Catégories

Timesheet

Timesheet

The module to optimize your business operations

The timesheet allows you to enter the time invested for current projects in a precise way in addition to being user-friendly.
You get the time spent on a CLIENT and a PROJECT and a SERVICE, a TASK in addition to being able to do it per EMPLOYEE.

You can also enter NOTES and COMMENTS in addition to choosing the duration of 15 minutes or 2 hours or 3 days.

The mobile timesheet is also available for those who are not physically in the office.

We also offer two other modules which are closely linked to the timesheet:
The module: Agenda (or calendar)
Appointments and meetings or meetings. Leave and planned absences in addition to the due dates of your tasks and projects

This module allows you to efficiently manage time by having an overview over the day or the week or the month and the quarter or for a specific period.
Want to plan a business meeting with colleagues? It’s easy with the collective agenda so the many endless email exchanges to find out about availability are over.

You save time!
The module: Contacts
When you have a lot of contacts, it is certain that a management tool is invaluable. At Collabox, we have understood this for 20 years.

You can keep all important customer and associated contact data in one place.
You quickly get follow-up dates or birthdays in addition to the conversation history as well as the type of intervention in progress and much more.

Timesheet – Speed up your day

By Calendar, Digital transformation, Employees, Timesheet

It is possible to speed up timesheet entry for all employees with these three options.

  • Copy the previous day
  • Duplicate an entry
  • Adding hours to a future date

Copy the previous day

This option allows you to copy the previous day’s activity to your current timesheet. Of course, the day before a Monday is Friday! This feature is designed to make your life easier: it copies the entry and project selections, start times, end times and comments from all of the time entries from the previous day.

Efficient and easy to modify the new entries are normal entries, which can be modified or deleted without consequence. Perfect for accountants on one-week assignments, or for those returning from a 2-week vacation. In a few clicks, he can update his timesheet.

 
Two conditions must be met to see this button appear under the comments of the timesheet : 1- to have entered timesheet entries the day before and 2- not to have entered any entries in his timesheet today.

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Duplicate this entry

The second way to speed up your timesheet entry is to use the “Duplicate Entry” option. This copies, in the same day, a time entry (project – service – comment). An example of use: 2 working sessions on the same project on the same day: select the entry (the little bar will turn red), the “Duplicate this entry” button will appear under the note:

Entering a timesheet: later date

It is possible to fill in timesheets for later dates, for example for upcoming holidays. Every employee can easily access this function. But first, a little setup is in order!

First, select “Organization” from the Preferences tab in the main menu at the bottom left of your screen.

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Location of the "Organization" tab in the main menu

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Among the options available to you, choose the “Info” tab.

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View of the "Info" menu

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Then, please select the option “Allow time sheets to be filled in for future dates”. That’s it!

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Check box

The Collabox timesheet, a clear advantage for the management of your company!

Expense and mileage accounts

By Accounting, Disbursed, Timesheet

The Collabox allows you to easily manage your employees’ expense and mileage accounts. You can also create reports related to these expenses for optimal management.

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The first step is to configure the mileage in the employee record, under the RATE tab. This step is necessary for the calculation of the expenses to be reimbursed to the employee.

mileage expenses

Next, you need to define your types of expenses. To do so, you click on the “Accounting” tab in the main menu (top of the page). Then select – Define Expense Types – from the left-hand menu.

Define types of expenses

The Collabox allows you to choose your types of expenses, according to your preferences. You can also edit and add specific fields as needed.

When the configuration is complete, the expense and mileage accounts are filled in via the employee’s timesheet. It is up to him to enter his expenses in connection with the right project, customer or service.

In addition, you can add directly at the bottom of the timesheet, via a custom field, the invoices or any other document associated with the expense entered. This greatly facilitates the accounting management of your company.

For the efficient management of expense accounts, it is possible to create a complete report per employee. This report allows for theapproval of expenses by a manager (project manager, supervisor, etc.) and the transformation of the expense into a disbursement for the company. The expense is automatically displayed in the monthly list of disbursements.

the expense report

To turn the expense into a disbursement, you must first ensure that the employee is a supplier to your company. Since the expense is always associated with a supplier, this step is crucial.

To do so, click on “add a supplier” in the configuration menu.

