TimeSheet Reporter – Time Reporting in Your Microsoft Outlook Calendar
TimeSheet Reporter® makes it possible to report time on organizations, projects and activities from your MS Outlook® Calendar.
Report time via your Microsoft Outlook calendar
Get standard reports
Supervisor approval of time entries
Add hourly rates (cost/revenue) and expenses (mileage, billable goods, etc.) to your time entries
Share data with your other systems (ERP, CRM, Excel, etc.)
Simple flextime solution
Manual time entry and editing for yourself and others, via user-friendly web interface
Role based permissions
For more features, click here
Do you use Microsoft Outlook® as calendar system? Good, that’s all you need.
The employees at most companies today use Microsoft Outlook® as their calendar system. TimeSheet Reporter® builds on that, and makes it possible to do timesheet reporting on organizations, projects and activities from your Microsoft Outlook Calendar.
When creating an appointment in Microsoft Outlook you can now also choose a proper organization, project and activity, defined by you, and have this in your appointment. Click submit when you have finished your day or week or appointment and the time spent on various projects or activities is registered, and your timesheet reporting is then approved or rejected by a supervisor chosen for that project.
You can then also integrate this information with your other systems such as ERP, CRM, etc., and use that information in your project management, billing, etc.
You can also integrate information from these systems into TimeSheet Reporter ® so that you can keep using your existing projects and activities, without having to create them all over again.
Which of the following features will be helpful in your organization?
Report your time from Microsoft Outlook®
TSR leverages on your existing infrastructure. No need for your users to use a separate application to enter their time, and no training needed for them to get started. You simply use your existing MS Outlook calendar, add the extra information that you want to your appointment (project, organization and activity), and voila! That’s it. Your appointment now works as a timesheet. Then when the appointment is done, the user can submit it and a supervisor can approve it. The submission can also be done in bulk, so that the user will get an overview of all un-submitted appointments within a timeframe, and can submit them all at once. It’s that easy.
Make your organization more agile and competitive
It’s more important than ever to have your organization top tuned and competitive. That means that you have to use whatever gives your organization a competitive advantage. Freeing resources and making sure that hours spent on all customer related projects are reported, and that having a more clear overview on how your employees spend their time, is a huge competitive advantage that your organization can get by using TimeSheet Reporter®.
Attach the information you need, to each appointment
Besides information about the project and organization that each appointment is about, you can also attach comments from the user to the approver, and the other way. This might be relevant if you need to explain why an appointment has been done in a specific way or why an approver has rejected the appointment.
Easy overviews of time spent
Both users and administrators can easily get an overview over time entries. Users can easily get an overview over their time entries, both approved and not-approved. Administrators and supervisors can also easily get an overview of this using the administration module.
Get standard reports
Administrators can also easily generate standard reports, to get all sorts of information. For example time spent on a specific project, compare time entries for different users, compare time spent on different projects, time spent on a specific organization, etc. It’s easy to use and will empower you to make more informed and stronger decisions.
These reports can be presented as tables as well as graphically in the form of pie and bar graphs.
You can also give some users privileges to generate reports regarding their own time only.
Supervisor approval of time entries
When users have submitted their time entries, assigned approvers can then approve or reject these. They can either do this in bulk or for specific entries. When an appointment is approved it will then be saved in the system as approved. If an entry is rejected, it will be returned to the user.
Supervisors can also add and respond to comments on the entries.
Automatically or manually integrate and share data with your ERP, CRM, Accounting, and other systems
With the TSR DataBridge module (included) you can also share and import/export data to and from TimeSheet Reporter® and your other systems, for example ERP, CRM and Accounting. That means that submitted and approved time entries can be easily imported in your ERP, CRM and Accounting systems making invoicing your customers a lot easier and a lot more accurate.
This also means that you can import your current projects and customers from your other systems to TSR, which makes using TSR even easier.
You can import and export data to and from TSR via CSV files.
