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Timesheet Management

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

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

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)

overviewDailyTask ADDDailyTask

Step 2: Fill Basic Details​

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

Step 3: Add Task Information​

FieldWhat 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​

ButtonPurpose
SubmitSave and send for approval
DraftSave without sending
ResetClear 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.

View Your Tasks​

Table shows:

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

Task Count Badges:

ColorMeaning
🔵 BlueDraft/Re-open
💿 GrayTotal
🔴 RedRejected
🟢 GreenApproved
🟦 CyanTotal

Import Timesheet:​

ImportTimesheet

Download sample file:

ImportTimesheetExcel ImportTimesheetExcel

  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"

Export Data:​

ExportData

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

Filter:​

FilterData

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

2. Daily Task Approval​

View Pending Tasks​

ApprovalOverview

  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

Step 1: Select Tasks​

ApprovalSelect

  • 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:

ButtonPurpose
ApproveAccept selected tasks ✅
RejectDecline tasks (needs remarks) ❌
Re-OpenLet employee edit rejected tasks 🔄
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Bulk Actions: Select multiple tasks to approve/reject at once.

Task Status Flow​

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

3. Project​

Click "Project" tab to see:

ProjectOverview

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)

Create New Project​

ProjectOverview

Step 1: Open Form​

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

Step 2: Fill Basic Information​

FieldWhat 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:

FieldPurpose
Department*Select teams
EmployeeSelect specific people
WatchersWho 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​

ButtonAction
SubmitSave project
ResetClear form

Import Projects​

ProjectImport

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

ProjectImport ImportTimesheetExcel

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

Export Data:​

ExportData

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

Quick Reference Tables​

Common Actions​

ActionLocationButton
Add new taskDaily Task tab+ Add Task (blue)
Submit tasksTask formSubmit (blue)
Approve tasksDaily Task ApprovalApprove (blue)
Reject tasksDaily Task ApprovalReject (red)
Create projectProject tab+ Project (blue)
Import dataTop toolbar📥 Download icon

Troubleshooting​

ProblemSolution
Cannot submit taskFill all fields with *
Time not calculatingStart Time must be before End Time
No projects in dropdownCreate project in Project tab first
Cannot approveCheck approval permissions
Import failedUse sample file format
Task disappearedCheck which tab: Daily Task or Approval

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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