Here you will learn how time registration works, what the process looks like, and what each user must do.
Register working hours
If you have implemented time registration in the HR system, each employee can register their working hours in two different places. This can be done under the menu items Personal calendar and Timesheet.
In the personal calendar, click on the date you want to register your working hours on, select Working hours and fill in the hours you have worked. For more detailed information about how the registration itself works, you can read this article. Once you have registered the hours, they will be visible in the calendar with a gray dot and the text "At work". If you click on it, you can see the details of the registration and change it if you wish.
Under the menu item Timesheet, you can see all your time registrations in a list. Team managers and admin users can also see the registrations of their employees. Here you can also make new registrations by clicking on "Add hours". The different tabs show the registrations based on the different statuses in the process. Once you have registered your hours, they will automatically get the status "registered". When you send them for approval, the status will be updated to "pending", and after you have received a response, they will either get the status "approved" or "rejected".
Approving working hours
Once the employee has registered their hours for a given period, such as a month or a week, they must be submitted for approval. This is done under Timesheet, using the "Send in" button in the top right.
How often you submit hours is up to each individual employee. The system has no limit on how often this can be done.
Admin users and team managers can submit hours for their employees if they wish. When you submit the hours, all registrations with the status "registered" are submitted. When you submit the timesheet, a notification will be sent to admin users and the person responsible for approving work hours. This can be either team managers or a single person selected by the administrator under company settings.
The person selected to handle requests will find them under "Requests". Here, the person responsible can see all the hours that the employee has submitted, and by clicking on one of the approval or rejection icons, all details from the individual days will be visible. When viewing the details of the individual registrations, you can check or uncheck the registrations that you do not want to approve or reject. By doing this, the hours that are not checked will remain in the list, so that you can, for example, approve all time registrations except one, which you can then reject instead.
Once the employee has had their hours approved or rejected, a notification will be sent to them with information about who processed the request. The status of the time registrations will be updated and displayed with the new status and color in both the personal calendar and timesheet.
Transfer of timesheets for payroll or invoicing
Those who use Tripletex as their accounting system can integrate their HR system directly with Tripletex, so that approved hours are automatically sent to Tripletex. Read more about how this can be set up in this article.
If you do not use Tripletex as your accounting system, you can download the timesheets as CSV files and import them into the accounting system you use. Team managers and admin users can download timesheets as both CSV and PDF, by clicking "Download" inside the timesheet. Here you can choose which timesheets you want to download based on status, department, project or employee.
If you open a CSV file directly, it will be very messy, but you can get Excel or similar programs to make it neat and easy for you.
- Open a new sheet in Excel
- Go to "Data" in the menu at the top
- Select "Get Data"
- Select Text/CSV
- Select the file you downloaded
Now the program will divide the information into different columns that you can sort and the data will become much more clear.