The two-way data sharing can be done on a manual basis, and on automatic basis via command line operations.
In TSR it’s also possible to add hourly rates to your time entries. That means that on projects you can define the hourly cost and hourly revenue for the whole project or for individual activities on the project.
This is useful if you want to see your profit on projects, or for example see your costs on fixed-fee projects.
The function also comes with separate reporting, so that you can quickly get an overview of revenue, cost and profit, and you can also include this data when exporting time entries with TSR DataBridge.
TimeSheet Reporter also makes it possible to add expenses to your time entries.* That means that if you for example have had costs such as hotel or mileage or certain products, you can add that to your time entries, for example for reimbursement. It can also be used for items such as billable goods.
Just as with timesheets in TSR, Expenses come with an optional approval workflow. It also comes with build-in reporting for overview of expenses, and also comes with reimbursement reports readymade for signing by employees and management.
*With standard TSR Outlook User Agent (currently not OUA Light) and TSR WebAdmin.
Simple flextime solution
The TSR solution also makes it possible to define how many hours should be reported by individual users. For example 8 hours a day, equaling 40 hours a week, etc. This is done via ‘Working Hours Profiles’ and you can define different profiles for different users; for example for part-time employees, full-time employees, etc., and not all users need to have a defined profile.
In the reporting function you can then easily get an overview of reported hours compared with what should have been reported, including the difference.
A really simple and easy flextime solution.
Work easier and faster with favorites
Many employees have a specific organization and project that they work on (a ‘favorite’), including your own. They can simply and easily have their favorite chosen as default when creating appointments. No need to browse through all the organizations or projects that might be in your systems. This means that the TSR fields in your appointment (regarding project, organization, etc.) is automatically filled out, saving even more time. This is really useful for employees that mostly work on one specific organization or project (for example your own).
It’s also possible to create multiple favorites, and be able to select between these.
Notifications for missing timesheet entries
TimeSheet Reporter® also comes with a function that makes it possible to send reminders to staff that have not reported the number of hours they’re supposed to. You can setup one or more calendars, and define each day of the week regarding how many hours should be reported there, and also include exceptions for example for holidays, etc. You then attach users to this calendar. Then when it suits you, you can use the notification function and users that have not reported enough hours (defined by their attached calendar) will get a notification and you will get a collected report with all missing entries. You can create different calendars for different user groups, for example full-time employees, part-time, interns, etc.
Manual time entry and editing for yourself and others via user-friendly web interface
TSR also includes the option of editing and entering time entries manually as known from traditional systems. This can be handy if you for example for some reason don’t have access to your Outlook.
Users with the right privileges can even report time for other users, which can be valuable when employees are on sick leave or have simply forgotten to do their time entries for example before going on vacation. It could also be that there are errors in their time reporting and a supervisor would like to change it. A colleague or supervisor with the right privileges can then enter or edit their time entries for them, which saves a lot of hassle with logging on to other peoples accounts, etc. Users with the right privileges can of course also edit and enter their own time entries.
All this is done via a user friendly web interface, called TSR WebAdmin.
You might say that we have taken the ‘traditional’ manual time entry handling and have perfected it.
The above is available in list form and as a matrix, which also allows you to copy time entries, submit them, etc.
Use your mobile devices such as smartphones to report time via the TSR WebAdmin.
TSR includes a web interface that is optimized for smartphones, so that if you don’t have access to your Microsoft Outlook calendar, and only have your smartphone with you you can still report time and list your time entries.
Just access TSR WebAdmin via your smartphone and you will be presented with a menu that lets you report time, create new time entries, submit them, etc.
The hosted version means that we host the server part for you, so you only need to install the Outlook user agent. We host it on Microsoft Windows Azure. That essentially means that it’s hosted by Microsoft, which ensures high uptime, quality and fast response times. If you don’t have a Microsoft Server environment or just want to keep things simple, this is the solution for you.