Then, fill in the desired fields so that your employee’s name is the supplier.

Now convert your disbursement via the expense report.

If you have any questions at any time, you can contact us and we will be happy to answer your questions.

info@collabox.com (418) 907-9274

Signing time sheets

By Digital transformation, Human resources functions, Timesheet, Uncategorized

Having your employees’ timesheets signed on PDF documents is possible with Collabox. Just ask for a personalization in this sense. Thus, you can use the following functions.

Print a timesheet

Go to the main menu and select the “Timesheet” icon.

Fill out your timesheet as usual, then look at the right side of your screen under the description of the day. You will see a “Print PDF” button.

Click on it to see the timesheet in PDF format.

Signing time sheets

Next to the “Print PDF” button there is a second one called “Sign PDF”.

Click on the button and sign the document. When printing the PDF again, as in the previous step, the signature appears.

Time entry completed

For companies that operate on daily timesheets and have part-time or contract employees, a new Collabox feature has been added. It is a simple box entitled “Time entry completed for the week”.

This box assures you that the employee has completed their timesheets for the week.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you. info@collabox.com (418) 907-9274

Tracking of individual hours

By Digital transformation, Projects, Timesheet, Tips and tricks

Collabox allows you to track individual hours by project for an employee. This information is quick to access for both him and his manager.

Timesheet

Go to your timesheet, or your employee’s timesheet to track individual hours. In the description of the day, click on “Show +”.

The information on the hours accumulated in the project is displayed as soon as time is entered in the timesheet. See the total hours for the employee in the top row. For example, the employee did 291 hours on the “General Management-Administration” project, whereas a total of 25 hours had been planned. The total hours are therefore in red. The display also shows the total for all employees in the project. Thus, 337.50 hours were completed when only 65 hours had been planned. Quickly see the status of projects this way.

Conversely, the time entered by the employee for the “building sign” project is in blue, which means that the expected time has not yet been exceeded. Finally, the project “the project (Mr. Customer)” has no scheduled hours. Note that the total number of hours worked is still displayed.

Assigning hours to a project

To assign hours to an employee and better manage his time, go to the desired project. Select the “Assignment” tab of the project sheet, then add the scheduled hours for each employee.

The total hours of the project are entered in the “Info” tab of the project form.

Options on overtime per employee can also be checked. This prohibits excess hours for the project or for the employee.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you. info@collabox.com (418) 907-9274 ext. 120

Movable timesheet

By Agenda, Digital transformation, Timesheet

The mobile timesheet is available on your cell phone. On the road, in a restaurant or in a meeting, it has never been easier to enter your hours into the timesheet. Gone are the days when you forget to keep track of your hours, Collabox takes care of it for you.

Full day

The “full day” option is now available on your mobile. With the proper setup, the employee can check the box and their hours will appear as scheduled. It’s fast!

Time sheet and agenda

When you’re on the move, you can simply turn your appointment into a timesheet from your cell phone. Select the completed appointment in your calendar, then click on “create a timesheet”. That’s it!

Geolocation

You can track your employees via the geolocated timesheet. This makes managing employees and their travel more efficient! This monitoring tool is super handy to know where your employees enter their hours.

Do you want to consult the geolocation data of your employees? Nothing could be simpler, since the report by employees tells you so. We even thought about giving you a Google Maps link to view the entries on a map.

Geolocated timesheet

By 10 advantages of working with Collabox, Digital transformation, Employees, Timesheet

A new feature has just been added to Collabox: the geolocated timesheet! This addition allows you to know where your employees enter their hours. This monitoring tool is super handy to know if the little latecomer in the office is entering his hours while still on the bus.

How to activate or deactivate geolocation?

Whether you want to enable or disable this option for your organization, the path is the same, you will only have to check the box or not. To do this, you must display the settings of the organization by clicking on “Organization”.

Organization

To activate the function, all you have to do is check the “Geolocation of timesheets” box. However, don’t forget to save the changes!
screen-shot-2016-11-10-at-14-23-23

Do you want to consult the geolocation data of your employees? Nothing could be simpler, since the report by employees tells you so. We even thought about giving you a Google Maps link to view the entries on a map. 

To access the report, you must first click on the “Reports” icon in the navigation bar at the top of the page. 

