Various updates – Recruitment edition

Please see below a list of minor updates included in our latest release

Ability to track the person who created a timesheet record

This is useful in environments where you are creating timesheets on behalf of submitters often, and want to be able easily check in a report who created a timesheet. This is a new available field called Timesheet Created by, and can be included in a Contractor Time & Cost per Job report having Timesheet Time Grouping.

Include expense audit trail in downloaded invoices with expenses attached

You can now include the expense form audit trail in your attached expense forms sent to clients. This is configured by a new setting available in Settings->Client Invoicing->General.

Direct links to open timesheets in rejected timesheet emails.

Help your contractors out by giving them a direct link to open up a rejected timesheet. This link can be formed by editing your template for Rejected Timesheets, and including the tag %TIMESHEETURL%.

Import work patterns from CSV files

If you regularly import job records through CSV files (through the user interface or through automated synchronisation feeds) you can now include the working pattern assigned to a specific job. This is done making use of a new field for each day of the week, allowing you to enter the time in [start time hh:mmm]-[end time hh:mm], e.g. 09:00-17:00. If your rate code is just a total hours or days, then you just enter the total amount, e.g. 09:00 for 9 hours, or 1.00 for 1 day.

New warning message when self billing emails have no target recipients

If you have not set up a self billing agency email address for a specific contractor, and have also disabled the ability for the contractor to view their self billing invoices, then we have nowhere to email the self billing invoices to! Previously you would not be informed of this, but now you will see a specific warning message in your self billing summary emails informing you so after sending out a batch of self billing emails.

Table page size in client & self billing invoice list

We are now saving your table page sizes for the self billing and client invoicing lists, so when you log back in to the system, you don’t need to keep setting your preferred page size.

Customise working patterns per job

Some of you have been making good use out of our new working patterns feature, which allows you to pre-set a generic set of working times, and apply them to a specific job, allowing for margin forecasting and for pre-populating timesheets. We’re pleased to announce that you can now set up working patterns on a per-job level, so that you don’t need to define them in a separate list. This is more useful if your working patterns differ for every booking that you make, rather than having a generic 5 days a week for most bookings.

To make use of this great new feature, edit your job record, go to the Rates & Billing tab, and set Working Pattern to Custom Working Pattern. You will see an editable working pattern appear on the top right.

timesheet working pattern custom

Configure your default modules when creating new user accounts

You can now control which modules are enabled by default when creating new employees. To set these up, please go to Settings->Employees, and tick the relevant modules in the Default Enabled modules section.

default modules


Don’t forget you can also control mandatory fields and configure default values for other fields from this settings page as well.


Capture HMRC new starter details

This one is for our UK customers who wish to record PAYE employee’s new starter information. We’ve added an additional section to the Employment tab when editing an employee record, allowing you to capture the new employee’s current tax year working situation as well as student loan information. Soon to come, we will make this section available to employee’s accounts so that they can fill in this information when logging in for the first time after their account is created.

As you know, Timesheet Portal does not provide payroll functionality, however you may wish to report on this information so you can export it to your favourite payroll package.

hmrc new starter details

Check your approver’s email preferences

If you’re wondering why your approver’s havent received specific emails, you can now check which email notifications they have enabled. To check, just edit an approver’s record, and look on the right hand side of the Main Details tab. Please note you may not change your approver’s email preferences, as we respect people’s right to control what emails they receive from us.

approver notifications

Self billing module user control

As self billing is a chargeable module, we have moved the tick box to enable it for a user to the Main Details tab, alongside the other chargeable modules.  This means if you want to turn self billing on or off for a specific user, you should be going to the Main Details tab, not the Self Billing tab.

SELF billing module

Facelift on projects

Proud to present a more graphical approach to viewing your projects. You will notice on your projects page, you can click on a project, which will present you with some basic details and the ability to view charts to view recent charges, pay, time logged and and budget analysis chart.

Furthermore, you will see your list of tasks for your project below the project charts. We have therefore removed the direct link to view tasks for a project which previously was located on the right hand side of the projects list. To view your tasks, just click on the row for the project.  To make changes to your project details, click on the Edit icon on the top-right of the project details page.