Secure and safe login – Control user access
Secure and safe login for your users is important. Your administrator of TSR will create the user credentials for each user, which makes you in command of security. When the TSR user agent is communicating (for example user credentials and time registrations) with the TSR server hosted with us, it will be done via Secure Socket Layer (SSL) encryption, meaning that your data traffic is secure and safe.
Role based permissions
You want to control who has access to what information and what they can do. With TSR you can setup different user roles and attach these with the proper users. In this way you can define who has just access to report time, who has privileges to approve time, who can render reports, etc.
Work online and offline and on the road
Leveraging cached profiles, your users can even report time and use TSR when not online. Next time they’re online, the synchronization will take care of the updating. This is a really nice feature for your staff who spends a lot of their time on the road.
TSR currently comes with different language packs. The languages now include English, Spanish, German, French, Italian, Dutch and Danish, and more are added continually.
Create or edit language files
With TSR you can also create new or edit the current language files. With a user friendly interface you can easily edit current language files and create your own. TSR comes with different languages but you may have special needs which this will help you to achieve.
How To Continue From Here - What You Should Do Now
Why All Companies and Organizations, Big And Small, Need To Use Outlook Timesheet Reporting Software
Companies in this day and age face many stiff challenges. There is plenty of competition constantly breathing down their necks. Plus, they have to work diligently to ensure that their clients are completely satisfied with their work or products. Making a few minor tweaks here and there can really make a huge positive difference. One of the first changes you should make is changing or upgrading your time reporting software. By upgrading to an Outlook timesheet reporting software, you’ll be able to increase productivity, improve employee satisfaction and take some of the responsibility off of your shoulders. Below, you will learn how an Outlook-based timesheet reporting software can help any business or organization regardless of size.
Outlook Timesheet Reporting Brings Familiarity
First and foremost, you should always do your best to avoid straying from the beaten path. Staff usually do not appreciate having to do something in a completely new way. On top of that, the costs of teaching your employees a new skill or software are simply too steep. This is one of the biggest perks of utilizing an Outlook-based time tracking software. This type of software will bring familiarity to the table. After all, your workers most likely already use Outlook day in and day out to receive important emails from your company and clients. By sticking with a familiar software, your employees will have no trouble using it right away.
While you’re at it, you should understand how difficult it can be to integrate new software into your business. When you decide to require employees to use a new program, they’ll need time to get used to the software. The time and money required can really accumulate pretty quickly. This won’t be a problem with an Outlook time tracking program. Regardless of the size of your business, you simply cannot afford downtimes. This is why you need a program that is easy to integrate. With an Outlook-based solution, you’ll be ready to go in a matter of minutes.
A Solution For Everyone
In this day and age, the workforce can be pretty diverse. There is a good chance that you have people from many different backgrounds in your company. You may have someone from a Spanish or German speaking country, as well as an American or two. With this in mind, you need to find a solution that is capable of satisfying the needs of everyone. This is where a good Outlook-based solution will enter the picture. As long as you choose the right software, you’ll have the option of selecting the language option that suits the individual user’s needs. This can make a huge difference.
This type of solution will guarantee that everyone in your workforce is capable of understanding and using the software without any trouble whatsoever.
Keeps Employees Active
Downtimes can really ruin a company. If your teams are sidelined for a few hours, your company is going to be losing a significant amount of money. This is something that you need to avoid at all costs. If you select the wrong time tracking software, you’re going to find yourself in a lot of trouble. Thankfully, Outlook Calendar time tracking software will help you avoid problems. This is the case, because this software allows you to configure role-based permissions. This means that you can control what each employee is allowed to see and do.
In return, you’ll be able to prevent your employees from getting stuck and slowed down in unnecessary windows. Instead, they’ll be able to report their time or check their project and be on their way. This can really improve the time efficiency of your workforce and give your company an advantage over the competition.
Being Aware At All Times
Another major benefit of an Outlook-based timesheets reporting software is the fact that it’ll ensure you are aware of challenges at all times. This type of software is capable of finding missing timesheet entries and sending out notifications. Without such a software, you would be required to find the missing information by hand and that might not happen for a few days. When you finally get around to asking your employee about it, getting the correct information will be so much more difficult.