Then you must at least choose an option in the category “Report by employees” like “Include details of hours” in the example below. Don’t forget to check “Include geolocation”! 

screen-shot-2016-11-10-at-14-24-30

Here is an example of a report by employees of the geolocated timesheet entries. As you can see in the column on the right, the entries with a geolocation have a location link.


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If you click on the link, you will see the position where the entry was made on the map.

screen-shot-2016-11-10-at-14-27-02

Types of timesheets

By 10 advantages of working with Collabox, Digital transformation, Employees, The Collabox, an ERP à la carte, Timesheet

Getting the most out of the Collabox timesheet

The timesheet is an indispensable tool for any business that needs to measure and bill hours to clients. Collabox offers you the possibility to choose between 4 types of reflected timesheets:

  • For those who like to keep their habits
  • With a trendy aesthetic
  • For those who need to see the big picture
  • The most accessible from phones

1. The Standard

The first type of timesheet is designed for people who like to keep their habits. Its design is reminiscent of traditional timesheets, while offering the advantages of digital. Detail your different tasks! Take a look at the standard timesheet

Example of a standard timesheet

2. The techno

Among the timesheet types, this template is the only one to offer a new “drag and drop” design that will appeal to techies. The more modern aesthetic of its new graphical interface retains all the standard timesheet options you love and use.

Example of a techno timesheet (“click-and-drag” design)

3. The weekly newspaper

With this timesheet, enter your hours per week rather than per day. It is perfect for generalists who want to register tasks with large blocks of time. It is also ideal when working on a project where the steps do not need to be detailed.

Example of a weekly timesheet

4. The express timesheet, the most accessible from phones

Although timesheets all complement each other on desktop or mobile, the express timesheet is best suited for the interface of phones. And as the name suggests, it complements itself very, very quickly. Fill it in just 3 clicks!

Note: At any time you can switch from the express timesheet to the detailed timesheet (standard or techno) by clicking on the blue link Detailed timesheet .

The express time sheet

Example of an express time sheet

See how to complete your express timesheet

The same day is already selected for you by default. To start your time recording, go to the first step with the button Following.

Express timesheet: home page

1) Select the project you worked on.

Express timesheet: project selection

2) Choose your service.

Express timesheet: choice of a service

3) Enter the number of hours worked. Don’t forget to save!

Express timesheet: registration of hours worked

You can then repeat these steps to list other projects you worked on during the day.
Note: The entries in the express timesheet will be concurrent in the standard or techno timesheets, that is, they will all start at midnight. This data conversion is perfect if you don’t need to know when or how long your employees have been working on a particular project.

Have you made your choice? Contact us to change your timesheet, we will be happy to tell you how to proceed!

Fill out your timesheets with the diary

By Agenda, Calendar, Timesheet

Two birds with one stone!

Kill two birds with one stone and use the agenda and the timesheet simultaneously! Turn your appointment into a timesheet. Read on to find our pro tip and make the most of your time.

To begin, create an appointment in your calendar from the menu on your left.

Then, add key information including the title, project, department, and start and end times of the appointment.

You will be automatically redirected to your calendar.

Turn your calendar appointment into a timesheet

Click on your appointment as if you wanted to update it.

Then scroll down to the bottom of the page. Select “Create a timesheet”. 

A page will open on your timesheet on the right day. All the information you have entered in the appointment form will be copied, including the comments. 

Please note that you cannot create a timesheet for an upcoming appointment. The latter must be completed.

The last step, but not the least: save your new timesheet entry and see how efficient you are!

Finally, use the agenda for your timesheets, it’s quick and easy!

Questions? Contact us !

Vacation Project

By Configuration, Employees, Reports, Sick vacation, Timesheet, Timesheet report

To help you better manage your employees’ vacations, Collabox is there for you. Just create a project called “Holidays”. Employees will be able to use it from their timesheet or agenda to request time off.

Initial configuration

First, click on the “Organization” menu in the left sidebar.

Preference menu and selection of the organization option

Then click on the “Projects” tab to access the project customization features.

Selecting the Project tab in the organization update to set up a vacation project

You must then update the project types by clicking on the link of the same name. This page shows you all the types of projects in your organization. Make sure you find a “Holiday” type...

