To add employees, click on the “Employees” option in the navigation bar at the top of your screen. Then click “Add” to enter the employee’s information. Required fields are marked with an asterisk. Once added, your employee will be sent an email with a User ID and a temporary password.
An Activity Type is what your employees will use to specify how they spent their time when entering a timesheet.
Go to Settings –> Activity Types to add, remove or edit Activity Types. An Activity Type can only be removed if no timesheets have been added against it.
If you want to allow unbillable Activity Types to be logged against projects, go to Settings –> Working Time / Reminders and answer Yes to the question “Allow unbillable activity type in projects?“.
You can add Clients by clicking on “Clients” in the navigation bar at the top of your screen. Then click “Add” to enter your client’s information. Required fields are marked with an asterisk.
Once you have added a client, you can add a new project by selecting the client from your client list, and clicking “Add New Project”. A project cannot be added without a Client.
How to Add a Client in 1time
How to Add a Project in 1time
You can add as many Clients and Projects as you need, there is no limit to this on any of our subscriptions.
When you first log in to your 1time account, there will be a standard working week set by default.
If your company’s working week does not match this, you can change the working days and hours expected each day by navigating to Settings –> Working Time/Reminders.
You can simply set a new working day length, or you can click “Enable Weekly Hours Pattern” to specify the length required for each day.
This depends on your current subscription level. For information on the different subscriptions, please click here (link to pricing page). To find out which subscription you are currently on, go to Settings (the gear icon at the right of the navigation bar) and Account Settings. You can also change your subscription here.
To import your data into the system, go to Settings –> Data Upload. Here you will find templates for the data upload. Once you have your file ready, click on the relevant button (i.e “Upload Employees” or “Upload Clients”. If you have any questions about the data upload, you can contact us at firstname.lastname@example.org, or through the the message bubble in the bottom right of your 1time screen.
Your employees will only have access to add, edit or delete their own timesheets. Standard employees do not have access to account settings, Client/Project information, or Reports. You can opt to give an employee Administrator access, and they will have full access, or you can make them a Team Leader if you need them to be able to oversee Team members’ timesheets. For more information on Teams please click here (link to section on Teams).
ADDING, EDITING OR REMOVING EMPLOYEES
Employees cannot be deleted once they have logged time in the system. This is in order to preserve historical data. Employees who are no longer with the company should be marked as “Inactive”. To do this, highlight the employee in your employee list, and click “Change Status” at the top of the screen. Inactive employees do not count towards your subscription’s employee limit.
If you would like to give an employee administrator rights, just tick the box “Allow Employee to Have Admin Rights”. Any employee with Admin Rights will have full access to the system, including Account-wide settings and visibility of other employees’ information and timesheets
Yes, you can. First, you need to go to Settings –>Working Time/Reminders, and check the box “Enable Weekly Hours Pattern”. You will notice a new table appears where you can specify a number of hours per day. You can leave this set at the standard working week for the company. Click “Save”, and then return to your employee details page. You will now see an option “Set Employee Specific Weekly Hours Pattern”. Select this, and you will be able to define the number of hours this employee is expected to work for each day.
If you have Active employees who are no longer using the system, you can mark these as Inactive, and they will no longer count towards your employee limit. To do this, highlight the employee in your employee list, and click “Change Status” at the top of the screen. You should now be able to add a new Active employee.
However, if you have reached your employee limit, and all of your employees are still Active, you will need to upgrade your account. You can do this by going to Settings –> Account Settings, and selecting the most suitable plan from the “Change to Plan” drop down menu.
You can allow an employee to be a “Team Leader”. If an employee is a team leader, they will be able to access, edit and approve team members’ timesheets, but they will not have access to account settings, or any other employee information. You can allow an employee to be a Team Leader by selecting the box “Allow Employee to be Team Leader”. Then to set them up as a Team Leader, click “Teams” on your navigation bar, and select “Edit” on the Team you would like them to lead. You will be able to select them from the drop down menu next to “Team Leader”. For more information on setting up Teams, see our Teams section.
You can send an employee a new password from your Employees list. Just single click the employee, and then click the button “Email New Password” at the top of the page. Alternatively, your employee can navigate to your 1time domain and click the “Forgot Password” link under the login button.
1time (1timetracking.com) helps Employees and their Managers to keep track of Flexitime.
You can define which Employees have Flexitime arrangements, and 1time will then automatically maintain a balance of hours due by (-) or to (+) the Employee. For any given day, the Flexitime balance adjustment is calculated as being: (Number of hours worked) – (Number of hours expected).
The Flexitime panel is shown on the “My Timesheets” or “Timesheets” page, it looks like this:
To start using it, go to Edit Employee view for each relevant Employee and complete these fields:
On a day that an Employee takes time off under the Flexitime scheme, no special timesheet entry or holiday indicator is required; the Employee simply enters a timesheet entry for any hours that he/she has worked (if any) that day, and the shortfall hours will simply be deducted from the Flexitime balance.
