Timesheet Management

Last Updated: Oct 13, 2025
Document Version: 1.0
Prepared for: Emgage HRMS Users

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Timesheet Management

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Track Your Work Hours & Tasks
Log daily tasks, manage projects, and submit timesheets for approval. Perfect for tracking billable hours and productivity.

✅Quick Overview

• The Timesheet module has 3 main tabs:
  1. Daily Task - Add and view your daily work entries
  2. Daily Task Approval - Submit tasks for manager approval
  3. Project - View and create projects

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1. Daily Task

+ Add Task:

Step 1: Open Add Task Form

1. Go to Timesheet → Daily Task tab
2. Click blue "+ Add Task" button (top right)

Step 2: Fill Basic Details

Field	What to Enter
Project*	Select from dropdown
Date*	Work date
Start Time*	When started
End Time*	When finished
Spent Minutes*	Auto-calculated
Is Billable	Toggle if client-billable

Step 3: Add Task Information

Field	What to Enter
Activity/Task Name*	What you worked on (e.g., "TPC Test")
Company Name*	Select company (e.g., "Accumax")
Contact Person Name*	Add team members involved

Step 4: Add Attachments & Description (Optional)

• Attachment: Click "Click To Upload" or drag files
• Description: Enter task details (0/800 characters)

Step 5: Add Multiple Tasks (Optional)

• Click +Task to add multiple Tasks
• Click 🗑️ icon to remove tasks

Step 6: Submit

Button	Purpose
Submit	Save and send for approval
Draft	Save without sending
Reset	Clear all fields

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After Submit, you cannot edit. Use Draft if incomplete.

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The dropdown menu of Project field displays only those projects that are linked to the employee’s assigned tasks.

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View Your Tasks

Table shows:

• Employee name
• Task date
• Task count (colored badges)
• Hours breakdown
• Created date

Task Count Badges:

Color	Meaning
🔵 Blue	Draft/Re-open
💿 Gray	Total
🔴 Red	Rejected
🟢 Green	Approved
🟦 Cyan	Total

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Import Timesheet:

Download sample file:

1. Click download icon (📥) → "Import Daily Task"

2. Step 1 - Upload File:

   • Click "Download sample file" (Excel icon)
   • Fill Excel with task data
   • Upload file
   • Click "Next Step"

3. Step 2 - Validate Data:

   • Fix any errors shown
   • Click "Next Step"

4. Step 3 - Summary:

   • Review import
   • Click "Finish"

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Export Data:

• Daily Task Data can be exported in CSV, Excel (XLSX), or PDF formats.

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Filter:

• Filter records based on:
  • Employee name
  • Status (Draft, Pending, Approved, Rejected)
  • Date range (From Date – To Date)

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2. Daily Task Approval

View Pending Tasks

1. Click "Daily Task Approval" tab
2. See all submitted tasks in table

Table Columns:

• Employee
• Task Date
• Total Task (count breakdown)
• Total Hours (time breakdown)
• Created Date

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Step 1: Select Tasks

• Check boxes next to tasks
• Use "Clear Selection" to unselect

Step 2: Take Action

Add Remarks (Optional):

• Enter notes in "Remarks" field
• Helps track approval reasons

Choose Action:

Button	Purpose
Approve	Accept selected tasks ✅
Reject	Decline tasks (needs remarks) ❌
Re-Open	Let employee edit rejected tasks 🔄

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Bulk Actions: Select multiple tasks to approve/reject at once.

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Task Status Flow

Submitted → Pending → Approved ✅
                   → Rejected ❌ → Re-Opened → Pending

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3. Project

Click "Project" tab to see:

Table Columns:

• Employee (owner)
• Project Name
• Project Type (Recurring/Non-Recurring)
• Status (Created/In Process/Completed)
• Start Date / End Date
• Priority (Highest/High/Medium/Low)
• Estimated Hours
• Add Company Details? (Yes/No)
• Action (📥 Download, ✏️ Edit, 🗑️ Delete)

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Create New Project

Step 1: Open Form

Click "+ Project" button (blue, top right)

Step 2: Fill Basic Information

Field	What to Enter
Project Name*	Clear project title
Project Type*	Select type
Estimated Hours*	Total hours needed
Status*	Current status
Priority*	Importance level
Add Company Details?	Toggle if client project
Add Billable Details?	Toggle if billable

Step 3: Set Applicability Criteria

Who can work on this project:

Field	Purpose
Department*	Select teams
Employee	Select specific people
Watchers	Who gets notifications
Task Type*	Types of work allowed

Step 4: Add Details

• Attachment: Upload project files (Click To Upload)
• Description: Add project notes, requirements

Step 5: Submit

Button	Action
Submit	Save project
Reset	Clear form

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Import Projects

1. Click Import icon (📥) → "Import Project"

2. Follow same 3-step process:
   • Upload File (download sample first)
   • Validate Data
   • Summary & Finish

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Import assign projects

Timesheet – Project Assignment

Overview

The Project Assignment Import feature allows administrators to assign projects to employees in bulk using an Excel or CSV file, eliminating the need for manual assignment.

Steps to Assign Projects

Step 1: Open Project Module

1. Navigate to Timesheet > Project.
2. Click the Import icon available in the top-right corner of the screen.

Step 2: Upload Assignment File

1. In the Import Type dropdown, select Project Assign.
2. Upload the project assignment file by dragging and dropping it or by selecting it from your system.
3. Supported file formats:
   • .xls
   • .xlsx
   • .csv
4. Click Next Step.

Step 3: Validate Data

1. The system will validate the uploaded file.
2. If all records are valid, a Data Validation Successful message will be displayed.
3. Click Next Step to continue.

Step 4: Confirm Import

1. Review the import summary.
2. Click Confirm Import to complete the assignment process.

Viewing Assigned Projects

1. Navigate to Timesheet > Project.
2. Use the available filters to search for a specific employee.
3. The system will display all projects assigned to the selected employee.
4. Review the project details, status, priority, and estimated hours to confirm the assignment.

Result

After successful import:

• Projects will be assigned to the respective employees.
• Assigned projects will be visible under the Project tab.
• Employees can start logging timesheets against the assigned projects.

Important Notes

• Ensure the employee and project details in the import file are accurate.
• Any validation errors must be corrected before proceeding with the import.
• Only users with the required permissions can perform project assignments.

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Export Data:

• Project Data can be exported in CSV, Excel (XLSX), or PDF formats.

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Quick Reference Tables

Common Actions

Action	Location	Button
Add new task	Daily Task tab	+ Add Task (blue)
Submit tasks	Task form	Submit (blue)
Approve tasks	Daily Task Approval	Approve (blue)
Reject tasks	Daily Task Approval	Reject (red)
Create project	Project tab	+ Project (blue)
Import data	Top toolbar	📥 Download icon

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Troubleshooting

Problem	Solution
Cannot submit task	Fill all fields with *
Time not calculating	Start Time must be before End Time
No projects in dropdown	Create project in Project tab first
Cannot approve	Check approval permissions
Import failed	Use sample file format
Task disappeared	Check which tab: Daily Task or Approval

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Best Practices

✅ Daily Task Tab:

• Log tasks daily, not weekly
• Use clear task names
• Mark billable correctly
• Add descriptions for clarity
• Attach proof (screenshots)

✅ Daily Task Approval Tab:

• Review tasks promptly
• Add remarks when rejecting
• Use bulk selection for efficiency
• Re-open tasks for corrections

✅ Project Tab:

• Create projects before tasks
• Set realistic estimated hours
• Choose appropriate priority
• Define clear task types
• Update status regularly

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