With the right software, you’ll have no trouble getting the information that you need. A notification will be sent out in a timely manner to ensure that the employee fixes the problems and reports the correct information right away.
Ensures Your Employees Are Prepared
Before sending out an employee to a jobsite, you need to make sure that they’re completely prepared for what is ahead. They need to have all of the tools, supplies and instructions required to get the job done in a reasonable amount of time. If they’re unprepared, they’ll either have to return to the office or call you before they can get started. If this happens too frequently, there is a good chance that your clients will begin looking elsewhere for a more efficient service provider. With the right time tracking software, you’ll be able to avoid such problems.
The software will give you the ability to attach precise information to each appointment. Then, that information will be readily available to the employee. This can make a big difference, while ensuring that your employees remain efficient.
Makes Your Company More Competitive And Agile
In order for any company or organization to survive and thrive in this day and age, it is pertinent for that company to be agile. You need to be able to adjust on the fly. Plus, you need to make sure that you have all of the necessary resources at your disposal. After all, you do not have time to sit down and calculate your staff’s hours by hand. Instead, you need a software that can help. Choosing the right software will ensure that you have a clear understanding of how your teams are spending their time. You’ll also be able to free up resources and dedicate people to the projects that need it the most.
This will give your company a competitive advantage over your rivals.
Gets You More Organized
Regardless of what type of business you are in, there is a good chance that you are battling a lot of competition. The markets are flooded these days with tons of different similar products and services. And, this is why it is more important than ever to be organized, so that you can focus solely on outdoing your competition. A good time tracking software is the key to whipping your company into shape and freeing up valuable resources that can be utilized elsewhere. Time tracking software will let you know exactly which of your employees are working on certain projects and how much time they are spending on those projects.
This gives you the ability to easily pull employees and navigate them to projects that might need an extra hand.
Get Meaningful Daily Reports
As a manager or boss, you probably have several different reports that pass by your desk on any given day. Sometimes these reports might be filled with non-meaningful information and you might not even glance at them. Well, with time tracking software, you can literally customize your daily reports, so they include the exact information that you are looking for. Instead of spending twenty to thirty minutes searching through a bunch of meaningless numbers, you can literally pinpoint the information that you are looking for. This will not only save you time, but it will make your job so much easier.
You can customize your reports to include a variety of statistics, like time spent on a specific project, how long a project has been underway and you can even compare time spent on different projects. In addition to this, these reports can be generated in a pie graph or a bar graph to make them more visually appealing. As the administrator of the software, you can also give other users the ability to generate the same reports.
Easily Know Your Profits On Certain Projects
When it comes to running a business, there is nothing more important than making sure that you are making money on each one of your projects. Sometimes this can be a truly difficult task to accomplish. This is especially true, when it comes to long drawn out projects. However, time tracking software really simplifies this process for you. It allows you to list the hourly costs and hourly revenue of each individual project that you are currently engaged in. Along with this, you can also separate the reports, so that you can pull a quick reading of the cost and profit of that project.
This is extremely useful in the event you have a similar project coming up and you discovered that you might have undercharged on the last project. This will give you some idea of how much more you need to raise your prices in order to turn a bigger profit.
Always Stay Connected And Aware
With you and your employee’s hectic work life there are probably a lot of occasions when you are out of the office or stuck in meetings all day long. Maybe you have several different projects going on that need your attention and monitoring, but you are just unable to make it back to your computer to access your time tracking software. Well, when you take advantage of some of the best time tracking applications available this is something that you won’t have to worry about, as long as you have a smartphone or browser. You can easily access and view the same reports right from your smartphone or browser that you could from your desktop computer.
With all this in mind, with the right timesheet reporting solution, life has never been easier for you and your organization, and TimeSheet Reporter (TSR) can help you with this.