New Setting for Timesheet Approval

Today we introduced a new setting in the Timesheet Settings module to let you refine even further your timesheet approval process:

“Only project managers can approve their projects”

If your organisation includes project managers and team leaders, by default, project managers can approve the time recorded on their projects but team leaders can approve hours recorded by the employees they manage, including the hours done on projects.

If you want to make sure that the hours done on projects are exclusively approved by the project managers and not the team leaders, make sure to check the box of our new setting.

When turned on, team leaders will still have to approve absence hours and hours done on projects with no project manager.

Screen Shot 2014-06-24 at 14.54.38

Note: If you decide to turn this new setting on, be aware that it will not impact employees with specific timesheet settings.

To download a list of the employee with specific timesheet settings go to Settings > Account > Download your data and download the list of employees. The last column marks if they have a specific set up.

Set a Time for your Timesheet Reminders

As of today you can set a time for your timesheet reminders and ensure that your employees receive them when needed.

No more emails at night!

The first step will be to define the time zone of your company:

  1. Click on the Settings link in the top right corner of your screen (as admin)
  2. Find the Localization module and change the Time zone field

You can now set up the reminders time in the Timesheet Settings module.

Set a time for your Timesheet reminders

This update has also a slight impact on the “On Time” feature designed to motivate your employees to submit their timesheets on time with a system of points/rewards.

The next “On Time” check is now calculated based on your company Time zone and not in UTC anymore

More information about the On Time feature.

New SOX Compliant and Audit Trail Reports

We have juste released two new reports for audit purpose:

1) Audit trail report

Previously called DCAA report, the Audit Trail report is now a fully independent report that can be obtained without enforcing the DCAA rules on your employees.

The audit trail can be downloaded per month and shows detailed information about the changes on time entries: original entry, updates, submission, approval, deletion, actors, …

2) SOX compliant report

The SOX reports are quarterly reports showing an overview of all timesheet approvals and submissions per week.

Both reports are, by default, turned off. Just go to the Timesheet Settings module in your Settings screen to turn these on.

Once turned on, the reports are made available under the “Download your data” section of the Account module in the Settings screen . The file format is  a CSV file, which can be opened with any spreadsheet software.

For more information, you can check the Timesheet Settings help page and the Account modules help page.

Email notifications for Project Managers

As of today, you can enable a new email notification for your Project Managers when timesheets are submitted on their project(s).

Just check the “Notify Project Managers when a timesheet is submitted” checkbox in the Timesheet Settings module in the settings page of your account and you are done.

Approval notification

If you haven’t set up your project managers in the system yet, do not forget to check our help pages:

 

 

Extend your reports with Groups

Would you like to see a split of the hours done by departments?
Or maybe, you would like to see the billed amounts per country or states?

Report with Groups

This is now possible thanks to our brand new “Groups” feature.

Groups are categories you can set up, such as: Departments, Locations, Matrix organization, …

You can create as many multi-level structures as you want.

Once assigned to employees, projects or customers, you can start reporting on them in Reports and Export modules.

For more information about how to set it up, read our Groups documentation.

Manage Groups

Introducing Project Managers

We are happy to introduce one of the most wanted feature: the Project Manager role.

You can now define for each project a list of project managers.
These managers will have the right to approve all hours recorded by employees on their projects and see these in all available reports.

This comes in addition of our previous Manager role which has, for the occasion, been renamed as “Team Leader”.

To summer up, you have now two distinct manager roles: Project Manager & Team Leader

Here is a quick how-to:

 

Project Manager

In User Details, set the access rights of the employee to Project Manager.

In the project page, add the module Project Manager.

Then add the project manager(s).

You can as well go to the page of the person and add the module Project Manager.
Then add the people who manage this project.

Project Managers with projects, can only see their projects.
Project Managers without projects can see everything.

For more information about the module: Project Manager module documentation

 

Team Leader

In User Details, set the access rights to Team Leader.

In Team, add the people who belong to the team leader.

Team Leaders with a team, can only see their team.
Team Leaders without team can see everything.

For more information about the module: Team leaders & Org. Structure documentation

Team Leaders comes with more modules by default.
You can define what both types of manager can have with the module: Authorizations in Settings.

 

Team Calendar – Check what your team is up to in seconds

BeeBole Team Calendar - Monthly

The Team Calendar is a new module available in your dashboard to see your
colleagues or team members’ hours in a monthly, bi-weekly or weekly
calendar.

While it helps you see the hours recorded for each employee in seconds, it
can also become a great tool to check availabilities and planned working
hours.

More info on: http://help.beebole.com/home/modules/teamcal