Hub Planner Timesheets Extension Overview & Knowledge Base

Estimated reading time: 15 min

Hub Planner Timesheets Overview & Knowledge Base

Hub Planner Timesheets is the ultimate time tracking solution for teams. With Timesheets being one of the most powerful premium extensions from the Hub Planner suite of Resource Scheduling and Project Management features. Let’s take you through an overview of Hub Planner Timesheets. We will show you how timesheets will work exactly, how to submit an entry and report time against projects. How to allocate billable and non-billable work, switch booking categories etc. This in depth overview of Hub Planner timesheets will have you up and running and reporting time in a jiffy.

The Timesheets extension module works hand in hand with the Hub Planner Scheduler and also the Hub Planner Approval workflow. This umbrella suite of functions gives you the advantage of staying within the one software for Resource Management and Project Planning.

Timesheets for Resource Managers

Resource Planners and Managers can utilize Timesheets for real time tracking of project progress. It’s imperative for the timesheet and approval workflow to be as seamless and as simple as possible. This will help with more accurate reporting to create more efficient and effective decisions.

Timesheets for Teams

It allows your resources to login and track the actual time they worked on bookings or events.

This also makes it possible for resources and admins to see and understand more clearly the context they are reporting time under. For example if you have “Display Scheduled Time” activated then you will be able to always see the booked time you are scheduled when submitting time.

Timesheet Tutorial

How to Submit a Time Entry?

A quick step by step overview of how to submit a timesheet entry in Hub Planner. As mentioned, all scheduled time created within the Hub Planner Scheduler will pre populate in Timesheets.

  1. Click on the Timesheets tab
  2. Select the entries you wish to submit and report
  3. You can choose to submit time entires by column / day
  4. You can also opt to submit time on a project as a whole by clicking ‘Submit Project’
  5. Choose to submit time entires for the entire week by clicking ‘Submit’ at the top of the Timesheet.

Submit_Timesheet_Hub_Planner

Timesheet Status Table

Click the arrow Reported Time (located under the first day of the week at the top of the page). This will drop down the timesheet status table. Here, you have a snapshot overview of the timesheets status for each day. Let’s take a look at their meanings next.

timesheet_status_table_hubplanner

What are the Timesheet Status Table meanings?

  • Suggested/Scheduled time is Grey.
  • Unsubmitted time is yellow.
  • Pending is yellow = approval process activated.
  • Submitted is green = no approval process.
  • Approved is dark blue/navy.
  • Rejected Time is red.
  • Scheduled Time is blue.

Colors can be changed in settings. There is more details further on down the page.

Submitting a Timesheet for Approval Workflow

Submitting time for approval works in the same way that it would without approval activated. The difference is that once you submit the time, it will go to a Pending State and will be locked (Depending on the settings). The approval can be turned on/off on a Project level, so not every project will behave like you are submitting for approval.

Adding or Changing Booking Category Rows in Timesheets

When submitting timesheets, there is a booking category assigned to the time entry. The categorisation helps to create buckets of work areas in which a resource can report time on. For example you may create categories such as ‘Development’, ‘Quality Assurance’, ‘Travel’, ‘Remote’ etc., etc. So, when a resource is scheduled on a project, the booking will have a category assigned to it (the default is ‘General’). You can also add a color to each category. This will give you a clearer vision in the scheduler. Not only that, the analytics can be truly optimized from reports where you can assess where the time was scheduled and recorded against what booking category within the project/resource. Categories can be specified in the Settings, Account Setup -> Booking Categories.

Changing a Booking Category

Perhaps the booking category scheduled has changed or was not right. You can change the booking category ver easily. At the end of the booking category row of time entry.

  1. Click on each of the time entries.
  2. Click ‘Options‘ at the end of the booking row.
  3. Select ‘Change Category‘ from the options. Note, options may vary depending on the setting rights.
  4. Search and select the Booking Category.
  5. The Booking Category will automatically change.

Change_Booking_Category_Hub_Planner_Timesheets

Add a Booking Category

timesheet_booking_category_search_hub_plannerAlso. Feel free to add more booking category rows to your timesheet. For example, my scheduler and timesheets says I worked 8 x hours on ‘Development‘ for the week. But I actually worked 4 x hours on ‘Development‘ in the PM and 4 x hours on ‘Quality Assurance‘ in the AM. How to make my timesheet reflect this?

  1. Select ‘Add Category
  2. Search and select the booking category ‘Quality Assurance’.
  3. A new row is entered into the Timesheet.
  4. In the ‘Quality Assurance‘ row, enter 4hours into each time entry.
  5. Note, it’s important to alter the previous/defaulted category ‘Development’ hours should these differer from what was scheduled
  6. So, in the ‘Development‘ row, change each entry from 8 to 4hours.
  7. Lastly, hit ‘Submit‘.

Add_Booking_Category_Timesheet_Hub_Planner

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Resetting a Time Entry?

If you need to change the time you are reporting before you submit. Click the ‘Options‘ to the right of the timesheet row for options.

  • Change the booking category
  • Clear Unlocked Time (yellow) and reset to Suggested time (Grey)
  • Clear Unlocked Time (yellow) from row

Reset_Time_Entry_Hub_Planner

Navigating through different weeks

Some users will report time on a daily, weekly, monthly basis. Or whenever suits. To switch between weeks, use the calendar option to navigate to specific dates. Alternatively use the arrows navigating backwards and forwards to switch between weeks.