This is just a taste of whats to come in the next 12 months as we continue to add more graphics and enhancements to the user interface.


Customise generic invoice templates

We’ve added some new options for you to customise your invoice templates further. These new options allow you to choose all the fields which appear in the invoice header, and in the invoice details table. Don’t forget, if you are after a completely bespoke invoice template, we provide a service to create them, and in most cases we can produce a near-perfect match for anything between £150-£250. Email with your invoice template for a quote.

To customise one of the generic layouts, go to Settings->Client Invoicing, and look for the new options Invoice Header Fields and Invoice Detail Table Fields. See screenshot below of the new options:


Email approval buttons

We’ve added a new feature to make your approval emails look nicer by including coloured buttons for Approve and Reject. This should make it easier for your approvers to spot, rather than using the Approve and Reject hyperlinks. These new buttons are available on timesheet, expense and leave approval emails, and can be included by inserted a tag %BUTTONS% in your email template.


Document Signing – Automatic tag substitution

Phase 2 of document signing has now been launched.  This phase has introduced the ability the automatically substitute pre-defined tags in your PDF templates with information relating to a job.  This will give you the ability to automatically fill in a client’s name and address, and the assigned contractor and rates for job when creating a contract for a job.

We will shortly start charging for the document signing module as well, so please keep an eye out for further information.  Please note our help guide doe not yet have a section on document signing, we are about to start working on this, but if your require help setting up in the meanwhile please call our support line and someone can assist you.


Individual working patterns for jobs

You may already be familiar with our new Working Patterns feature launched in March, which allows you to pre-define a working pattern on a weekly basis. Working patterns allow you to forecast time worked and also allow your submitters to have their timesheets pre-populated. When this feature was launched, it was only possible to define work patterns which are then applied to a particular job, therefore assuming that you have a handful of work patterns which can be applied to different jobs.

Due to customer demand we have now made it possible to define a work pattern on a per-job basis, which means if your model typically involves different shift patterns for every job, then you can define these shift patterns when you set up the job. To make use of this new feature, just choose Custom Working Pattern from the Working Pattern drop-down field when editing a job. This can be found in the Rates & Billing tab.



Various Reporting updates – Recruitment edition

The following reporting fields have been added to the employee time & cost per job report:

  • Linked client invoice number, invoice date, and invoice net/vat
  • Linked self billing invoice number, invoice date and invoice net/vat

These fields above link to the client invoice / self billing items relating to a particular time entry that has been invoiced. Please note that currently this links to the invoice item amounts but does not have the ability to break down the invoice amounts to a lower time grouping than the one used for the invoicing. For example, if you group your invoice items weekly, and run a report on daily time linked to the invoice item, you will see the total invoice item figure for the whole week against each day record. Therefore it is advised that when linking to the invoice amounts, you should use the same time grouping in your time & cost report as the time grouping used in invoicing.

  • Commission consultant split margin percent / consultant name.

Please note by adding in this field, the report will automatically group each record to its consultant margin splits. For example, if you run a report on a job that has two consultant margin splits defined, the row will split into two rows. The quantity of time logged, pay total and charge total will split up according to the percentages defined for each consultant. The splitting up of amounts does not apply to other items such as job budget, pay/charge rate, and linked invoice values.

Various reporting updates – standard accounts

The following reporting fields / filters have been introduced in recent weeks:

  • Added the “Is productive” field to standard time & cost reports
  • Added project purchase order to project budget report
  • Added ability to filter between “Calculated time” and “Recorded time” for overtime timesheets
  • Added “Total time available” to Employee Utilisation Report
  • Added approved date/time to expense form report

Overtime rules – dynamic thresholds for ‘more than’ rules

Timesheet Portal allows you to automatically calculate overtime on your employee’s timesheets. One of our popular rules is the more than per timesheet rule, which allows you to define overtime when a worker has worked more x units per week.

Some of our clients required the ability to have the weekly threshold rule, but whenever there is a public holiday, the threshold is reduced. So for example, if your users get paid overtime for working more than 40 hours in a week, when a public holiday occurs during the week and they get paid when they work more than 32 hours.

To make use of this great new rule, please try adding the Deduct threshold on public holidays rule to your overtime rule set. Make sure you add this rule to run before your more than rule.