• A return link to the Timesheet Report is available when navigated from management
• The system verifies the current user has administrative privileges

Notification Workflow

Upon successful submission:

• The system identifies the timesheet administrator email
• A notification email is composed with:
  • Employee email as sender
  • Week date in subject line
  • Link to the timesheet report for review
• The notification is queued for delivery

This push notification accelerates the approval cycle by alerting reviewers immediately when timesheets are ready.

Key Features

Time Tracker Features

Week Selection Control

Time Entry Form

Timesheet List Grid

Administrative Features (When Applicable)

Timesheet Submission Features

Week and Status Header

Time Entry Summary Grid

Daily Totals Footer

The grid footer displays:

• Total hours for each day across all entries
• Grand total hours for the entire week
• Provides quick verification of weekly completeness

Submission Control

Functional Components

Time Entry Validation

The system validates entries before saving:

1. Project Required: Entry must be associated with a valid project
2. Activity Required: Entry must have an activity category selected
3. Hours Validation: Total hours must be reasonable (not negative, within limits)
4. Status Check: Entry must not be in a locked state for editing
5. Billing Check: Entry must not be billed for modification

Time Calculation

Hours are calculated and aggregated:

• Entry Total: Sum of all daily hours for each entry
• Weekly Total: Sum of all entry totals for the week
• Daily Totals: Sum of all entries' hours for each day
• Display Formatting: Hours shown with consistent decimal precision

Edit Permission Logic

Entry editability is determined by multiple factors:

• Flag Status: Only "In Process" and "Returned" entries are editable by employees
• Billing Status: Billed entries cannot be modified regardless of flag
• User Role: Administrators may have broader edit capabilities
• Week Status: Some systems lock past weeks after certain periods

Delete Functionality

Time entries can be deleted when:

• Entry is in editable status (In Process or Returned)
• Entry has not been billed
• User has permission (owner or administrator)
• Deletion removes the entry completely from the week

Submission Processing

When Submit is clicked:

1. Validate that submission is allowed (status check)
2. Create a timesheet reference for the employee/week
3. Call the timesheet completion service
4. Log the submission event
5. Update UI to show completion
6. Notification is sent asynchronously

Post-Submission Display

After submission:

• Status message changes to "TIMESHEET SUBMITTED"
• Submit button is hidden
• Thank-you message is displayed
• Edit options are removed
• Page reflects the new "Complete" status

Relationship to Other System Components

Integration with Dashboard

The Dashboard connects to Time Tracker:

• Daily hours widget shows time logged for current day
• Quick link provides direct navigation to Time Tracker
• Time totals affect project financial metrics displayed on Dashboard

Integration with Project Time Tab

Time entered through Time Tracker appears in:

• Project-specific Time tab view (filtered to that project)
• Project financial summaries and billing calculations
• Activity dollar breakdowns in project financial displays
• Status indicators reflect timesheet completion status

Integration Between Time Tracker and Timesheet Submission

The two pages work together as a workflow:

• Entries created in Time Tracker appear in the submission summary
• Edit link on submission page navigates back to Time Tracker for corrections
• Shared employee and week parameters maintain context
• Changes made in Time Tracker are reflected upon return
• Submission prepares entries for the approval workflow

Integration with Timesheet Report

For administrative users:

• Timesheet Report links to Time Tracker for editing
• Employee parameter passes through for correct display
• Return navigation maintains management workflow context
• Submitted timesheets appear in the Timesheet Report
• Status change from "In Process" to "Complete" is visible
• Return-for-correction action sends employee back to edit and resubmit
• Finalization in Timesheet Report updates status shown in submission page

Integration with Notification System

Submission triggers notifications:

• Email notification sent to timesheet administrator
• Notification includes week and employee information
• Link to Timesheet Report for approval action
• Delivery is logged for tracking

Integration with Billing System

Time entries feed billing:

• Entries with appropriate status flow to billing processes
• Dollar calculations use time hours and billing rates
• Invoice generation marks entries as billed
• "Complete" status makes time visible for finalization
• Finalized time flows to invoice generation
• Billing status prevents further editing

Integration with Employee and Activity Systems

Time Tracker uses organizational data:

• Employee information for attribution and display
• Activity categories for selection and billing treatment
• Project information for selection and assignment

Summary

The Time Tracker and Timesheet Submission pages work together to provide a complete time tracking workflow—from initial entry to formal submission for approval.

Time Tracker Capabilities

• Weekly Consolidated View - See all time entries for a week on one screen, making completeness verification simple
• Efficient Entry Interface - Add time entries with project, activity, and daily hour breakdown in a streamlined form
• Status Visibility - Clear indicators show which entries are editable versus locked due to submission or billing
• Edit and Delete Support - Modify or remove entries that haven't been finalized or billed
• Administrative Access - Managers can view and manage other employees' time entries when authorized
• Week Navigation - Move between weeks to record past time or review historical entries
• Error Identification - Visual flags highlight entries with issues requiring attention

Timesheet Submission Capabilities

• Comprehensive Review Display - All time entries for the week shown in a single view with project, activity, and daily breakdown
• Daily and Weekly Totals - Automatic calculation of totals helps employees verify completeness
• Clear Status Communication - Unmistakable indication of whether the timesheet is in process, submitted, returned, or finalized
• Simple Submission Action - One-click submission when the employee confirms entries are correct
• Correction Workflow Support - Seamless path from review to edit and back for last-minute corrections
• Resubmission Capability - Easy resubmission after making corrections requested by managers
• Automatic Notification - Submission triggers immediate notification to reviewers
• Audit Trail Creation - Submission event documents employee acknowledgment of time records

Business Impact

The Time Tracker transforms the often-dreaded task of time recording into a manageable weekly activity that protects revenue, supports accurate billing, and creates the foundation for financial analysis and compliance. For employees, it provides a simple way to ensure all their work is captured. For managers, it offers visibility into team time allocation. For the organization, it creates the essential records that drive billing accuracy and business intelligence.

The Timesheet Submission page bridges the gap between casual time entry and formal time records. It creates a natural pause point where employees take ownership of their recorded hours before passing them to management for review. This checkpoint improves data quality by catching errors early, creates clear workflow boundaries, and supports audit requirements through documented submission events.

By integrating seamlessly with each other, the project time tracking features, and billing systems, these pages ensure that hours recorded flow smoothly through to client invoices while maintaining appropriate controls and approval checkpoints along the way. For organizations that depend on accurate time tracking for billing, payroll, or compliance, the explicit submission step is not administrative overhead—it's a quality control investment that pays dividends through reduced corrections, faster approvals, and defensible time records.