Create a vacation project

Now create a project normally. Go to the list of projects and add one.

Give the name “Holiday” to the new project and don’t forget to select the project type of the same name.

There are other options in this “Project” tab, if needed. It is recommended to create a vacation project every year.

Configure time banks

Configure the time banks of your employees via the Employee File under the main menu “Configuration”. They will be very useful for vacation management. You can add the hours accumulated in the assignment by employee on the project Vacation. This way, you’ll see if an employee exceeds their accrued vacation time!

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you. info@collabox.com (418) 907-9274 ext. 120

Disbursements and timesheet

By Disbursed, Timesheet, Timesheet report

Are your employees traveling to meet with clients all over the place and picking up expense invoices? Stop racking your brains, Collabox is designed to make your job easier. In fact, you can transform your expenses or mileage into disbursements via the timesheet. It’s super convenient! To do this, you must first configure your employee’s account by following the instructions in the tab below.

Preliminary configurations

1. Creation of a new supplier

Create a vendor on behalf of the employee that will generate expenses and mileage. First, click on the “Accounting” icon at the top of the navigation menu.


Then select “Suppliers” from the left sidebar.


Finally, click on “Add a supplier”. Fill in the requested information and save the form.


2. Accounting settings

It is now necessary to configure the miscellaneous expenses that can be added to the mileage, for example food and parking. To do this, stay in the “Accounting” module and click on “Define types of expenses”.



Name some types of expenses, we suggest three common ones. Don’t be shy about borrowing them.

Then, associate these types of expenses with budget items. Click on “Expenses and budget items” to get there.


Use the drop-down menus to make the association. This example is for illustrative purposes only. Customize your menu!

If you don’t have a budget item that matches your expense type, just add it. To get there, click “Budget items”.


Then click on “Add a budget item” and fill in the information on the screen.

3. Employee settings

Go to “Configuration”.

Click on “Employees”.

Select the employee who will make trips.

Modify the options on these four tabs to suit your needs. 

Menus” tab

Be sure to check the “Expense Entry” box. Once done, go to “Preferences”.

Preferences” tab

First check “Show trip counter on timesheet”. Then continue to “Advanced configuration”.

Next, associate your employee with their newly created vendor account. 

Rates” tab

In the third tab, set up your employee’s travel rate, which is how much you reimburse your employee for travel and how much you sell it to customers. Click “Edit” to change these values. 

Enter the values you want. It is important to use the “.” (period) and not the “,” (comma) to enter the amounts.

Manage disbursements through the timesheet

Now that the configurations are done, manage your trips and generate disbursements through the timesheet! If you are the type of person who enters all your appointments in Collabox, you are in for a treat, as these can be transformed into timesheet entries. 

Turn an appointment into a timesheet

Click on your appointment in the calendar, then scroll to the bottom of the page.

Choose the “Create Timesheet” option from the series of buttons and options available. 

Then indicate the service to which you want to attach this entry. Then, enter your mileage and expenses incurred during this trip. Finally, click on “Save”. The data is saved and now appears in your timesheet.

For example, in red you have the place taken by the appointment and in gray the entry of the timesheet you just created. 

Turn an expense into a disbursement

Now that you have lots of expenses added to your timesheets, you are at the time to change them to disbursements. To easily locate them, we have created a comprehensive report. To do so, first click on the “Reports” icon at the top of the page.

Then click on “Expense Report” in the left side menu.

Select the desired display period for the report. It will track and display all additional expenses and mileage incurred by your employees. You can also select a specific employee, as in the example below. Then click on “View report”.

The report then shows you all mileage entries and expenses  entered in the timesheet. Select the ones you want to put in the payout.

WARNING! Be certain of your selection because it is not possible to reverse the transformation into disbursement.

Once the selection is complete, click on “Create disbursements”. 

You will be automatically redirected to your disbursement list and see your new disbursements on behalf of your employees. If you have selected entries from more than one employee, Collabox will separate the expenses automatically for each employee. You will then have as many disbursements created as employees having fulfilled expenses.
If you click on the disbursement, you will be able to see which expenses you selected with their amounts. However, if you have added expenses and mileage, you cannot discern them when turned into disbursement.