Skip to main content
Procore

Best Practices For Configuring Timesheets

  1. Last updated
  2. Save as PDF

With the Timesheets tool, you can configure your timesheets to best meet your team’s needs. Below are different ways that you can create a labour force (the users that show in the Timesheets employee list) and the configuration options you can enable.

1. Start by configuring your Company level information so you can enable your users and ensure information is consistent across your projects.
Do you want to make certain fields required, optional or hidden on your timesheets?  How do you want to set up permissions for your employees?  Do you want to quickly transfer your timekeeping data to QuickBooks® Desktop? Do you want to quickly transfer your timekeeping data to Sage 300 CRE®?
Approval.png

To make fields in your timesheets required, optional or hidden, see Which fields in the Timesheets tool can be configured as required, optional or hidden?

If you will be using the My Time tool in the Procore for Mobile app, see Which fields in the My Time tool can be configured as required, optional or hidden?

fieldsets.png

 First, learn how how to configure user permissions for the multi-tier approval process.
AND
Next, Create a Company Permissions Template for the Company level Timecard and Timesheets tools.
AND
You should also Create a Project Permissions Template for employee access to the Project Level Timesheets tool. 

export to QB 1.png

To learn how to set up a simple import/export process, see Transfer Procore Timecard Entries to  QuickBooks® Desktop. 

export to QB 1.png

To learn how to set up a simple import/export process, see Set Up Your Payroll Export for Use with Sage 300 CRE®.
   
2. Below are different scenarios of entering time and the tool best used for completing the task:
Need to clock your own time? Need to enter or update your staff's time across projects? Need to enter time for an employee or a site team?


Personal.png

Use the My Time tool on your mobile device. See Add a My Time Entry (Android) or Add a My Time Entry (iOS).


Internal.png

Use the Company Timecard tool. See Create a Timecard or Edit a Timecard. 


Crew.png

Use the Project Timesheets tool. See Create a Timesheet, Copy a Previous Timesheet or Bulk Enter Timecard Entries on a Timesheet.
 
3. After time is entered for employees, review, approve, analyse and export a time report. 
Need to review and approve entered time? Need to view a time report? Need to create your own time report?

Approval.png

Learn how to review and approve time using the multi-tier approval process. See Review a Timesheet, Approve a Timesheet, and Mark a Timecard Entry as Completed in the Company Level Timesheets Tool.
timecard report 1.png

Use the 'Timecards' Report in the Reports tool. See View a Report.
company reports 1.png

Use the Reports tool. See Create a Custom Company Report or Create a Custom Project Report. 

 

Set Up Timesheets

Set Up a Labour Force

  • Set up Company Classifications so you can assign them to your employee's and worker's user profiles. See Add a Classification and Enable Classifications on a Project.
  • For users to appear in the Timesheets Employee list:
    • Add Employees on an individual project basis.
      • Go to the Directory, add or edit each employee's user profile and under 'Personal Information', scroll down to mark the checkbox that says 'Is Employee of [Company Name]?’. The employee will need to be added to each Project Directory that you want to track their time for. See Edit a User Account in the Project Directory for more information.
      • Add a "worker" to the Site teams tool. An email address is NOT required to create a "worker" nor do they need to be added to the Directory. See Add a Worker to learn more.
      • You can also assign a 'Classification' for your employees and workers. 
    • Select Employees from the Company Directory (only if the 'Can company employees be tracked on all projects?' setting is marked).
    • Select a site team (A site team is a group of employees).
      • A site team must first be created in the Site teams tool. To learn how, see Create a Site team.

Configure Timesheets

Users with the appropriate permissions can set up the Company and Project level Timesheets tools: 

Company Level Settings

Default Timesheet Configuration Settings can be managed by users with 'Admin' level permissions on the Company level Timesheets tool. See Configure Advanced Settings: Company Level Timesheets for more information. The settings that can be managed on that page are listed below:

  • Choose default work week:
    • You can select what you want your company's work week to be in the Timesheets, Company Timecard and Site Diary tools.
      Note: This setting will display as the filter "current work week" or "last work week" in Timesheets custom reports.
  • Can company employees be tracked on all projects?:
  • Manage Time Types:
  • Managing Cost Codes by Cost Type:
  • Default Cost Type for New Timecard Entries:
  • Custom Signature Text:
    • You can enter a custom text that will show in the Signature field when a user is signing a time entry.
  • Payroll Settings:

Project Level Settings

Project level Timesheets Configuration Settings can be set up and managed in the Project level Timesheets tool. See Configure Advanced Settings: Timesheets on how to enable these project-based settings listed below:

Set Up Reports

Timesheets Reports

The table below details reports that you can create using data from the Timesheets:

Report Name Purpose To learn more, see...
Labour Budget to Actual Report Track the percentage of budgeted labour hours versus actual labour hours used in real-time. Import a Unit Quantity Based Budget
Production Quantities Report Track daily production quantities installed in the field. Import a Unit Quantity Based Budget
Field Production Report Compare labour hours and production quantities against budgeted values to track productivity rates.  Set Up a Field Production Report
Custom Reports Create a custom project reports or use one of Procore's templates like 'Weekly Timesheets by Employee' or 'Payroll Report' to gain real-time insights on labour tracking. Create a Custom Project Report

Video