Teams are an optional feature of 1time. If you do not need to assign your employees to a Team with a designated Team Leader, you can just leave the selection as “None”. If you do wish to assign your employees to Teams, you need to set up your Teams before you can allocate employees to them. For details on how to do this, see our Teams section (link).
Your employee will receive email reminders if they have not filled in their required timesheets. You can select the time of day and frequency of the reminder emails from Settings –> Working Time/Reminders. Reminders can be sent on a daily or weekly basis.
The only required information is a full name and email address. If you wish you can also enter contact details and payment rates for each employee.
EDITING OR REMOVING CLIENTS AND PROJECTS
Clients and Projects cannot be deleted once timesheets have been added against them, this is in order to preserve historic data for reporting purposes. If you are finished working with a Client, you should make them Inactive by selecting them from your Client list and clicking “Change Status” at the top of the page. Once Inactive, Clients will no longer be available for employees to log time against.
Required fields are marked with an asterisk *. The only required information is a Client Name and a Client Contact Name. You can optionally add contact information for the Client and the Client Contact.
By entering the Budgeted Revenue, Budgeted Cost and Percent Complete, you are giving the system the information required to provide financial projections for your project. This will help you to keep on track and avoid over-spending on the project. The financial projection will appear on the right hand side of the project details page, and is also available in some reports.
If you have also assigned a Total Hourly Rate to each of your employees, the system will use this information to calculate a cost to date, and a projected cost of the project, so you can easily see if you are in danger of exceeding the budget for your project.
You can add or edit Activity Types by going to Settings–>Activity Types. Here you will see a list of your current Activity Types, and you can click “Add” at the top of the screen, or highlight an Activity and click “Edit” to edit the details.
Activity Types are the activities that your employees undertake when working on a project (e.g. Design, Coding, Meetings, Writing Proposals, etc.). When adding a timesheet, an employee will be required to select an Activity Type.
The Status refers to whether the Activity Type is Active or Inactive. Active means that the Activity is available for employees to select when adding a timesheet. Inactive Activity Types cannot be selected when entering a timesheet.
TIMESHEET SETTINGS FOR ADMINISTRATORS
WORKING TIME/REMINDERS SCREEN
Check the box “Enable Weekly Hours Pattern”, and a table will appear where you can choose the amount of hours required for each day.
If enabled, your employees will receive an email each week with a summary of their utilisation and billable/unbillable hours for the previous week, for example:
Week: Monday 14 June 2021 – Sunday 20 June 2021
Employee name: Jane Smith
Total hours billed to projects: 37 hrs, 35 mins
Total unbillable hours: 1 hrs, 45 mins
Total hours: 39 hrs, 20 mins
Utilisation is a measure of the Percentage of an Employee’s working hours that has been spent on billable activities. You can see your employees’ utilisation achievement from the dashboard. These emails can serve as a motivational tool for your employees.
APPROVALS AND TIME OFF
If this option is enabled, employees will be able to select a time off option for each day. This is useful as it means employees can use the system to book holidays, and assists managers in keeping track of any sick days taken. If used in conjunction with our Approvals mechanism, and time off selected will also require approval.
There is a variety of standard Reports available including:
- All Employees projects/activities for selected week
- Employee Time Summary (all employees, selected clients/projects)
- Time Summary by Month
- Employee breakdown by Projects and activities
- Client/Project breakdown by employees and activities
- Project List with Totals
- Project report (single project) summary and by week
- Annual Utilization by employee by month
- Financial summary of projects in date range
- Client By Activity
- Financial summary of projects
- Staff by Activity
- Start & Finish Time by Employee
- Unbillable by Employee
All of these reports are right up to the minute. Many of these are available both on-screen or as Excel downloads. In addition the user can define his or her own report/downloadL
Timesheet reports can be produced on a weekly, monthly, or all-time basis for selected Clients and Projects, suitably designed to accompany invoices. The Client Portal gives your client access to all timesheets relating to his projects only: on-screen, via Excel file, or in PDF format.
Utilisation is a measure of the Percentage of an Employee’s working hours that has been spent on billable activities. It is shown on the main dashboard as a table of Employees ranked according to their utilisation All time/This Year/Last Month. There is also a standard report (available on request) called “Annual Utilization by employee by month”.
Optionally you can specify that each Employee will receive a weekly email advising of their Utilisation.
Employee Billable Hours
—————————— x 100 = Employee Utilization %
Standard Working Hours
Example for one week.
A given Employee works 9am-5pm with an hour for breaks (total 28 hours) except on Fridays where he/she finishes at 4pm (total 6 hours) amounting to a standard 34 working hours. The company effectively pays this employee for 34 hours.
In our example, the employee spent 38 hours in the office or working from home that week divided as follows:
- Unbillable Administration : 10 hours
- All Billable Client Work : 28 hours
The Utilisation percentage for this Employee for this week is 82.35% (28/35*100)
BILLING AND PAYMENT SETTINGS
Please try again and ensure you have entered all details correctly. If you still encounter an error, contact us at email@example.com and we will look into it. Error messages when updating payment details are often due to an issue with the credit/debit card, or the card issuing bank, but we will do our best to identify the problem.